Topics in this issue:
- Home Base Maintenance Window - November 2024*
- 2024-2025 Home Base Maintenance Periods
- Legislative Class Size Report in PowerSchool Update
- SIS Bulletin Updates
- PowerSchool State Reporting
- Final GDV Report Update
- PowerSchool Student Transfers
- Data Conversion and Address Validation
- OCR/CRDC - SY2023-2024 Coordinator Contacts Due November 15, 2024
- Digital Leaders Exchange - November*
- NCED Connect 2025 Symposium*
- AI in Summits for Educators
- Requesting Technical Help Points of Contact
*indicates new article this week
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Home Base Maintenance Window - November 2024*
PowerSchool - OS Patching restarts are scheduled for this Friday, 11/15/2024 starting at 6 PM ET, through Saturday, 11/16/2024 at 6 AM ET. Instances will be unavailable during this time.
NCEdCloud - Maintenance will occur Friday, 11/15/2024, from 6-7 PM.
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2024-2025 Home Base Maintenance Periods
Each year, a list of scheduled maintenance windows is 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 2024-2025 maintenance schedule and put these dates on your calendar. In most cases, the entire window is not necessary and we can return systems to service earlier than listed. If emergency maintenance is required in addition to these scheduled dates, all users will be notified in advance.
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Legislative Class Size Report in PowerSchool Update
The October finance file required for the Fall Legislative Class Size (LCS) report in PowerSchool has been delayed. While you can continue running the Fall LCS report and reviewing the data, please note the following:
- The FTE and Funding Type fields for any new teachers hired since March 2024 will be blank on the Class Size report.
- The Enhancement Teacher by School report will also be blank until the October payroll file is loaded.
Important: Please refrain from approving your LCS report until further notice. We will notify you once the file has been updated and the data is ready to be reviewed and submitted in PowerSchool.
We appreciate your patience and understanding as we work to resolve this issue.
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SIS Bulletin Updates
Please Register for “NCSIS - Phase I Bulletin”
Over the coming weeks we will be working to combine the Phase I (NCSIS Bulletin) and Phase II (SIS Weekly Updates) bulletins into one email bulletin. If you have not previously registered to receive the “NCSIS Phase I” bulletin, please click the link below for directions on how to subscribe for the NCSIS - Phase I bulletin.
How to Subscribe to a NC DPI DTL Bulletin/Newsletter
Please note: This bulletin, SIS Weekly Updates, will be sunset and you will need to be registered for the NCSIS - Phase I Bulletin (which will be renamed) to continue receiving bulletin updates.
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PowerSchool State Reporting
Navigate to Reports > State Reports (run and approve at school level and final approval at PSU level)
- School Allotment Child Count Transfer - Not being run in PS this year
- Principal Monthly Report - Due each month
- Retention/Promotion - Due 10/27/2024 Extended to 12/6/2024
- Drop Out Data Collection - Due 11/04/2024 Extended to 12/6/2024
- Advanced Mathematics Course Enrollment (AMC) - Due 11/1/2024
- Fall AIG Headcount - Due 11/30/2024
- Fall Legislative Class Size - Due 11/30/2024 - Finance file pending
- LEAs only, Charter Schools are exempt
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Final GDV Report Update
The Final GDV report Submission End date on the 24-25 state reporting dashboard has been updated to June 26, 2025. This will allow PSUs to continue correcting 23-24 graduate data throughout the 24-25 school year without having to request an unlock. This is to align the system functionality of the two student information systems and ensure reporting is consistent across the state. Please continue to submit updates to the Graduation Cohort Rate to the Office of Accountability via the normal means.
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PowerSchool Student Transfers
Student Transfers in PowerSchool from Phase I Schools to Phase II Schools
Since PowerSchool returned to service post-EOY, NCDPI has been working with PowerSchool to run scripts in all Phase I PowerSchool instances to close them out. These scripts included transferring all students' records out as no-show records with an exit comment of “Infinite Campus.” This will allow Phase II PSUs still using PowerSchool SIS to transfer in the students' records.
We are pleased to announce that as of July 12, 2024, all students have been successfully transferred out of Phase I PSU PowerSchool Instances, and their records are now ready for transfer into Phase II PSUs.
It is important to note that student records in the inactive Phase I PowerSchool instances will remain available for transfer to active Phase II PowerSchool instances throughout the year. If a student transfers to your PowerSchool PSU from a Phase I Infinite Campus PSU, it is your responsibility to not only pull in the student's historical records from PowerSchool, but also update the most recent Re-Enrollment (the no-show record transferred in) from the prior PSU to reflect the correct entry and exit dates (This will server as the E1 record). You may need to contact the student's prior Phase I PSU to ask for this information.
For students who move between Phase I and Phase II schools multiple times during the year, only the enrollment record created at EOY (no-show record w/Infinite campus exit comment) will be maintained. Students transitioning from a Phase I PSU must be treated as out-of-state transfers for future enrollment, which means that their data must be entered manually, except for the missing enrollment record. Enrollment and exit codes should follow the standard processes outlined in the SASA manual. Each student should have only one E1 record from a PSU within the school year, regardless of the system in which they received the E1 code. We know there will be enrollment record gaps throughout the year as PSUs cannot recreate enrollment records for a Phase I PSU when transferring records. This is okay; we are working on resolving this when Phase II PSUs move to Infinite Campus.
The Student UID System can be checked to determine whether a student record has been moved between Phase I and II PSUs. When a student is enrolled in Infinite Campus for the first time, the UID System will be updated to reflect a “Source System” of “IC,” and the user creating the update is “ic-studentws” as shown in the screenshot below.
