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.

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.

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.

New Technical Contact PowerSchool IPT Certification - July/Aug 2023

In collaboration with PowerSchool, the Home Base Team will be offering virtual IPT certification training for new technical contacts from July 31 - Aug 4, 2023. Seats are limited and will fill up quickly, please register as soon as possible.

• This training will span five full days. 
• Participants will have 90 days to take and pass the required certification test after training. 
• Each PSU is allowed a certain number of technical contacts based on their ADM. 

If you are unsure of your current technical contacts, please contact PowerSchool Support at 1-855-339-4790. 

NCDPI has created an IPT FAQ document to help answer questions you may have. Please review this document for frequently asked questions about the training and certification. 

Those who can attend the DPI offered IPT Training include: 

• Anyone who is replacing a certified technical contact for their PSU.
• A local charter school employee, not employed by a third-party company and has not previously attended IPT training.

Those who cannot attend this training are: 

• Third-party Charter school SIS management company employees
• PSUs wanting additional technical contacts above their desired allocation
• Anyone who has attended training previously. 

Note: Anyone who is not eligible for this training will need to arrange training and certification through the vendor, PowerSchool, and cover the cost incurred. To do so, please reach out to the PowerSchool training team, training@powerschool.com, please let them know you are not eligible to attend training hosted by NCDPI. 

Those who are eligible for this training session, please fill out the registration form by clicking the link or scanning the QR code.

Registration: http://bit.ly/NewTCtraining2023

Registration will close, July 17, 2023 or once the max number of attendees are registered.

Career and College Ready Graduates (CCRG) Program Coding Guidance for ELA and Math

A sqlReport5 report called CCRG Student List is available in all NC PowerSchool instances. This report lists students enrolled in the special program for CCRG English or Math. Schools must assign a special program of NC-CCRG English or NC-CCRG Math at the STUDENT level for the report to run correctly. The report is located under the CCRG heading/folder.

All students in CCRG must be entered into the appropriate Student Programs indicator on the Student Programs student screen. There are two options for NCCCRG on the Student Programs Screen:

• NCCCRG English
• NCCCRG Math

Note: A student who participates in both CCRG Math and CCRG English would need to be assigned two Student Programs enrollments.

The Student Programs must be entered when the student is receiving CCRG content for the particular semester/year. Students entered into the Student Program will satisfy the needed data entry if the student is receiving integrated CCRG content into an existing course, such as English IV, various math courses, or an intervention time.

In addition to the Student Program, if the student is participating in the stand-alone CCRG Math Elective course, course code 201320X0, the student must also be enrolled in the course.

Reminder: sqlReport5 Report - CCRG Student List

In order for the report to run correctly, the Student Program must be entered at the STUDENT level. See the Student Program QRD below for guidance.

Mass Enroll Students into a Student Program QRD

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

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.

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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