Important EOY Information

1.   EOY Process Plan

2.   Special Year-End Processing for PMR Month 9*

3.   EPV/Validations*

4.   ECATS End-of-Year (EOY) and Beginning-of-Year (BOY) Processes*

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

6.   Adding Grade Levels in PowerSchool

7.   Pre-Registering Students

8.   NCEdCloud Summer Access*

9.   PSU Home Base Contact Updates for the 2023-2024 SY*

NC SIS Weekly Email Bulletin

Topics in this issue:

1.    Graduation Certificate*

2.    Grad Plan and Endorsement Recalculation

3.    Data Manager Training

4.    Home Language Survey

5.    CTE Concentrator Calculation

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

       Data Managers, and School Counselors   

7.    Summer School Enrollment for Graduates Reminder

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

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

10.  Online Registrations 

11.  Has your PSU Opted into Home Base?

12.  Canvas OneRoster Migration

13.  2023-24 Home Base Maintenance Periods

Always available:

1.   Webinars, Recordings and Trainings

      New Self-Paced PD Courses for Canvas

      Schoolnet Self-Paced PD Course

      Home Base Admin Course

2.   NCDPI Technology Support Center

3.   Follow Us on Social Media

*indicates new article this week

Important EOY Information

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.

Special Year-End Processing for PMR Month 9 All PSUs are required to successfully submit the month 9 PMR report by COB (5 PM) on Thursday, June 29, 2023. The final Principal Monthly Report for the school year 2022-23, 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 PowerSchool ticket with the subject, PMR EOY Request, to PowerSchool support at https://help.powerschool.com/. For all other PMR related questions, contact Student Accounting at StudentAccounting@dpi.nc.gov.

EPV/Validations √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.   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 5 PM June 29, 2023.    Navigation: Start Page > State Reporting Dashboard > EOY Pre-Validation (EPV)    NOTE: This report should not be approved prior to June 26, 2023. All EPV reports will be unapproved and reran across the state on June 26, 2023, to ensure EOY validations are clear for each PSU prior to June 29, 2023.

ECATS End-of-Year (EOY) and Beginning-of-Year (BOY) Processes EOY Process   The 2022-23 EOY Process for the Home Base suite of applications will begin Thursday, June 29. Home Base will be taken offline on Thursday at 5:00 p.m. EOY processing and archiving of data will start on Friday morning, June 30.   School year close-out files for ECATS will be pulled at PowerSchool EOY shutdown. This allows the ECATS Special Education Module and the MTSS EWS to have final data for the 2022-2023 school year including: final grades, incidents, and course information, etc.   During the EOY process, ECATS will remain available for use. Please be aware that ECATS will remain available to users; however, data transfers between the systems will be turned off during this time. This means no new students will be added to ECATS, and no 2023-2024 PowerSchool data will be updated in ECATS until the EOY process is complete, EDDIE data has been imported into PowerSchool, and other data verifications have occurred.   BOY Process   Once EDDIE data has been consumed into PowerSchool and data verifications have occurred, ECATS will pull files for an initial load of data for the 2023-2024 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.

Please watch for communication updates as this end-of-year process and setup for the beginning of the new school year takes place.

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.

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).

NCEdCloud Summer Access 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 July, 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, an LEA Administrator may log a ticket with Identity Automation or email john.mairs@dpi.nc.gov.

PSU Home Base Contact Updates for the 2023-2024 SY We understand that with each new year, comes new personnel to fill those 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 jennifer.causey@dpi.nc.gov with needed changes.

NC SIS Weekly Email Bulletin

Graduation Certificate ​​Graduation Certificate – Extended Content Standards   It has come to our attention that in the past some Public-School Units (PSU) erroneously awarded high school diplomas to students with disabilities receiving instruction through the Extended Content Standards.    Please make sure that all students receiving instruction through the extended content standards receive a graduation certificate and not a diploma upon exiting from high school.  Diplomas indicate that students have completed the State Board of Education (SBE) High School Graduation requirements. Students receiving instruction through the extended content standards and participating on the alternate assessment have not met the SBE High School Graduation requirements but have met the requirements of the individualized education program.    The PowerSchool code for students receiving a Graduation Certificate is GCER=Graduation with Certificate.

Grad Plan and Endorsement Recalculation

Grad Plan and Endorsement Recalculation is scheduled to start at 5 PM on Friday, June 16, 2023 for all seniors across the state.

In preparation for the eTranscript pull to begin on Thursday, June 22nd, NCDPI will run a script to automatically recalculate Endorsements and Graduation Plans for all students grade levels 12 and up starting at 5 PM on Friday, June 16, 2023. We anticipate the calculations to be complete by the evening of Monday, June 19, 2023.

Any manual change to student grades, current or historical, after June 16, 2023, means a recalculation of the Graduation Plan and Endorsements needs to take place.

These can be calculated manually on a student’s graduation plan screen or in mass via the overnight process. For complete details on how to queue your data for overnight or immediate processing, please view the PS QRD: Grad Plan Recalculation.

Please note: Running the stored grades process will automatically run the calculations for those students and PSUs will not need to run it again or queue it to run unless manual changes are made to grades

Data Manager Training

As a reminder, Data Manager Training will be available throughout our annual NCBOLD conference for 8 days across the state. This session is designed for Data Managers in year 1-3 of their role. 

Registration is Open Now!  Space is limited.

Home Language Survey

The Home Language Survey is now in PowerSchool in the Multilingual Learner Student Record

The Home Language Survey (HLS) will become part of the ML student record in PowerSchool in the 2023-2024 school year. The ML/Title III team will offer training this summer and fall to support PSUs as they learn to navigate this new document.  

These training sessions will all be the same, so please choose the best session for your schedule.

June 26, 27, or 28

9 am - 10 am 

Register here by selecting your desired date.

August 14, 15, 16, or 17

10 am - 11 am

Register here by selecting your desired date.

Additional information on the HLS can be found in the ML Compliance Library under the ML Data in PowerSchool icon. 

 PowerSchool QRD: Home Language Survey

CTE Concentrator Calculation A new Run of the CTE Concentrator Calculation Report should be initiated once final grades are stored at the end of the school year. This process will allow newly completed courses to be analyzed for each student and applied to their concentrator status in the report.   Overview of Concentrator Validation Process and Timeline: Detailed guidance documents, video support, and FAQs are provided at this link as resources to help with the concentrator validation process and using the CTE Concentrator Calculation Report.  Concentrator validation and override requests should be completed by June 20, 2023. Questions? Please contact Nancy Cross or Misty Wolfe.   In preparation for EOY data collections, NCDPI will run a script to automatically run the CTE Concentrator Calculation report across the state for all High Schools on June 26, 2023.   Note: If grades are stored or modified for students after June 26, 2023, PSUs will need to manually run the CTE Concentrator report.

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.

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 with a VST1 admission status.  (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 may cause the updated students to show on the report with fatal errors.

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

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. 

Has your PSU Opted into Home Base? 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 Navvy, please contact Rebecca Stokes.   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

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.

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.

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