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June 5, 2024

SIS Weekly Updates

In This Issue:

1. Class Rank Calculation*
2. Grad Plan Endorsement Calculation*
3. Final Transcript Procedures for High School Principals, PowerSchool Coordinators, Data Managers and School Counselors*
4. EOY Updates*
5. Pre-Registering Students*
6. Reminder: PowerSchool Years and Terms at the LEA Office*
7. Missing ReEnrollment Records
8. EDDIE Transition to 2024-25 Year End Close
9. Adding Future Schools and Grade Levels to PowerSchool
10. Dual Enrollment Healthful Living and Physical Education Reminder
11. Course Code Master List Update
12. Data Conversion and Address Validation
13. Discipline Report
14. PowerSchool State Reporting Updates*
15. Office of Learning Recovery (OLR) Program Enrollment Reminders
16. The Home Base Opt-in Process is Open!*
17. Registration is now OPEN - NCBOLD 2024
18. Save the Date! - SIS Conference 2024
19. 2023-24 Home Base Maintenance Periods

*indicates new article this week

Class Rank Calculation*  It has come to our attention that many users have been running class rank for current seniors in the next school year (2024-2025). We cannot stress enough the importance of always running class rank in the current calendar year only. Please check your term in the upper right corner of PowerSchool before running class rank.  If the calculation frequency is set to anything other than manually, it is possible class rank can be run in the future year based on the Default Term When Between School Years setting for the PSU. Once school has ended for all schools within the PSU, this setting should always be set to “Previous School Year” to prevent class rank from being run in the future year. Due to this, PowerSchool has run a script to remove all future-year stored rank records, set the recalculation frequency to “Manually,” and ensure the Default Term When Between School Years is set to Previous School Year for all PSUs that are no longer in session.  Please remember that a notification was implemented last year that removed the “Recalculate Now” link if users are in the wrong school year and have an error message. See below. If users are running rank in the correct year, the screen should appear as below:

 If users attempt to run rank in a future year, the message below will display: Please DO NOT PROCEED.

 If users experience issues while running class rank, please submit a case to PowerSchool Support.

Grad Plan Endorsement Recalculation* Grad Plan and Endorsement Recalculation is scheduled to start at 5 PM on Friday, June 14, 2024, for all seniors across the state. In preparation for the eTranscript pull to begin on Friday, June 21st, 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 14, 2024. We anticipate the calculations to be complete by the evening of Monday, June 17, 2024. Any manual change to student grades, current or historical, after June 14, 2024, 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.

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 2024 To allow ample time for schools to store final marks and ensure that the “Diploma Issued Date” fields are populated correctly, NCDPI has requested that CFNC begin the electronic high school transcript system on Friday, June 21, 2024. This will be the start date to release queued final transcripts. The CFNC system automatically creates these queued requests 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 all final marks are stored before June 21, 2024, and all graduates have their “Diploma Issued Date” field populated on the student academics screen within PowerSchool. Based on the standard system protocol, CFNC will automatically release queued final transcripts after June 21. As a reminder, the standard system protocol is for the 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 after your school end date in the PowerSchool calendar. If either of the two conditions mentioned above are not met when the CFNC system attempts to release the final transcript, the e-transcript requests will enter a nine-day processing loop. During this period, the system will make three additional attempts every three days until the conditions are met. If the conditions 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. However, if the conditions are not met by the end of the nine-day processing loop, the final e-transcript request(s) will fail, and the student will be automatically notified by email. This underscores the importance of meeting the protocol requirements on time. Incomplete final e-transcripts occur when final marks are not stored within ten days, and students have their “Diploma Issued Date” populated within PowerSchool. Schools must store grades within the specified period to prevent this to ensure proper processing. This reiteration emphasizes the necessity and responsibility of adhering to the protocol. Again, e-transcript services will continue as normal through CFNC. Still, to allow schools time to store final marks and ensure that the “Diploma Issued Date” fields are populated correctly, the CFNC electronic high school transcript system will wait until Friday, June 21, 2024, to start releasing queued final transcripts.

