NC SIS Weekly Email Bulletin
Topics in this issue:
1. Data Issue with Student Table Identified and Resolved*
2. Final Transcript Procedures for High School Principals, PowerSchool Coordinators,
Data Managers, and School Counselors
3. Online Registrations*
4. Spring Legislative Class Size Report
5. Reminder: Home Base Opt-in Tool Offline*
6. 2023-24 Home Base Maintenance Periods
7. EOY Updates
8. EOY Reminders
9. Reminder: PowerSchool Years and Terms at the LEA Office
10. Canvas OneRoster Migration*
11. NCDPI's Migrant Education Program (MEP) and PowerSchool
12. Pre-Registering Students
13. Adding Grade Levels in PowerSchool
14. NC Computer Science Professional Development Trainings are Now Open for Registration
15. Canvas SIS Rollover 2023
16. Webinars, Recordings and Trainings
New Self-Paced PD Courses for Canvas
Schoolnet Self-Paced PD Course
Home Base Admin Course
17. NCDPI Technology Support Center
18. Follow Us on Social Media
*indicates new article this week
Data Issue with Student Table Identified and Resolved
PowerSchool and DPI identified a data replication issue with the student table that was causing missing data and students in the SIS, Schoolnet, Amplify, and NCEdCloud. The issue has been resolved; however, it may take 24 hours for the replication and sync to catch up.
If you continue to see the issue after today May 3rd, please submit a case to PowerSchool support and let the Home Base team know. home_base@dpi.nc.gov
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 2023
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 the electronic high school transcript system on Thursday, June 22, 2023. 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 22, 2023, 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 22 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:
- The PowerSchool “Diploma Issued Date” field is populated (not blank).
- The PowerSchool “Diploma Issued Date” Is on or 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 Thursday, June 22, 2023, to start releasing queued final transcripts.
Online Registrations
As you may know, a home language survey (HLS) must be administered to all students upon enrollment. This HLS is the first of three steps to identify whether a student qualifies as an English learner (EL). The home language field in PowerSchool is authoritative to the English Learners/Multilingual Learners(EL/ML) and should only populate when EL Screening scores are added to a student record in PowerSchool.
While the question about home language question is required in the enrollment process, it should be deactivated in your electronic imports into a student record in PowerSchool. Please check your settings to ensure this answer is NOT downloading into a student record. It seems electronic registrations are updating the Home Language field in PowerSchool in error.
Spring Legislative Class Size Report
This is a reminder that the Spring Legislative Class Size (LCS) Collection window is now open for all PSUs. Pursuant to §GS115C-301, this data is collected two times a year and captures data from the end of October (Fall) and the end of February (Spring) of each school year. Each local board of education, through the superintendent, shall file a report based on information provided by the principal for each school within the local school administrative unit with the Superintendent of Public Instruction.
The due date for the approval of the Spring LCS Report, affidavit, and waiver submissions, is April 30, 2023. PSUs should begin running and reviewing their reports to allow ample time for cases to be submitted and reviewed if necessary.
Affidavits are to be sent to classsize@dpi.nc.gov. Waiver requests should be submitted to studentaccounting@dpi.nc.gov.
Important: Before filing a case to PowerSchool support for missing FTE/Funding type, PSUs should verify staff pay and licensing status as of 2/28/2023 with their HR Licensure staff. Please include this information when submitting a case to Powerschool support.
Please note: LCS is optional for charter schools.
Reminder: Home Base Opt-in Tool Offline
The Home Base Opt-in Tool has been taken offline for preparation of the 2023-2024 Home Base Opt-in Process. The opt-in tool will not be returned to service until the start of the opt-in process which is currently scheduled for May 15, 2023.
Please visit the NCDPI Home Base Opt-in Website for detailed information concerning the Home Base Opt-in Process. Questions may be directed to home_base@dpi.nc.gov or yolanda_wilson@dpi.nc.gov.
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2023-24 Home Base Maintenance Periods
Each year, a list of scheduled maintenance windows are published by NCDPI. This is published in advance to help teachers and administrators better prepare for temporary outages and loss of access. Please review the 2023-2024 maintenance schedule and put these dates on your calendar. In most cases, the entire window is not necessary and we can return systems to service earlier than listed. If emergency maintenance is required in addition to these scheduled dates, all users will be notified in advance.