 When a student is enrolled in PowerSchool, the UID System will be updated to reflect a “Source System” of “PS,” and the user creating the update is “ps-studentws” as shown in the screenshot below.
 We would like to extend our heartfelt thanks to all of our PSUs for your unwavering commitment and hard work. Your dedication is instrumental in the success of these processes, and we are truly grateful for your efforts.
Please submit a case to PowerSchool support if you have any issues with transfer student records in PowerSchool.
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.
OCR/CRDC - SY2023-2024 Coordinator Contacts Due November 15, 2024
Dear Coordinators,
Please inform other staff as appropriate.
Note: PSUs that were not open in the school year 2023-24 are not required to participate in this collection.
CRDC Coordinator Contact Updates Due in EDDIE - November 15, 2024
This week, the Partner Support Center (PSC) and OCR will notify the nation that registration and contact information for the upcoming CRDC is due by October 31. Please note that this messaging does not apply to North Carolina.
For PSUs in North Carolina, it is essential to update EDDIE with two CRDC Coordinator contacts by November 15, 2024. Additionally, PSUs are strongly encouraged to verify or update the Student Information Coordinator contact.
Instructions for creating staff entries (roles) in EDDIE can be found in the Help Using EDDIE section of the NCDPI website.
After November 15, 2024, NCDPI will provide Partner Support with a North Carolina Universe file and a CRDC Contact file. Identified CRDC Coordinators will receive login credentials from PSC before the submission window opens.
CRDC Webinar – Getting Started
Join the SEA CRDC Coordinator for preliminary information on the upcoming collection process. Staff who attend will understand how NCDPI communicates with PSU CRDC Coordinator contacts, what to expect from NCDPI regarding support for the collection, and what resources are available at the local, state, and federal levels.
This 1.5-hour session has been scheduled twice and a recording will be provided in the NC CRDC SY 23-24 Canvas Course. Use the links below to register for the webinar.
NC CRDC SY 23-24 Canvas Course – Now Open
The NC CRDC SY 2023-24 Canvas Course is now open.
The course is divided into modules that build concepts step by step, outlining PSU responsibilities and explaining how NCDPI assists with pre-populating data. NC-specific documentation, such as the CRDC Collection By Entity Excel document, will be housed in the course and is critical for understanding what data NCDPI will pre-populate when the submission window opens. The course also includes presentations, webinar recordings, and guidance on the error resolution process within the Federal Submission Tool.
Any public school employee involved or interested in CRDC is invited to enroll. The course enrollment link is available on the NCDPI CRDC website: Civil Rights Data Collection | NC DPI.
SY2023-24 CRDC Federal Submission Window
The OCR has announced that the Federal Submission Tool will be open from December 9, 2024, through March 7, 2025. The 2023-24 LEA and School forms have been published. For more information, visit the Communities360° - Home > Overview > Home (ed.gov).
CRDC Support
Please email nc.ocr.crdc@dpi.nc.gov with any questions you may have.
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Digital Leaders Exchange - November*
The NC Digital Leaders Exchange is coming to a location near you soon! Each event will run from the West to the East while also aligning each “exchange” with a part of the Digital Learning Plan. In November, we will be highlighting Curriculum, Instruction & Assessment along with the typical offerings of Home Base product update sessions.
We will meet from 8:30 AM - 4:00 PM and lunch will be catered. Register for a date & location that best fits your schedule.
Register HERE.
Our agenda can be found HERE.
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NCED Connect 2025 Symposium*
January 21st-23rd – Greensboro, NC
This event is designed for District Leadership, CTOs, Teachers, Coaches, Accountability Teams, SIS Coordinators, Data Managers, Ed Tech/Media Specialists, and E-Rate On-Site Support staff.
- Early Bird Registration: $250/pp | Now - Nov. 22
- Regular Registration - $300/pp | Nov. 23 - Dec. 18
- Late/On-Site Registration - $350/pp | Dec. 19 - Jan. 23
Presenters: Presenters can choose a "presenters" registration once their proposal has been accepted. 1 FREE registration per proposal.
Call for proposals are still open: https://cfp.sched.com/speaker/o7wK75kJLT (Deadline: November 26th)
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 AI in Summits for Educators
Who: The AI in Education Summits are for educators including classroom teachers, coaches, media coordinators, and school administrators.
What: Full-day professional development for educators to help guide the responsible implementation of Artificial Intelligence into their practice and in the classroom.
When and Where:
- EAST December 10, 2024 9:00 am-4:00 pm at Gentry Teacher Development Center in Erwin, NC
- WEST December 12, 2024 9:00 am-4:00 pm at the Unity Center in Statesville, NC
Why?: Artificial Intelligence already has and will continue to have a huge impact in education and in every aspect of our lives. This new technology has enormous potential to enhance education, but also brings challenges and educators need support in adapting their pedagogy.
Register HERE.
More info to come!
Requesting Technical Support Points of Contact
Please refer to the document below for who to contact for technical support.
Requesting Help
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Home Base Admin Course
Feedback from PSUs identified a need for resource hubs for the Home Base products. The product managers have created Admin Resource Courses for each area. These resource courses are located in the NCDPI Canvas instance.
Please visit these courses. Below are the steps to enroll:
How to access these resources:
- Sign in to the Blue Canvas icon within NCEdCloud
- Using the Global Navigation (on the left), click the Home Base Resources button
- On the menu that opens, select the course(s) you would like to enroll into
- After enrolling, the course will appear on your Canvas Dashboard
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Access for PSU PowerSchool SIS Admins
Any PSU PowerSchool SIS admin who does not have access to the NCDPI “Blue” Canvas located in the NCEdCloud portal and would like to have access 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
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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)
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.
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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
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