EOY Updates*

EOY Process Plan

The 2023-24 End of Year Processing (EOY) is scheduled to begin Friday, June 28, 2024, 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, 2024. The exact time has yet to be determined, but EOY Contacts will be notified once a time has been set. We hope all Home Base applications will return to service no later than Thursday, July 4, 2024.

Please note: The EOY process will be run by all PSUs on Monday, July 1, 2024.

Important: EOY Reminders

• EOY Contacts updates were due June 1 - this page can no longer be updated in PowerSchool.
• Please email home_base@dpi.nc.gov if you need to update your EOY contacts
• PS QRD: EOY Contacts Page
• Start Running EPV (EOY Pre Validation) Reports now
• Students should only be pre-registered if they are NOT active in any other PSU
• Review the PS User Guide: End-of-Year Processing - Updated for 23-24!
• New Schools and grade levels must be added to EDDIE by July 7

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.

Missing ReEnrollment Records

DPI recently identified an issue affecting student transfers within the same PSU between March 15 and April 18, 2024. It is important to note this only affects inner PSU transfers and does not affect students transferring from one PSU to another.

Students who transferred from one school to another within your PSU during this time frame may not have had an enrollment record for the previous school created (from the sending school) during the transfer out and Re-Enroll process. These students may appear on the PMRs for these dates as a warning (PMR-26: Initial R2/R3 enrollment code invalid -Warning). However, the warning would only be present if the missing ReEnrollment record was an E1; otherwise, the PMR would not reflect the missing ReEnrollment.

Your role as a PSU in identifying and resolving the affected records within your instance is crucial. Your efforts are instrumental in ensuring the smooth functioning of our system. A report has been created and placed in all instances to assist you in this important task. 

Navigation: Start Page > Reports > NCDPI Reports > State Report Support: Missing ReEnrollments. If you do not have this report in your instance, please submit a case to PowerSchool Support.

It is important to note that this report identifies student records that have misaligned course and school enrollment records, and a new enrollment record may not be necessary.  However, the records identified in this report should all be cleaned up for EOY processing. Some records may only need the course and/or school enrollment dates adjusted. Please thoroughly review the records of the students listed in this report before creating new enrollment records.

If necessary, NCDPI has created instructions and a template for importing the missing ReEnrollment record. 

Importing to ReEnrollment Table Instructions and template

However, please rest assured that PowerSchool support is fully prepared to assist if PSUs are uncomfortable performing this task themselves. Please submit a case to PowerSchool Support.

EDDIE Transition to 2024-25 Year End Close

MEMORANDUM

Date:    May 8, 2024
To:        EDDIE Subscribed Users
From:   Shannon Miller, EDDIE Administrator, Division of School Business, NCDPI
RE:       EDDIE Transition to 2024-25 (Fiscal Year End Close)

The following information applies to all public school units in NC, including charter schools, regional
and lab schools, state agency operated schools, and federal schools. It is required as part of the
Uniform Education Reporting System per 115C-12(18). Failure to comply can result in Financial NonCompliance. Please share this memo with your SIS Coordinator, Accountability, Finance, HR staff, etc.

Currently, EDDIE should contain only 2023-24 data. DO NOT enter data for 2024-25 until July 1st.  The exception is future or pending schools for 2024-25.

EDDIE will close early the morning of Saturday, June 29th and will open Monday morning,
July 1st for school year 2024-25. After EDDIE closes on June 29th, DPI will archive the data as the
official record for school year 2023-24. This record will not be revised and will be used for all future
State & Federal reporting, including the NC School Report Cards. If data is updated for 2024-25 before
July 1st, your 2023-24 EDDIE data and the NC School Report Cards will be inaccurate.

