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Information adjustment during Year-End Processing
During Year-End Processing [>>], PowerSchool SMS adjusts information in the database to support the conversion of the Planning Calendar to the Active Calendar. In general, PowerSchool SMS deletes from the Active Database any information that relates to a specific calendar year, such as a student's attendance codes and grades. This makes way for new information. (Before PowerSchool SMS deletes the information, it stores that information in the Historical Database). PowerSchool SMS preserves in the Active Database any information that relates to a student's academic career as a whole, such as demographics, disciplinary data, and transcripts.
PowerSchool SMS's adjustments to information include the following:
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Attendance [>>]: PowerSchool SMS deletes assigned interval attendance codes (twice-daily and period), daily attendance codes, daily override flags, and submission flags. (System users must enter attendance from scratch in the new Active Calendar). PowerSchool SMS copies daily attendance summary data to the historical transcript pages (or to the Permanent Record pages for those PowerSchool SMS systems that have been converted to Permanent Record). |
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Grades [>>]: PowerSchool SMS deletes grades. (Users enter grades from scratch during the new year). PowerSchool SMS copies GPA summary data to the historical transcript pages (or to the Permanent Record pages for those PowerSchool SMS systems that have been converted to Permanent Record). |
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Student schedules: PowerSchool SMS deletes student schedules and student course requests and replaces them with those from the Planning Calendar. PowerSchool SMS deletes the schedules of students who are no longer enrolled. [Refer to Scheduling [>>]] |
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Student change history
: PowerSchool SMS deletes change history records that refer to the old Active or earlier calendars. Records that refer to the old Planning Calendar persist.
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Student behavior records [>>]: PowerSchool SMS retains these.
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Date entered 9th grade [>>]: PowerSchool SMS retains this value.
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Year entered 9th grade [>>]: PowerSchool SMS retains this value.
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Enrollment status [see >>]:
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If the student's grade level is the same in the Historical and Active Calendars, PowerSchool SMS copies the Active Calendar's enrollment status.
If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Promoted", then PowerSchool SMS copies Active Calendar's enrollment status.
If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Retained" and the Historical Calendar is "Promoted", then PowerSchool SMS copies nothing.
If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Retained" and the Historical Calendar is "Retained", then PowerSchool SMS copies the Active Calendar's grade level and enrollment status.
If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Retained" and the Historical Calendar is "Pending", then PowerSchool SMS copies the Active Calendar's grade level and sets enrollment status to "Promoted".
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Geocodes [>>]: PowerSchool SMS copies over the geocodes from the Planning Calendar. In a district that employs address validation, PowerSchool SMS runs a stored procedure that updates each student's geocode based on his or her home address.
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Home school [>>]: PowerSchool SMS copies the student's Requested School [>>]. For graduating or withdrawing students, district-wide preferences set on the General Preferences page determine the Home School.
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Elementary report cards
: PowerSchool SMS copies the subjects and subject element skills and measures, including headers, footers, and descriptions to the report card. This takes place only if, in the Planning Calendar for all subjects that can be scheduled in the school, Can Schedule is selected [see >>].
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Elementary permanent record setup
: PowerSchool SMS copies items selected on the Elementary Permanent Record Setup page to the same page in the new Active Calendar.
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Courses
: PowerSchool SMS copies course information (except grade item properties) from the Planning Calendar to the Active Calendar. (System users enter grade item properties from scratch in the new year.)
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Grading data not common to both elementary and secondary schools: For a school that is changing its scheduling method to secondary scheduling
, PowerSchool SMS deletes report card setup and elementary common report card elements.
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Secondary historical record
: PowerSchool SMS updates each student's historical record with grades from the Active Calendar and Special Services settings (from the Student Overview page [>>]), including "Receives specialized services" and "Section 504 eligible". Where a historical record exists for the same school, year, and grade level, PowerSchool SMS appends the information—no information is overwritten or deleted. For information about historical records, refer to the PowerSchool SMS Grading Setup Guide.
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Class rank definitions
: PowerSchool SMS deletes these. (System users enter class rank definitions from scratch in the new year.) For information about class rank definitions, refer to the PowerSchool SMS Grading Setup Guide.
