End-of-Year (EOY) for NC

Rosalyn GallowayJune 18, 2014

Audience

• Charter NC-SIS PowerSchool Coordinators

• Charter NC-SIS PowerSchool Data Managers

• Tech Directors

Purpose• Describe End of Year (EOY)• Define LEA, DPI and Pearson responsibilities• Identify NC Specific Needs for EOY• Demo procedures• Discuss resources and support • Answer questions

What is End of Year (EOY)?• Function similar to NC WISE that promotes students

to the next year school and next year grade at the end of a school year

• Run at each LEA for all schools• Shut-down window similar to NC WISE YET – All PowerSchool instances will be shut-down

prior to running EOY in late June and remain unavailable through first week in July

More About EOY• Three processes that occur at the LEA level

– Validation: most reports and clean up can be executed by school staff– EOY: performed on all schools in the LEA at the same time– Post-EOY: most tasks may be completed by school staff

• Current year (SY 13/14) data must be corrected prior to EOY– EOY will not complete if validation fails

• If using PowerScheduler, SY 14/15 schedules must be committed prior to EOY (HS, MS) but after the last day of school

• EOY must be run during shut-down window

Who Does What? - Responsibility1. Charter– Validate data2. Charter– Communicate completion3. DPI – Verify validation is complete for all LEAs4. DPI / Pearson – Shut-down (Pearson back-up systems in place)5. Charter or DPI – Run EOY (this part’s easy) during shut-down6. DPI / Pearson – Re-connect and initiate PowerSchool Instances (ODS)7. DPI – Complete year end processes for state’s integrated/dependent systems8. DPI – Communicate systems up9. Charter– Begin Post-EOY (SIS review, updates and local system integration)

Charter - Validate• Begin now• Run validations on End-of-Year Process screen

– DPI has turned off the Perform EOY and Promote Student option – DPI will turn the option on and inform those Charters executing EOY

• Corrections at LEA and school level

Read Everything First – End-of-year process Screen Path

Validation Processes

• DPI will provide the appropriate entry and exit codes

Lather, Rinse, Repeat

• Begin validation and correction now• Continue to run validation and correct data

until DPI shut-down window• EOY validation tools can be used all year long

Validation Support• Home Base Support Center (HBSC) available to

answer validation questions

• NC Specific Documentation on NC-SIS sitehttp://www.nc-sis.org/EOY.html

• Articles on PowerSource– Some articles only accessible to LEA Technical contact

Charter- Communicate

• EOY requires 24/7 LEA contact– Contact list located: http://www.nc-sis.org/EOY.html– Call the Support Center if you have not provided contact information

• First and Last name• Home and Cell number• Last day of school• Who is running EOY? (DPI or Charter)

• Be prepared to run EOY by 6/27/2014 5pm

Integration and Dependency

DPI – Verify Validation

• EOY will not be run until all LEAs/Charters have completed validations

• Staff have been assigned and will be available to assist Charters – contact HBSC

• LEAs/Charters are encouraged to run EOY – a.k.a. ‘Push the button’

Charter / DPI – Run EOYWait…You want me to ‘Push the Button’?

• EOY is run after DPI shut-down is communicated

• Charter encouraged to run EOY– ‘Pushing the button’ starts with a drop-down and ends with Submit

• If data is correct EOY function will run

• If process does halt, DPI 24/7 resource available

DPI - Shut-down Window

• Back-ups taken by Pearson Hosting• 24/7 support for DPI from Pearson• 24/7 support for LEAs/Charters from DPI• More detail pending on when to ‘push the

button’

DPI – Connect, Complete, Communicate

• Pearson to re-connect ODS• DPI / vendors complete end of year processes

for integrated systems• Post-EOY validation tasks– Individual contact with Charters as needed

• Communicate completion to state

Charter– Begin Post-EOY

• Post EOY- tasks – System and data review– Integrate local systems if needed

• First day of SY 14/15 is 07/07/2014

NC Specific Needs

NC Specific - EDDIE• Authoritative Source for school Demographic information

– Cannot be updated during current year in preparation of EOY

1. Make changes to PowerSchool

2. Update EDDIE after 7/7/2014• If changes are made to PowerSchool they must be made in EDDIE• If updates are not made in both places, EDDIE will overwrite

PowerSchool.

NC Specific – EDDIE …• EDDIE will feed data to PowerSchool beginning SY

14/15

• For school year 2014-2015, until the integration is complete, please contact the Service Desk after EDDIE has been updated to initiate the feed to PowerSchool.

