NC SIS Weekly Email Bulletin

Topics in this issue:

1.     Overall Home Base Survey

2.     EOY Contacts

3.     State Reporting Submission End Dates

4.     Final Transcript Procedures for High School Principals, PowerSchool Coordinators,

        Data Managers, and School Counselors

5.     BL525X0 Added Value Update

6.     New PreK Course Codes now available

7.     Summer School Enrollment for Graduates Reminder

8.     EOY Updates 

9.     EOY Reminders

10.   Adding Grade Levels in PowerSchool

11.   Pre-Registering Students

12.   Reminder: PowerSchool Years and Terms at the LEA Office

13.   NCDPI's Migrant Education Program (MEP) and PowerSchool 

14.   CRDC SY2021-2022 Disregard Message from CRDC Partner Support

15.   DRC INSIGHT Software Update Required Prior to EL Screening for 2023-24*

16.   Canvas June Statewide Call

17.   New Data Compliance Library*

18.   Online Registrations   

19.   The Home Base Opt-in Process is Now Open!

20.   2023-24 Home Base Maintenance Periods  

21.   Canvas OneRoster Migration

22.   Canvas SIS Rollover 2023

23.   Webinars, Recordings and Trainings

          New Self-Paced PD Courses for Canvas

          Schoolnet Self-Paced PD Course

          Home Base Admin Course

24.   NCDPI Technology Support Center

25.   Follow Us on Social Media

*indicates new article this week

Overall Home Base Survey Home Base Survey Scan the QR Code or use the Bitly Link   bit.ly/HBMUEOY   This survey aims to gather data from PSU admins of Home Base products on how best your Home Base team can support you moving forward. Please only complete this survey if you are an administrator for at least one of the Home Base products below. If you are the administrator of multiple products, you can provide feedback on each product you support without completing the form multiple times. Canvas #Go Open Learning.com NCEES PowerSchool SIS Schoolnet

EOY Contacts Please ensure EOY Contacts are accurate and up to date in PowerSchool by June 1, 2023.   Information regarding EOY contacts can be found in the End of Year User Guide linked here and the EOY Contacts QRD below. EOY Contacts QRD This information will need to be updated every year by June 1, 20XX. If there are no changes to the contact information please confirm the data, inlcuding the last day of school for the current year, and click submit on the page to confirm the data for the current year.   Important: During the lockdown, PowerSchool will only be available for the designated EOY contacts. The EOY contacts must have PSU Office level rights and adequate knowledge of PowerSchool and the PSU setup practices. An email will be sent to the designated contacts when NCDPI is prepared for them to commence the EOY process.   You will not be logging into PowerSchool for the EOY process using IAM. You will be using your Admin username and password that is set on the ‘Admin and Roles’ Tab of the security Settings page.   Contacts will be notified by email once the PowerSchool EOY process is completed for all PSUs in the state. At that point, all instances will again be locked down with no access until the state level EOY process is completed.

State Reporting Submission End Dates

The following state reports Submission Ends Dates have been updated to June 29, 2023 in production. 

• Alternative Learning Program Report
• CTE Concentrator Calculation (CTE) 
• Discipline Report  
• EOY Pre-Validation (EPV)  
• Preliminary Graduation Data Verification  

Please ensure the submission end date for these reports is June 29, 2023 on your state reporting dashboard in your instance. If the dates are not reflected correctly on your State Reporting Dashboard, please submit a case to PowerSchool support.

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:

1. The PowerSchool “Diploma Issued Date” field is populated (not blank).
2. 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.

BL525X0 Added Value Update

NCDPI was made aware of a discrepancy with the added value for course code BL525X0 - Develop in Swift Explorations Honors for the 22-23 school year. The added value was entered as 1 in the course code master list as well as in the Enterprise Controller. This was identified to be incorrect and has been corrected to .5 added value in the master list and enterprise controller for the 22-23 year.

PSUs will need to review and correct the added value for any previously stored grades for the 2022-2023 school year for this course.

The 2023 - 2024 course code master list on the DPI site has been updated as of 5/10/2023 and can be found here.

New PreK Course Codes now available From the Office of Early Learning:   NCDPI and PSU staff have a professional obligation to ensure that preschool data is current, valid, and reliable to best support and advocate for our state preschool/prekindergarten programs. This will require consistency in the way we create student records in the Student Information System, PowerSchool.    To support consistency in the data, DPI has created two new course codes for preschool, 99329P0 - Activity Period/Home Room and 99359P0 - Pre-K Classroom.   The new Pre-K course codes are now available to be added as new courses to your SIS instance for the 2023-2024 school year. Please remember to flip to the 23-24 term in PowerSchool to add the new course codes.

Beginning in the 2023-2024 school year, each preschool/prekindergarten teacher should be assigned a Home Room course code (99329P0 - Activity Period/Home Room) and their students should be enrolled in their teacher's Home Room course code section. 