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Term class ranks
: PowerSchool SMS copies these to the historical transcript pages (or to the Permanent Record pages for those systems converted to Permanent Record). For information about term class ranks, refer to the PowerSchool SMS Grading Setup Guide.
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Term credits
: PowerSchool SMS copies summary values for potential credits by term and credits earned by term to the historical transcript pages (or to the Permanent Record pages for those systems converted to Permanent Record). For information about term credits, refer to the PowerSchool SMS Grading Setup Guide.
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Course grading period sets
: PowerSchool SMS deletes the assignment of grading period sets to courses. These must be reassigned in the new year. For information about course grading period sets, refer to the PowerSchool SMS Grading Setup Guide. The School Administrator can mass assign grading period sets.
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GPA definitions
: PowerSchool SMS removes from GPA definitions any courses that are unassigned in the school catalog, set as not collecting grades in the district calendar, or set as being excluded from GPAs in the district calendar. Any definition that is changed during Year‑End Processing PowerSchool SMS adds to the audit log at the district. For information about GPA definitions, refer to the PowerSchool SMS Grading Setup Guide.
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District GPA/Class rank reporting terms
: PowerSchool SMS copies the district GPA reporting term assignments to report card grading periods in the new Active Calendar. For information about GPA/Class rank reporting terms, refer to the Setting up GPA/Class Rank Reporting Terms Technical Bulletin.
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Term GPAs and Cumulative To End of Term GPAs
: PowerSchool SMS copies these to the historical transcript pages. After year-end processing, during the Update_Next_Year_Students nightly PowerSchool SMS updates these according the current student information. For information about term GPAs, refer to the PowerSchool SMS Grading Setup Guide.
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Honor roll definitions including eligibility rules
: PowerSchool SMS copies these to the new Active Calendar. For information about honor roll definitions, refer to the PowerSchool SMS Grading Setup Guide.
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Eligible and assigned students
: PowerSchool SMS deletes from honor rolls eligible and assigned students, including assignment overrides. For information about honor roll definitions, refer to the PowerSchool SMS Grading Setup Guide.
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"Required for honor roll overrides" General Preference: PowerSchool SMS copies to the new Active Calendar the preference setting that determines whether reason codes are required for honor roll overrides. PowerSchool SMS copies existing overrides to the Historical Database along with a text description of the override reason code.
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Student honor roll history [>>]: Student honor roll history is stored in the historical tables, although it is currently not available through the historical transcript pages. Honor roll history information stored in the historical tables includes the school name, the year the honor roll was assigned, the honor roll name and description, and the honor roll eligibility criteria.
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Day types [>>]: PowerSchool SMS copies these from the Planning Calendar.
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Exception days [>>]: PowerSchool SMS copies these from the Planning Calendar.
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Homerooms [>>]: PowerSchool SMS copies these from the Planning Calendar.
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Attendance reporting periods [>>]: PowerSchool SMS copies the attendance reporting periods from the Planning Calendar.
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Audit Log [>>]: PowerSchool SMS starts the log from scratch in the new year.
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Change log (used by SIF): PowerSchool SMS starts the log from scratch in the new year.
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Attendance exception rules [>>]: PowerSchool SMS does not delete attendance exception rules.
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PowerSchool SMS updates a rule if that rule was calculated with a named grading or attendance reporting period (anything other than the periods listed above), PowerSchool SMS updates the rule to become a user-defined range, with the start and end dates defined based on the original rule. (The purpose of this is to draw attention to the rules that require maintenance.)
PowerSchool SMS does not update a rule if that rule was set up to be calculated within a user-defined range (where the start and end date are determined by the user) or within the following periods: current report card period, previous month, Yr-to-date, current attendance reporting period.
Note: Grading periods do not have explicit start dates. For the first grading period, the start date is set to the first day of school (elementary) or term (secondary). Each other grading period has a start date of the first attendance day after the end of the previous period. We advise vigilance where multiple grading period sets exist since it is possible to have grading periods with the same name but different date ranges.
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Daily attendance code calculation method [>>]: PowerSchool SMS copies the method to the new Active Calendar.
