EPV/Validations

Contributors:  
Justin Conner, PowerSchool Product Manager, DTL

Lori Ivey, Business Systems Analyst II Enterprise Student, Staff and Facility Data Supervisor

✓Validate! Validate! Validate! 

Validating your data is critical for a successful EOY process, and the earlier you start, the better! How often should you validate your data? As often as time permits. The more you validate, the more accurate your data will be. So, where and how should you start? You can begin by running the EOY Pre-Validation Report from your State Reporting Dashboard.

In the 2020-2021 school year, NCDPI added two new state reports to assist PSUs with their EOY data validation. This report functions exactly like other state reports and will assist with data validation prior to EOY. This report is very similar to the Pre-EOY sqlReports that have been available in the past. School and PSU admins can run the EPV report at any time throughout the school year, but must submit by June 29, 2022.

Navigation: Start Page > State Reporting Dashboard > Preliminary EOY Pre-Validation (EPV) 

NOTE: Production modifications will be made to the EPV report name and submission window prior to EOY. As of now, the submission window closes on 6/15/22, but this will be changed to 6/29/22.

EDDIE Updates for 2022-23 School Year

Contributor:  Nicola Lefler, Systems Consultant, School Business Services

This year, the EDDIE process was modified to allow PSUs to begin adding new grade levels without the EDDIE feed being disabled. The new process temporarily pauses the feed to only the grade level fields located on the Schools/School Setup page. 

PSUs who need to add new grade levels for the 2022-23 school year may now do so in PowerSchool. Prior to adding these grade levels to PowerSchool, your EDDIE administrator must first ensure that the EDDIE “Approved” grade levels include the grades being added to the SIS. It is important that you remember to add these new grade levels to EDDIE “Current” grade levels after EOY. EDDIE “Current” grade level changes should not take place until then. Also, new schools that are scheduled to open in the 2022-23 school year must be added to EDDIE no later than July 11, 2022.

For assistance, please visit the PowerSchool SIS Administrator - School Information.

ECATS End of Year (EOY)

Contributors: 
Tracy Tillis, SIS IT Manager and ECATS Program Manager

Ashley Herring, SIS Business Analyst 

Sue Stalnaker, Technology Support Specialist

School year close out files for ECATS will be pulled at PowerSchool EOY shutdown on June 29. This allows the ECATS Special Education Module and the MTSS EWS to have final data for 2021-2022 school year including final grades, incidents, and course information, etc. ECATS will remain running and available to users through its EOY and BOY processes. No new 2022-2023 school year data will be consumed into ECATS until PowerSchool EOY is complete and EDDIE data has been imported into PowerSchool.

ECATS Beginning of Year (BOY)

Once EDDIE data has been consumed into PowerSchool, ECATS will pull files for an initial load of data for the 2022-2023 school year. Once this process is complete, ECATS will resume its regular data file import schedule.

ECATS pulls current-year information only on the schedule shown below.

Special Year-End Processing for PMR Month 9

Contributor: Lashon Creech, Teacher Allotment Consultant, School Business Services

All PSUs are required to successfully submit the month 9 PMR report by COB on Wednesday, June 29, 2022. The final Principal Monthly Report for the school year 2021-22, month 9 PMR, executes a special processing routine that reevaluates all enrollment, membership, and attendance data posted to date. This increases the accuracy of the final PMR and has the potential to trigger PMR fatal error messages that were not previously triggered.

The month 9 PMR must be run several times to achieve a successful submission. PSUs are encouraged to provide adequate time to work with PowerSchool Support to correct any issues. The successful submission of the month 9 PMR report is only achieved when all fatal exceptions and student violations are resolved prior to the month end collection date. The timely submission of the month 9 PMR report will avoid delaying the state-wide EOY process.

9th Month PMR Actions

Now that the school year is coming to a close, it is imperative that all PSUs do the following:  

Make sure to run and approve the PMR report during the 9th month collection. By not running and approving the month 9 PMR report prior to the collection month end date, no data will be collected for the school and in addition, delay the end of year closeout process.  

Clear all fatal exceptions prior to the end date for 9th month collection. All fatal exceptions must be corrected prior to submitting the 9th month PMR report. Examples of the fatal exceptions that are repeated each collection month are:  

• PMR 9 – Students missing admission status  
• PMR 17 – Enrolled students with no schedule  
• PMR 27 – Student with too few instructional minutes for PMR Reporting  

PMR 32 – Membership Last Day (MLD) for Reporting Month equals Zero. If you see the exception reported on your PMR Exceptions list, you need to verify that your calendar setup is correct. If you need assistance with making corrections, contact PowerSchool Support immediately.  

