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Setting up calculation time restrictions and schedules

[Applies to secondary schools only.]

Configure time restrictions to ensure district-wide or school-wide cumulative GPA and credit calculations only run on certain days and/or at certain times. Time restrictions allow you to limit running system-intensive calculations to times when few or no users are logged on to PowerSchool SMS.

Schedule district cumulative GPA and credits calculations to run once on a particular date at a specified time, or set the calculations to run automatically on a recurring basis. If you've configured time restrictions, these restrictions are visible when you create the schedule so that you can avoid scheduling calculations during restricted time periods.

Important Note: - It is strongly recommended that you schedule a recurring cumulative GPA and credit calculation that runs every night. This recurring calculation will ensure student's cumulative GPAs and credits are up to date every day.

Setting up calculation time restrictions for Permanent Record

The calculation time restrictions you create here apply when cumulative GPA and credits are calculated for all students in the district or all students in a school.

To set up a calculation time restriction:You can do this if your role is District Administrator.[DA]

1

In the Admin menu, click District Setup. The District Setup page appears.

2

Under Transcript Options and Permanent Record Setup, click Permanent Record Calculation Time Restrictions. The Permanent Record Calculation Time page appears.

3

To add a calculation time restriction, click Add Rows.

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To edit a calculation time restriction, click in the row for the time restriction.

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To delete a calculation time restriction, select the row and click Delete. Click OK and skip the remaining steps.

4

In the Day column, select a day interval (e.g., Weekdays, Everyday, etc.) or day of the week from the dropdown.

5

In the Start Time and End Time columns, select the times for the restriction.

6

Click OK.

Scheduling GPA and credit calculations

You can set up one time or recurring cumulative GPA and credit calculations that run for all students in the district.

Important Note: It is highly recommended that you schedule a recurring cumulative GPA and credit calculation that runs every night. This recurring calculation will ensure student cumulative GPAs and credits are up to date every day.

Note: Any time you import grades and/or if your district uses PowerTeacher gradebook, ensure you manually run calculations after every import. See Running Permanent Record calculations [>>].

When you run a scheduled calculation, it can have one of these statuses:

Note: When a one-time calculation completes successfully, it no longer appears on the Schedule Permanent Record Calculations page.

If time restrictions for running calculations exist, a Time Restrictions panel appears on the Define Schedule page and displays the day, start time, and end time to which the restriction applies.

To schedule a calculation:You can do this if your role is District Administrator.[DA]

1

In the Admin menu, click District Setup. The District Setup page appears.

2

Under Transcript Options and Permanent Record Setup, select Schedule Permanent Record Calculations. The Schedule Permanent Record Calculations page appears.

3

To schedule a calculation, click Add. The Define Schedule page appears.

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To delete a calculation, select the scheduled calculation and click Delete. Click OK in the confirmation dialog and skip the remaining steps. Notes:

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You can delete a schedule that has a status of Scheduled or Failed.

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You cannot delete a schedule with a status of In progress.

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To edit a calculation, you must delete it and create a new scheduled calculation.

4

To schedule a one time calculation:

a

Select One-time.

b

In Date, enter the date on which you want the calculation to run.

c

In At, select a time to run the calculations that does not conflict with any of the times listed under Time Restrictions.

d

Click OK.

OR

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To schedule a recurring calculation:

a

Select Recurring.

b

In Every, select the interval and day on which you want the calculation to run.

c

In At, select a time to run the calculations that does not conflict with any of the times listed under Time Restrictions.

d

In Start, enter the first date on which you want the calculation to run.

e

Click OK.

5

Click OK.

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