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Period daily attendance code rules [>>]: PowerSchool SMS deletes daily attendance code rules. (System users must enter the rules for the new year. We recommend keeping a copy of the old rules for reference.)
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Homeroom twice-daily attendance code rules [>>]: PowerSchool SMS delete these rules only if the school is changing from twice-daily homeroom attendance to class/period attendance or once-daily attendance.
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Enable near match setting for Sample method [>>]: PowerSchool SMS copies this method to the new Active Calendar.
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Term attendance: On a system converted to Permanent Record, PowerSchool SMS copies the following to the historical transcript pages:
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Total Present Value
Total Present Occurrence
Total Absent Excused Value
Total Absent Excused Occurrence
Total Absent Unexcused Value
Total Absent Unexcused Occurrence
Total Tardy Excused Value
Total Tardy Excused Occurrence
Total Tardy Unexcused Value
Total Tardy Unexcused Occurrence
Total Days Possible
On a system not converted to Permanent Record, PowerSchool SMS copies either the value or the occurrence — but not both — according to the setting in General Preferences
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Scheduling groups
: PowerSchool SMS copies these from the Planning Calendar.
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Day patterns
: PowerSchool SMS copies these from the Planning Calendar.
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Bell schedules
: PowerSchool SMS copies these from the Planning Calendar.
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Meeting patterns
: PowerSchool SMS copies these from the Planning Calendar.
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Class setup
: PowerSchool SMS copies the class setup from the Planning Calendar.
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Course offerings and meeting patterns
: PowerSchool SMS copies these from the Planning Calendar.
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Class scheduling options
: PowerSchool SMS copies these from the Planning Calendar.
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Resource services
: PowerSchool SMS copies these from the Planning Calendar. PowerSchool SMS deletes resource services only if they are associated with a course that is not assigned to the school in the Planning Calendar. Deletion of a resource service is recorded in the audit log.
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Resource roster
: PowerSchool SMS does not copy this. It must be built from scratch in the new year.
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Constraints
: PowerSchool SMS copies constraint definitions, including eligibility rules and program settings, from the Planning Calendar.
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Scheduling term sets
: PowerSchool SMS copies these from the Planning Calendar.
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Teams
: PowerSchool SMS copies these from the Planning Calendar.
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Team staff members
: PowerSchool SMS copies these from the Planning Calendar.
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Master schedule
: PowerSchool SMS copies this from the Planning Calendar.
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Class loading rules
: PowerSchool SMS copies these from the Planning Calendar.
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Course request tally data
: PowerSchool SMS copies this from the Planning Calendar.
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Teacher allocation data
: PowerSchool SMS copies this from the Planning Calendar.
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Student loader options
: PowerSchool SMS copies these from the Planning Calendar.
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Scheduling statistics
: PowerSchool SMS copies these from the Planning Calendar.
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Course scheduling parameters
: PowerSchool SMS copies these from the Planning Calendar.
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Schedule versions
: PowerSchool SMS deletes any Planning schedules (and scheduling logs) not selected to be used in the new year [>>].
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Reservation labels
: PowerSchool SMS copies these from the Planning Calendar.
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Address ranges: PowerSchool SMS copies these from the Planning Calendar.
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Address exceptions: PowerSchool SMS copies exception approval records from the Planning Calendar.
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Geocode Maps [>>]: PowerSchool SMS copies these from the Planning Calendar.
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cTools fields [>>]: By default, PowerSchool SMS copies all cTools data from the Planning Calendar. To prevent the copying of a cTools field, the administrator can set options on the Add/Edit Field page for the cTools field. For a field on a calendarized schema, PowerSchool SMS copies the information in the field to the Planning Calendar, if the field's "Copy to Planning" option is selected. For a field in a non-calendarized schema, PowerSchool SMS copies the information in the field if the field's "Keep in Active Calendar" option is selected. For information about cTools, refer to Customizing a system [>>].
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Programs [>>]: PowerSchool SMS does not copy program data to the Active Calendar. In general, program management options determine how PowerSchool SMS handles programs at year end.
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Transportation
: PowerSchool SMS retains student transportation history.
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Pearson
Always Learning
www.pearsonschoolsystems.com
Tel: 866-434-6276
Email: psstechsupp@pearson.com