Now Through June 29th:

• Check that all 2023-24 data is current. Update data that is not accurate.
  • New schools opening next year should have already been entered in EDDIE. Their status will show as "Future" if approved, or "Pending" if not yet approved. If new schools opening this summer or fall are not in EDDIE, enter a "New School Add Request" in EDDIE ASAP with an opening date of 07/01/2024.
  • Closing schools - make sure that 07/01/2024 has been entered in the closing date field on that school's page. Closing schools are schools that won’t re-open next year and the students are being re-assigned to other schools. If a school is moving to a new location or changing its name, it is not closing. School numbers are assigned to student populations, not buildings.
  • Approved Grade Levels can be updated any time your local board approves a future,
    upcoming change. PowerSchool (PS) uses this to allow scheduling for new grade levels.

Starting July 1st:

• Verify all 2024-25 information is accurate for your LEA and/or school(s). Update as needed.
  Use the EDDIE checklist (next page) to help with your updates for 2024-25.
  • If you have a school changing grade levels, you must update the Current Grade
    Level in EDDIE between July 1st and the completion of PowerSchool’s EOY process.
    If the data is not updated in EDDIE to match PS, it will overwrite PS when they turn on the
    sync. PS plans to turn on their EDDIE sync the evening of July 7th – all changes should be made by 5 PM July 7. Contact PS for details.

General Info:

• EDDIE is used year-round by the public, state legislators, local governments, the federal
  government, universities, researchers, realtors, journalists, and multiple systems at DPI. It is
  your responsibility to ensure that EDDIE is kept up to date throughout the year.
• PowerSchool (PS) pulls data (school names, grade levels, addresses, etc.) from EDDIE.
  If you have PS questions, contact your PowerSchool or SIS Coordinator.

Help documents are posted at EDDIE | NC DPI, or send your questions to eddie@dpi.nc.gov.

EDDIE Checklist for 2024-25

Verify and update beginning July 1st:

• Every school should have two names in EDDIE; the Official Name (full name as approved by
  local board) and a School Name (short version, commonly used.) Example:
  • John and Jane Doe Magnet Elementary School of Technology and Global Awareness is
    the Official Name in EDDIE. Doe Elementary is the School Name in EDDIE.
• Schools that closed in 2023-24 are in EDDIE with a status of "Closed" and dated 07/01/2024
• Schools opening Summer/Fall 2023 are in EDDIE with a status of "New"
• Schools that opened in 2023-24 have changed status from "New" to "Open"
• Current Grade Levels for every school must be accurate:
  • Charters and new schools often add a grade each year, double-check this
  • Grade Level XG is very specific. Not all schools should include XG
  • Including PK is optional, unless the PK program receives state and/or federal funds
• Approved Grade Levels (Charters approved by SBE. LEA schools approved by local board *)
  • *Note: All Grade 13, CIHS & ECHS grade levels must be approved by the SBE.
    • School Type (Regular, Alternative, Exceptional Children, Career Tech.) for every school
    • Virtual Status (Suppvirtual & Notvirtual may be changed. Fullvirtual & Facevirtual are updated by DPI.)
    • Program Type (Magnet & Hospital may be changed. CIHS & ECHS are updated by DPI.)
    • Calendar Type (Traditional, Year Round, etc.)
    • Schedule Type (Semester, Block, Quarterly – these are locally defined types)
    • Accreditation Status (Should be SACS or blank – except high schools approved by SBE)
    • Addresses (Note - enter a mailing address only if it is different from the street address. If a mailing address is listed, contact the school to verify it is still being used.)
    • Phone & Fax numbers
    • URL: Web address for LEAs & schools - must include http:// - click link to verify it works
    • UEI (fka SAM) Information (recently added for all LEAs, and IPSs)
    • Staff information (if unavailable, enter Vacant in first name field):
      • Interim indicator was recently added to EDDIE
      • Principal/Director name (displayed on school page, update on school staff page)
      • Superintendent name (LEAs only, displayed on LEA page, update on LEA staff page)
      • Selected central office staff
      • Board Chair and Vice Chair for all LEAs and IPSs (recently added for LEAs)
      • Email addresses (for all staff in EDDIE)

Tips:

• Click on the blue field names in EDDIE for descriptions, examples, etc.
• Have more than one EDDIE subscribed user for your LEA or Charter School and share the work.
• LEAs - Use the reports on your LEA page or the Create Custom Reports (on Main Menu page) to
  get overviews of your data. Filter custom reports by your LEA name or number, download the
  spreadsheets to your computer.