In addition to the calendar setup, invalid school enrollment dates on the student’s Transfer Info screen or invalid class enrollment dates on the All Enrollments screen can also trigger the PMR 32 exception.

Before the 9th month approval, any student, regardless of age, in violation of the ten day rule on the last day of the school year is to be withdrawn as a W2 on the day after the last day the student attended. PMR 30 will assist with the identification of the students in violation.  

Running the PMR report prior to the submission end date will provide adequate time to review the 9th month PMR thoroughly, clear fatal exceptions, and to work with PowerSchool support to correct any issues.

If you need assistance clearing the exceptions, submit a remedy ticket with the subject, PMR EOY Request, to PowerSchool support at https://help.powerschool.com/. For all other PMR related questions, contact LaShon Creech at lashon.creech@dpi.nc.gov or Amanda Cruz at amanda.cruz@dpi.nc.gov.

RTA Reading Camps

Contributors: 
Tonia Parrish, Education Program Consultant, K-3 Literacy Division

Dan Tetreault, Interim Director, Office of Early Learning

The Office of Early Learning provides guidance for RTA Reading Camps in the Read to Achieve Implementation Guide to assist in the planning process for your 2021-2022 RtA Reading Camps.

Removal of Reading Retained label

A reading retained label should be removed from PowerSchool at the end of the 3/4 transition or 3/4 acceleration school year when a decision is made to retain the student in grade 4 or promote to grade 5, if the reading retained label has not already been removed.

PRC-085

Friendly reminder, PRC-085 funds must be spent by June 30 or they will revert back to the state. 

RTA Documentation

• K-3 Diagnostic/Formative assessment reports saved and/or printed for third grade students demonstrating EOY proficiency (725 Lexile)
• All hard copies of RtA Reading Portfolio passages and documents attempted and passed ( verification sheets, Student Summary handouts, etc…) should be maintained

NCEdCloud Summer Access

Contributor:  John Mairs, NCEdCloud IAM Service Manager — Enterprise Systems, Office of Digital Learning & Technology Services

The NCEdCloud IAM Service does not require end-of-year processing and will remain available throughout EOY. NCEdCloud will pause processing of new source data while EOY is in progress, and data processing will resume when EOY is complete.

While NCEdCloud may have a maintenance window during the month of June, it will otherwise remain available for students and employees throughout the summer. NCEdCloud pulls both Active and Pre-Registered students from PowerSchool based on the enroll_status field; however, please remember that students who are active in another NC PSU should not be pre-registered or transferred in PowerSchool until after EOY is complete.

If you have any questions or concerns about NCEdCloud during EOY or over the summer, please log a ticket with Identity Automation or email john.mairs@dpi.nc.gov.

Schoolnet EOY

Contributor:  John Mairs, NCEdCloud IAM Service Manager — Enterprise Systems, Office of Digital Learning & Technology Services

As in past years, no user action is required for Schoolnet End-of-Year processing. PSUs who elected to extend their terms will be able to utilize Schoolnet through the end of the day on their term extension date. The maximum extension date is 6/29/2022; concurrent with the start of PowerSchool End-of-Year processing. After EOY is complete, Schoolnet will begin processing data for the new year. Keep in mind that educators will need to double check their terms after EOY if they need to access prior year assessment results. Additionally, we will disable the portions of the student homepage that display class schedules until mid-August.

Before School Ends

Contributor:  Corey McNeill, Education Program Consultant II, Digital Teaching and Learning

Completing the Rollover Form

Essentially, the SIS team redirects data points so that Canvas receives data being sent from PowerSchool for the new year. The rollover sounds like simply flipping a switch but it does take time. Plan accordingly.

Fill out the rollover form:

• Sync Stop date: Provide Canvas with the date you want data to stop flowing from PowerSchool → Canvas. 
• Tips: 
• This only impacts new enrollments, users, and course creation. It will not impact grade passback.
• If Summer School data is being provisioned to Canvas from PowerSchool, make sure you don’t stop sending data if it’s included in the current year’s terms.
• Resume Sync date: Provide Canvas with the date you want next year’s data to begin flowing into Canvas.
• Tips:
• Build in a cushion for syncing issues
• Coordinate with your PowerSchool Data Manager to select dates
• I understand what will happen if I don’t fill out the form:
• The Canvas SIS team will stop your sync at the communicated date and will not resume the sync without instruction from the LEA Canvas Admin.