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EOY Updates
EOY Process Plan
The 2022-23 End of Year Processing (EOY) is scheduled to begin Thursday, June 29, 2023, at 5:00 p.m. The PowerSchool SIS maintenance page will go up at that time for all users. PowerSchool will begin the Pre-EOY tasks and backups at that time. EOY Contacts will regain access on the morning of July 1, 2023. The exact time has yet to be determined, but EOY Contacts will be notified once a time has been set. It is our hope that all Home Base applications will be back online no later than Wednesday, July 5, 2023.
Please note: The EOY process will be run by PSUs on Saturday, July 1, 2023.
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EOY Reminders
- EOY Contacts must be up to date no later than June 1
- New Schools must be added to EDDIE by July 7
- Start Running EPV (EOY Pre Validation) Reports now
- Students should only be pre-registered if they are NOT active in any other PSU
- Calendar Setup should already be complete
- Review the Pre-EOY User Guide Checklist
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Reminder: PowerSchool Years and Terms at the LEA Office
At the LEA Office level in PowerSchool, the Years and Terms start and end dates MUST encompass the start date of the PSU’s earliest starting school and the end date of the PSU’s latest ending school. This also includes all Program Schools. The start date for Years and Terms at the LEA level should be 7/1 and the end date should be 6/30.
This information has been updated in the PS User Guide: End-of-Year Processing and can be found under Creating Years and Terms in the user guide.
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Canvas OneRoster Migration
As a part of the PowerSchool End-of-Year process, all PSUs using Canvas will be migrating from the SIF Agent to OneRoster for 2023-24. Please review the NC Canvas OneRoster Migration document for more information.
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NCDPI's Migrant Education Program (MEP) and PowerSchool
Please read the message below from the NCDPI’s Migrant Education Program (MEP) division for clarity on the definition of migrant students and who is responsible for handling their data in PowerSchool.
The Migrant Education Program (MEP) provides educational and supportive services to migrant children between the ages of 3 to 21 years old who are enrolled in your district.
Migratory children move from district to district and state to state with their parents, who typically work in agricultural-related jobs. To keep all their information and data in a centralized location, NC MEP at NCDPI created the Migrant School in PowerSchool (PS). This is not a “physical” school but a place to save all the students’ MEP information.
NC MEP has three regional data specialists responsible for entering all the information into PS. This information is given to them by one of the NC MEP regional recruiters responsible for finding eligible migrant families in your district. These data specialists continually monitor the information in PS, as it relates to migrant children only, for accuracy.
As a courtesy request, the NC MEP at DPI respectfully asks districts not to modify, add, or change anything in the Migrant School. If there are data entries that appear to be in error or are questionable, please get in touch with the NCDPI MEP department.
This will prevent data specialists from having to correct erroneous data entries that may have been entered by district personnel. If there is a migratory student that needs to be transferred from the migrant school to a school in the PSU, the data manager at the enrolling school will need to request the student record transfer to Dr. Heriberto Corral, NC MEP Program Administrator, or directly to the NC MEP Data Specialist (please see map) who is responsible for the district and cc Dr. Corral.
EOY - Migrant consultants will handle EOY processing for Migrant students in PowerSchool. Migrant EOY processing typically runs mid May to beginning of June. Migrant students in grade level -6 are not moved to another grade level at EOY.
If you have any questions about MEP or the Migrant School in PS, please do not hesitate to contact Dr. Heriberto Corral at Heriberto.corral@dpi.nc.gov, (984) 236-2798. NC MEP team at NCDPI will happily answer all your questions about MEP and the Migrant School.
Pre-Registering Students
Reminder: Students should only be pre-registered if they are not currently active in any other NC PSU. Typically, only a subset of Kindergarten students will meet this definition — many Kindergarteners already have active NC PSU records due to public preschool services. Pre-registering students for the next school year who are active NC students during the current school year has negative impacts on the NCEdCloud IAM service, accountability, and ECATS.
Pre-registered students must have the scheduling setup page appropriately populated with the student’s next year grade and next school indicator. For pre-registered students, the next year grade must be the grade level that the student will be enrolled for the upcoming school year. For example, if a Kindergarten student is pre-registered for the next school year before running the End of Year process for the current school year, the next year grade for the student on the Scheduling Setup page should be 0 (Kindergarten).