If you have questions, please check the FAQs, Terms, Staff Entries, and other documents posted at
EDDIE | NC DPI. Send questions to eddie@dpi.nc.gov.

Adding Future Schools and Grade Levels to PowerSchool

Adding Future Schools to PowerSchool

PowerSchool has pushed an update to North Carolina PowerSchool instances, enabling PSUs to add new schools for the 2024-2025 school year. To add a new school, it must first have an Operational Status of "Future School" in EDDIE.

Adding New Grade Levels in PowerSchool

PSUs that need to add new grade levels for the 2024-25 school year may now do so in PowerSchool. Before adding these grade levels to PowerSchool, your EDDIE administrator must ensure that the EDDIE “Approved” grade levels include the grades being added to the SIS. 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 information on how to add a grade level, please visit  PowerSchool SIS Administrator - School Information.

Dual Enrollment Healthful Living and Physical Education Reminder

• There is no community college course that meets the Healthful Living and Physical Education content standards for the high school graduation requirement
• NCDPI recommends that high schools offering dual enrollment, including Cooperative High Schools (CIHS), and their LEAs work together to offer the applicable high school courses for all students to address the comprehensive Healthful Living and Physical Education standards.  This ensures that the Standard Course of Study is taught in completion.
• The State Board of Education Course for Credit policy (CCRE-001) does allow for local adaptation and flexibility of courses available at the local higher education partner.  CCRE-001 states, “For courses not addressed by NCDPI guidance, a principal may award dual credit for a college course if an evaluation of the course content against NC Standard Course of Study requirements demonstrates that the college course offers substantial coverage of the high school course standards.”  

If you have questions about NCDPI Guidance for Health and Physical Education, please contact Isaac Lake or Sneha Shah-Coltrane.

Course Code Master List Update

NCDPI 2024-25 Master Course Code List Release for April 30, 2024

An updated master list of course codes has been posted with course offerings for the 2024-2025 school year. 

A copy of the NCDPI Master Course Code List is posted on the NCDPI site. 

Course Code Master List - updated 4/30/2024

Please note the recent updates to the master list on the Notes tab of the spreadsheet.

4/30/2024 - Remove CE105X0, CE115X0, CE135X0, CE145X0, CE155X0, CE175X0, and CE185X0

4/30/2024 - Reactivate TP117X0, TP127X0, TP132X0, TP217X0, TP227X0, TP25X0, and TP277X0

04/30/2024 - GN972X0 credit corrected

In the spreadsheet, course codes with a “Course Code Release Year” of 2024-25 will reflect new course offerings.  They are also listed in the tab “New Course Codes.” Note, there will also be a few course code names and credit value changes at the end of the year. These changes can be found in the Master List under the "Name Changes EOY", "Credit Value Changes EOY", and “Added Value Changes EOY” tabs. "CreditHour Changes EOY" is currently blank because there are no changes at this time.

The 2024-2025 course codes are now available in PowerSchool for PSU's to add to their local instances.

Data Conversion and Address Validation

Address verification and validation are critical for the data conversion in Infinite Campus. As PSUs work to clean up addresses, they should collaborate with the transportation department to ensure the address changes won’t disrupt the current bus route information. 

When updated student information is loaded into the school bus routing system, any change in street address will remove a student from their bus route pending reassignment. Please coordinate closely with the transportation department to minimize disruption and use valid County GIS map addresses. Google Maps, OpenStreetMap, and other consumer mapping applications are more likely to provide invalid addresses in most PSUs.