The new non-reporting course code (99359P0 - Pre-K Classroom) should be used for scheduling Specials (ex. Music, Art, PE, etc.).

New Pre-K Codes:

Below is the recommended use of the existing Pre-K course codes:

Please check the SIS Resources Page "Courses" Section frequently for the most up to date information on course codes.

Please contact the office of early learning, Dawn Meskil if you have any questions regarding proper use of the course codes.

Summer School Enrollment for Graduates Reminder

Reminder:  Primary GDV Update 

The NCDPI Home Base Team has been receiving many questions regarding the following scenario:   

1. A prospective graduate student withdrew and has returned for summer school. 
2. The student did not re-enroll in an NC public school prior to the last day of school. 
3. The student is participating in Summer School and expected to complete the graduation requirements prior to EOY.   To ensure this student is reflected on the Preliminary GDV, please adhere to the following: 

1. Enroll the student on the day prior to the last day of school. (For example, if the last day of school is 6/2, enroll the student on 6/1.)  

• Note: The student does not need a schedule.  
• Enter the appropriate grades for this student on the Historical Grades screen. 
• Enter the appropriate graduate information on the NC Academics screen.  
• If the student completes graduation requirements prior to EOY (7/1/2021), enter the appropriate information on the Scheduling Setup screen, and they will be graduated by the EOY process:   

• Next Grade: 99

Next School: Graduated Students

The Month 9 PMR should be completed, verified, and approved prior to completing these steps. These students should not appear on PMR9. Once the above steps are completed, the student should appear on the Preliminary GDV report. Rerunning the PMR will cause the updated students to show on the report with fatal errors.

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.

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

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.

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).

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.

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.

CRDC SY2021-2022 Disregard Message from CRDC Partner Support

Please disregard the recent notification sent from the CRDC Partner Support Center titled ‘Civil Rights Data Collection for SY 2021-22’.

There is no action needed at the PSU level for the registration process.  This message was sent in error.  The registration process will be completed for PSUs by CRDC Partner Support using files sent by NCDPI.

Federal CRDC Timeline

To date, the Federal government has not published an official start date or requirements for the collection.   The information from the Federal government may be published as late as the summer of 2023.  The submission window may begin as late as winter of 2023.  NCDPI will notify PSUs once an announcement has been made.   PSUs may check the CRDC Communities website for notifications.

More information will be provided on the collection as it is made available. 

PSUs will be required to gather and submit some data for the SY 2021-2022 CRDC on their own: To prepare for the late collection, PSUs are encouraged to review and collect data using the SY2021-2022 CRDC School Form for the following survey questions:  

•       STAF-1: Teachers – FTE Count and Certification
•       STAF-2: School Counselors Number FTE
•       STAF-3: Support Services Staff Number FTE
•       SECR-1: Security Staff
•       OFFN-6: Offenses -Allegations Against School Staff (Resignation or Retirement) 
•       OFFN-7: Offenses -Allegations Against School Staff (Determined Responsible) 
•       OFFN-8: Offenses -Allegations Against School Staff (Determined Not Responsible) 
•       OFFN-9: Offenses -Allegations Against School Staff (Determination Pending) 

·        OFFN-10: Offenses -Allegations Against School Staff (Duty Reassignment)

Please email nc.ocr.crdc@dpi.nc.gov with any questions you may have.  

Want information about the CRDC, but are not the CRDC Coordinator contact?  Add your information here:  2122 CRDC – Info Only Contacts List

DRC INSIGHT Software Update Required Prior to EL Screening for 2023-24

Test Security Change for DRC INSIGHT

Canvas June Statewide Call As a reminder, our next statewide Canvas Admin call will be held on Monday, June 5th, at 2:00 pm EST. If you haven't already done so, please register for this meeting using the link below.   North Carolina | June Canvas Statewide Call   We look forward to seeing you there!

The ML/Title III team is offering training on using the ML Compliance Library this summer and early fall. If you have any questions, please email susan.walz@dpi.nc.gov.

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. 

The Home Base Opt-in Process is Now Open! The NC Department of Public Instruction is pleased to announce that the Home Base Opt-in Process is now open.  Finance officers and charter school directors/principals may begin opting into Home Base for their PSU. Click on the following link to see the full announcement and share with the appropriate staff: hb_pricing_memo 2023-24.   Note:  Only finance officers and charter directors/principals should opt-in for their PSU.   This year, PSUs have the option of opting into Navvy, a Pearson computer-adaptive interim assessment add-on for Schoolnet.  Navvy both formatively assesses and tracks standard-by-standard learning to provide immediate, actionable results to correctly inform personalized instruction. Navvy is made available to grades 3 – 8 for Reading and Math at an additional cost of $8 per ADM. If you have any questions about Transcend, please contact rebecca.stokes@dpi.nc.gov.   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 jennifer.causey@dpi.nc.gov

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.

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.

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.

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.

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

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

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