Adding Grade Levels in PowerSchool
Reminder: PSUs Can Now Add New Grades in PowerSchool SIS
The EDDIE process has been modified to allow PSUs to begin adding new grade levels without the EDDIE feed being disabled. This 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 2023-24 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.
For assistance, please visit the PowerSchool SIS Administrator - School Information.
North Carolina’s Computer Science Professional Development Trainings are Now Open for Registration
These FREE trainings are intensive, supportive programs designed to prepare educators who might not have taught or studied CS before.
Learn more: go.ncsu.edu/nccs
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Canvas SIS Rollover 2023
Recently an email from the CSM Team was sent out regarding rolling over your Canvas instance for this summer. To prevent interruptions to your scheduled SIS sync processes, you will need to fill out your pause and resume dates in Canvas to allow us to pause and update your rosters for the 2023-2024 school year.
If you have questions about the rollover process, please reach out to your CSM or the Priority Services Team.
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New Self-Paced PD Courses for Canvas
Digital Teaching and Learning is excited to share two new self-paced professional development courses on the LMS, Canvas.
- Growing with Canvas - The Growing with Canvas course is a “Level 1” introduction to all things Canvas.
- Diving Deeper with Canvas - Educators more familiar with the LMS can utilize the Diving Deeper with Canvas course for specific training on personalized learning, feedback, and course design.
If you are interested in these PD opportunities, enrollment information can be found in the NCEES Self-Paced PD Guide.
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Schoolnet Self-Paced PD Course
The Continuing to Keep It Simple in Schoolnet 24 course is a “Level 1” introduction to all things Schoolnet. If you are interested in this PD opportunity, enrollment information can be found in the NCEES Self-Paced PD Guide.
Home Base Admin Course
Feedback from PSUs identified a need for resource hubs for the Home Base products. The product managers have created Admin Resource Courses for each area. These resource courses are located in the NCDPI Canvas instance.
Please visit these courses. Below are the steps to enroll:
How to access these resources:
- Sign in to the Blue Canvas icon within NCEdCloud
- Using the Global Navigation (on the left), click the Home Base Resources button
- On the menu that opens, select the course(s) you would like to enroll into
- After enrolling, the course will appear on your Canvas Dashboard
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Access for PSU PowerSchool SIS Admins
Any PSU PowerSchool SIS admin who does not have access to the NCDPI “Blue” Canvas located in the NCEdCloud portal and would like to have access or grant access to data managers within their PSU, please complete the form below. In this form, you can enter up to 5 accounts manually or upload a CSV/Excel file if you have more than 5 account requests.
If you have any questions, please get in touch with Corey McNeill.
Link to Form
Other Information:
- Feel free to provide feedback on these courses. They all contain a feedback button on their homepage.
- We will continue to update these courses as more product information becomes available
- **Click on the new SIS Conference icon on the home page to access the SIS Conference 2022 Presentations.
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NCDPI Technology Support Center
NCDPI's Technology Support Center continues to meet your support needs for:
- Schoolnet
- NCEES/Unified Talent
- Staff & Student UID (eScholar)
Support availability:
Web (NEW URL): https://ncgov.servicenowservices.com/sp_dpi - 24/7
Phone: 919-716-1840, Monday - Friday, 7 a.m. to 4 p.m. (excluding state holidays)
Technical support for SIS needs is handled directly by PowerSchool Support using chat, phone, or by opening a case ticket.
Follow Us on Social Media!
Follow us on Facebook, Twitter and Instagram, and begin receiving "Did You Know" tips featuring each Home Base product.
These messages will include upcoming changes, tips, and even hidden treasures within each product to make your job easier. If you are not following us on Facebook, Instagram and Twitter, click on the links below and begin today! Make sure you share this information with other staff within your school.
Instagram: @nchomebase Facebook: @nchomebase Twitter: @nchomebase
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Remember to visit the NC SIS website for additional information including webinars and training documentation. Follow us on twitter @NCHomeBase.
NC SIS
NC Department of Public Instruction
Education Building, 7th Floor North
301 North Wilmington Street
Raleigh, NC 27601
Email: home_base@dpi.nc.gov
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