Changes in Schools for the SIF Agent

If you’re going to have a new school next year, contact PowerSchool to request adding the school to your SIF agent. This ensures they are included in your data packet that PowerSchool sends to Canvas.

After the Sync Resumes

Confirm the terms page in Canvas matches the terms in PowerSchool. If they do not, submit a ticket to Canvas.

• How do I use the Terms page…?
• How do Terms, Courses, Section dates work in Canvas?
• Understanding Terms, Courses, and Sections

Confirm all schools are included in your Subaccount list

• If you do not see a school listed in your Subaccounts, reach out to PowerSchool to confirm the school is included in your SIF agent.
• Distribute content to teachers.
• Content Distribution Comparison PDF

NCEES End of Year Guidance 

Contributors:  Cami Narron, Education Product Consultant, Home Base Systems

PSUs should plan to be fully complete in the evaluation component of NCEES prior to 6/29/2022. Plans will be archived on 6/30/2022. Staff may continue to access the professional development component.

• All Plans (Evaluations, Professional Development Plans) should be completed prior to 6/ 29/2022.

• It is important to have plans completed by 6/29 as NCDPI will pull Summary Evaluation Standard Ratings reports at close of business day, June 30, 2022 to inform EVAAS. PSUs should refrain from accessing plans on 6/30 after C.O.B., 5 p.m. EST.
• Vendor PowerSchool will archive all 2021-22 active Plans beginning after 5 p.m. EST on 6/30/2022. Complete and Incomplete plans will be archived. 
• Archived plans cannot be restored for completing or editing.
  
  

• PSUs should run all locally required 2021-22 reports prior to 6/29/2022.

• Run and save any reports that will be needed for records and to inform the next school 2022-23.
• Waiting to run 21-22 data as a last-year report during the 22-23 fiscal school year pulls correct standards ratings and correct staff UID number, but will report the following fields as current for 22-23: location, assigned plan type, name changes. It is highly recommended to run 21-22 reports to include those fields as historically accurate during the 21-22 SY.
  
  
• As PSUs add new Staff for 22-23 SY make sure HR/Payroll sets Active Status to Inactive (NO) for the upload to NCDPI Staff UID (sometimes referenced as Cedars) until on or after July 1, 2022. HR is authoritative for setting the active dates on or after July 1, 2022.
• From UID - Timing of UID Export Uploads to Staff UID System: As a reminder, there should be a timely and accurate exchange of data between the PSU payroll system and the Staff UID System. This includes any new staff members who need access to K-12 related systems (i.e. PowerSchool, Schoolnet, NCEES, etc.). Additionally, new staff that have been hired but who are not yet receiving a paycheck can be added to the payroll system, and subsequently included in the Staff UID export file to receive a UID. Non-payroll staff members who work with a PSU but are not entered into the payroll system can still be added to the Staff UID System, via the ‘Add Staff’ feature. Documentation for adding non-payroll staff to the Staff UID System can be found at https://files.nc.gov/dpi/documents/UID/acquiring-uid-for-non-payroll-staff.pdf. 
  
  
• Date for the NCEES System to be targeted to new plans & accessible to set staff plan types is tentatively July 8, 2022.

Graduation Date Reminder 

Contributors:
Curtis Sonneman, Section Chief, Accountability Services

Ozella Wiggins, Education/Testing Accountability Consultant, Accountability Services 

Justin Conner, PowerSchool Product Manager, Digital Teaching & Learning

Alternative Learning Programs & Schools (ALPS)

Contributor:  Amy Powell Moman, Business Systems Analyst II, Enterprise Data and Reporting Services

PSUs are responsible for entering each ALP student placement in an ALP program or ALP school whether for disciplinary or other reasons as a Special Program assignment in PowerSchool.  PSUs are also responsible for running the ALP report under State Reports in order to push the data into the state dataset.  In addition, PSUs must also approve the report between June 1 to June 29. In preparation for the upcoming EOY, NCDPI would like to make sure that we have the most accurate contact information for your PSU’s ALP data coordinator.  Please forward the link below to your PSU’s ALP data coordinator.

To update the ALP Data Coordinator Contact List, click the link to the update form provided below:

https://ncdpi.az1.qualtrics.com/jfe/form/SV_3RgXSJfQuv2zyse

Discipline Data

Contributor:  Amy Powell Moman, Business Systems Analyst II, Enterprise Data and Reporting Services 

The State Discipline Report should be run and approved for all schools at the school and PSU level in PowerSchool between June 1 to June 29. In preparation, NCDPI would like to make sure that we have the most accurate contact information for your PSU’s discipline data coordinator.  Please forward the link below to your PSU’s discipline data coordinator.