Discipline Report

Discipline Reports Should Auto-Run Every Saturday Night

A state-reporting fix to autorun Discipline reports in all PSUs was installed during the March Maintenance Window. Many PSUs recently informed NCDPI that the state report has not been automatically running every Saturday night since then. Please check your Discipline reports' status at the beginning of each week and follow the below steps if it is not running automatically on Saturday nights.

1. Take a screenshot of the state reporting dashboard showing the last run date of the report.
2. Submit a Case to PowerSchool support w/the screenshot
3. Once you have submitted the PowerSchool case, please forward the PowerSchool case follow-up email to Amy Powell Moman and Tessa Hine, including the PowerSchool case number. This will ensure that the issue is escalated and addressed promptly. 
4. Run the report manually.

PowerSchool State Reporting Updates*

Navigate to Reports > State Reports (run and approve at school level and final approval at PSU level)

• Preliminary GDV Due 6/28/2024
• EPV Report - run it now and continue to run until 6/28/2024
• Discipline Report - should be run weekly Due 6/28/2024
• Alternative Learning Program Report (ALP) Due 6/28/2024
• CTE Concentrator Calculation Due 6/28/2024

Office of Learning Recovery (OLR) Program Enrollment Reminders

Reminder: Students Must be Enrolled in PowerSchool

As a reminder, PSUs are responsible for enrolling students in PRC 188 and 189 programs in PowerSchool during the 23-24 school year. Please utilize the HomeBase Quick Reference Guide if you have not yet enrolled students. 

Due dates for data entry are as follows: 

• PRC 189- Afterschool Academic Enrichment Programs: June 30, 2024

• PRC 188- Summer Career Accelerator: August 31, 2024

Please refer to the guidance document for additional information about PRC 189 reporting. 

Phase I Schools & Districts for Infinite Campus Transition

If you are a Phase I PSU in transition to Infinite Campus this summer, please ensure that you have entered all PRC 189 (Afterschool Academic Enrichment Programs) enrollment prior to June 30, 2024. 

If you are running PRC 188 prior to June 30, 2024, please enroll all students prior to the EOY deadline (6/30/2024)

If you are not running summer programming prior to June 30, 2024, we will be providing more information about enrolling students in PRC 188 once your PSU transitions to Infinite Campus. If you have questions about this, please reach out to OLR Program Manager, Jay Johnson at jay.johnson@dpi.nc.gov

The Home Base Opt-in Process is Open* The NC Department of Public Instruction is pleased to announce that the Home Base Opt-in Process is now open. Click on the following link to see the full announcement and share with the appropriate staff: hb_pricing_memo 2024-25. Note:  Only finance officers and charter directors/principals should opt-in for their PSU. Please visit the NCDPI Home Base Opt-in Website for detailed information concerning the Home Base Opt-in Process.  Questions may be directed to jennifer.causey@dpi.nc.gov or home_base@dpi.nc.gov.

Registration is OPEN - NCBOLD 2024 The Office of Digital Teaching and Learning (DTL) is excited to announce its new iteration of NCBOLD for this summer. At this 2 Day Event learn how to positively impact student learning through implementing the Digital Learning Competencies and Digital Learning Standards for students, learn more about the new SIS, attend Data Manager training, and dive into all of the cloud-based resources NCDPI has to offer. Join one of our locations for fresh ideas to immediately incorporate into your classroom and district practices! Click HERE to register! All sessions will be created and delivered by educators from across North Carolina. Concurrent sessions will support classroom teachers, support personnel, and school-level administrators in developing the capacity to improve instruction and provide digital leadership in classrooms and schools. For the most current details, visit the NCBOLD Professional Learning site.

Save the Date! - SIS Conference 2024

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.

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 follow these steps: Log into my.ncedcloud.org Find the Blue Canvas icon and click to launch it. Agree to the Canvas use policy question and Blue Canvas will open.  If you have any questions, please contact Rebecca Stokes.   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

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)

Submitting a ServiceNow Ticket How to Document

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:  @ncdpidtl        Facebook: @ndpidtl       X: @ncdpidtl