• More information: http://www.ncpublicschools.org/fbs/accounting/eddie/

NC Specific – Schools Below 300• All Charters have ‘below 300’ schools• Uses : – students not included in state compliance reporting– federal reporting – created with a specific NC requirement – charter specific needs

NC Specific – Schools Below 300 ..• Examples– 292 – CECAS (program school – federal reporting)

– 293 – LEP (program school – federal reporting)

– 294 – Migrant (program school – federal reporting)

– 295 – Neglected and Delinquent (program school – federal reporting)

– 296 – FTE (NC specific requirement – allows updates to re-enrollment records)

– 297 – Homeless (program school – federal reporting)

– 123 – Happy Sunshine Daycare (completely made up as an LEA example)

NC Specific – Schools Below 300 ..• All schools must be validated

• All schools must have Pre-EOY set-up tasks completed

• Program schools must have all NC grade levels defined through grade 12

• FTE School must have all NC grade levels defined through grade 13

NC Specific – Schools Below 300 ..• If you are unable to see these schools in your drop-down list

and should have access, follow the steps for adding a school to your security set-up

• DPI will update the Admission Status to N1 for active students in school numbers below 300 after EOY– N1 will ensure the PMR is not negatively impacted when

the student record is transferred to a traditional school

NC Specific – Promotion/Retention/Graduation

Exit Codes specific to EOY will be added to PowerSchool based on NC requirements

W6 (W6 High school Graduate) PRN (Promoted New School) PR (PR Promoted) RT (RT Retained) RACD (Retention-Local Stds-Acad)*default code for retentions

RADM (Retention-Admin decision) RATN (Retention-Local Stds-Atten) RSTA (Retention-State Standards) DEM (Demotion)*special circumstances – example:

student’ s grade changes from one numeric grade to a lower grade

When retaining students, select the default retention code. Keep a list of students whose retention record will need to be updated to the appropriate retention code after EOY.

NC Specific – Transfers out of Charter

• Set the Default Next School to school number 296 (FTE School)

• FTE school must have all grade levels defined

• Students must be placed in a Transfer Out status after EOY by a member of the Charter School

NC Specific – Graduating Students• Promoted with Exit Code W6• Must have next grade as 99• Must have next school as 999999 / Graduate School• During the school year 2013-2014 some early graduates were

mistakenly placed in the Graduated school– DPI will move these students back to the original school of record for

reporting purposes and then move them back to the Graduated school– More information on this process will be forthcoming

NC Specific – Program Schools - LEP• Student records may be transferred to another

school in the district during the EOY • Students who transfer out of the program or LEA

should be promoted or retained during the EOY – The Next School should = 293. – After EOY place the student record in a Transfer Out

state• Must have all NC grade levels through grade 12

defined

NC Specific – Program Schools - CECAS• Must be promoted to next grade and school or

retained in the program school• May be transferred out to another school in LEA • If student has reached grade 12 and is still receiving

services, set the Next Grade to 12 – Student will appear retained– After EOY, make a note in the comment section of the

student’s Transfer record indicating the student has achieved the highest grade level and still receiving services

NC Specific – Program Schools – CECAS..

• Graduates should be promoted with the exit code of W6

• Must have Next School set to 999999 / Graduate• Students who transfer out of the program or LEA

should be promoted or retained during the EOY– Next School should = 292. – After EOY is complete, place the student record in a

Transfer Out state• Must have all NC grade levels through grade 12 defined

NC Specific – Program Schools

• Detailed information on Program Schools is located in the End of Year User Guide: http://www.nc-sis.org/Documents/end_of_year/PS_EOY_Guide_round3_final.pdf

Pre-EOY Tasks• Complete in order– Validate School Enrollments (recommended)– Validate Section Enrollments (recommended)– Print Reports (recommended) (see Appendix B for a

complete list)• Print PowerSchool ‘canned’ reports that cannot produce student

data from prior years • Any object reports the LEA has created• Report Cards • DPI Transcripts• Export State Reports

Pre-EOY Tasks…– Create Years and Terms (required)– Assign Next School Indicators (required)– Assign Next Year Grade Values (required)– Clear Activities (optional/recommended)– Configure Default Grade Level for FTEs (required)– Configure Fees (optional/recommended)– Complete Scheduling (required)– Print Meal Transactions and PowerLunch Reports

(optional/recommended)– Export Historical Grades (optional)

Other Tasks Prior to EOY• Complete State Reports

• Complete CTE Concentrator Survey Process

• Enroll New Students

Demo – School Level Field Review• Key fields to review:

– Next_School • The school will the student be attending in the 2014-15 school year

– Sched_Nextyeargrade • The grade will the student be enrolled in during the 2014-2015 school

year– Grade_Level

• The student’s current grade level– Schoolid

• The student’s current school• Detailed examples located in End of Year User Guide:

http://www.nc-sis.org/EOY.html

Thank you!

Home Base Support CenterAvailable: Monday - Friday

7:30 AM to 6:00 PM

Phone: 919-807-4357Email: homebase.incidents@its.nc.gov

(Please do not send an email to this address unless you are a designated school official authorized to submit service desk tickets to Home Base

Support Center)