Please update your Discipline Data Coordinator Contact Information by filling out the Qualtrics Survey found here:

https://ncdpi.az1.qualtrics.com/jfe/form/SV_1FVZftpuoO7Ul14

Final Transcript Procedures for High School Principals, PowerSchool Coordinators, Data Managers, and School Counselors

NCDPI and CFNC Electronic High School Transcript System Protocols and Processing Start Date for EOY 2022

Contributor:  Reenada Perez, Digital Teaching and Learning Project Manager, DTL

In an effort to allow additional time for schools to store final marks and ensure that “Diploma Issued Date” fields are populated correctly, NCDPI has requested CFNC to begin EOY processing in the electronic high school transcript system on Friday, June 24, 2022. This will be the start date to release queued final transcripts.  These queued requests are automatically created by the CFNC system for seniors who sent a non-final transcript earlier in the year.  The CFNC transcript system will remain available for regular functions such as new transcript requests.

This schedule means it is critical that before June 24, 2022, all final marks are stored, and all graduates have their “Diploma Issued Date” field populated on the student academics screen within PowerSchool.

CFNC will automatically release queued final transcripts after June 24 based on the standard system protocol.  As a reminder, the standard system protocol is for automatic release of queued final transcripts ten days after your school end date in the PowerSchool calendar when two conditions are met:

1.     The PowerSchool “Diploma Issued Date” field is populated (not blank). 
2.     The PowerSchool “Diploma Issued Date” Is after your school end date in the PowerSchool calendar. 
   
   

If either of the two above items are not met when the CFNC system attempts to release the final transcript, the e-transcript requests will go into a nine-day processing loop where it will make three additional attempts every three days until the above two items are met. If these two are met by the end of the nine-day processing loop, the final e-transcript will still be processed and released to colleges through CFNC.  If these two items are not met by the end of the nine-day processing loop, then the final e-transcript request(s) will fail, and the student will be automatically notified by email.

Incomplete final e-transcripts result when final marks are not stored before the ten days have elapsed AND students have their “Diploma Issued Date” populated within PowerSchool.  In order to avoid this, schools must store grades within the ten-day period to allow for proper processing.

Again, e-transcript services will continue as normal through CFNC, but in order to allow schools time to store final marks and ensure that “Diploma Issued Date” fields are populated correctly, the CFNC electronic high school transcript system will wait until Friday, June 24, 2022, to start releasing queued final transcripts.

Special Instructions for Charter Schools

Contributor: 
Joseph Letterio Maimone, Consultant • Office of Charter Schools

Tessa Hine, Professional Learning Specialist • Home Base Systems

If a charter school does not offer all grade levels and students will transfer to another PSU due to promotion, the Next School Indicator must be set to the DPI FTE School, school ID XXX296 where XXX represents the PSU’s ID number within PowerSchool. For example, a charter with PSU number 49B and PowerSchool ID 45000 offers grades K-8. Their 8th grade students will have a next year grade value of 9 and a next school value of 45296. To verify the PSU ID number within PowerSchool, navigate to LEA Setup > Schools/School Info and review the School Number column.

WARNING! After EOY, all students moved to the DPI FTE School must be moved back into the charter school and set as a No Show with a transferred out status. If these steps are not completed after EOY, student records will not transfer to the next PSU and any ECATS records for those students will be negatively impacted. No student records, whether active or inactive, can remain in the DPI FTE School.

Information for Closing Charters

Charter schools that closed during the 2021-22 school year or are scheduled to close at the end of the school year must run state reports, store grades, and clean up all validation errors and process EOY on July 1, 2022.  DPI WILL NOT PERFORM THESE TASKS FOR YOU! 

Once EOY is processed on the closed school, all students must be transferred out with an entry and exit date of 7/1/2022, and the students’ scheduling setup screens cleared so other PSUs can transfer the students’ records in electronically.

PSU Home Base Contact Updates for the 2022-2023 SY

Contributor:  Yolanda Wilson, Home Base Communication Specialist

We understand that with each new year comes new personnel to fill new roles.  To ensure the right people within your school are receiving the latest information, please visit our Support and Maintenance web page to see who is listed as your district or charter leads.  Contact us at home_base@dpi.nc.gov or yolanda.wilson@dpi.nc.gov with needed changes.

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