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November 26, 2024

SIS Weekly Updates

Topics in this issue:

1.  Happy Thanksgiving!*
2.  Digital Leaders Exchange November - Recap*
3.  Class Rank Update
4.  Legislative Class Size Report in PowerSchool Update*
5.  PowerSchool State Reporting
6.  Final GDV Report Update
7.  PowerSchool Student Transfers
8.  Data Conversion and Address Validation
9.  NCED Connect 2025 Symposium*
10.  AI in Summits for Educators
11.  Requesting Technical Help Points of Contact
12.  2024-2025 Home Base Maintenance Periods

*indicates new article this week

Digital Leaders Exchange November - Recap* FOCUS: Curriculum, Assessment & Instruction The Digital Leaders Exchange Opening slidedeck can be found HERE. All session links are provided below: Canvas | go.ncdpi.gov/CNOV24 Schoolnet | go.ncdpi.gov/SNDLENOV24 NCEES Reporting | go.ncdpi.gov/NCEESreports24 NCSIS Phase I |  go.ncdpi.gov/dlenov2024p1 NCSIS Phase II | go.ncdpi.gov/dlenov2024p2 Infinite Campus LMS | go.ncdpi.gov/lms Beyond the Bookshelf: Leveraging EBSCO & Britannica| go.ncdpi.gov/EbscoBrittanicaDLENov24  Information Specialists Reimagined | go.ncdpi.gov/InformationSpecialistsReimagined Reaching Every Reader | bit.ly/DLERER Classroom Instructional Strategies and Resources Found in Your ISTE/ASCD Memberships  | go.ncdpi.gov/ISTEASCD Digital Leaders Synergy | go.ncdpi.gov/dlenov24pp  Magic of AI Meets Our Content Standards: https://go.ncdpi.gov/magiccontent Empower a Learner’s Mindset (Learning.com) | go.ncdpi.gov/NOV24LCOM   Level Up Your Lessons with AI l go.ncdpi.gov/LevelUpWithAI   Integration STE(A)M & Literacy with Station Rotations || go.ncdpi.gov/dlestem  Where A.I. Fits into A.cademic I.ntegrity | go.ncdpi.gov/aiAcademicIntegrityNovDLE Computational Thinking Across the Content Areas | https://go.ncdpi.gov/computational  Please bookmark these resources: DTL Hub Digital Leaders Exchange DLT Essentials Calendar Digital Learning Plan

Class Rank Update The class rank feature in PowerSchool will be updated to run automatically each time Final (F1) grades are entered. This improvement ensures that all Public School Units (PSUs) have accurate class ranks reflected on transcripts and in state reports generated throughout the year. This update is scheduled for implementation on the evening of Thursday, November 21, 2024.

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. Please contact Student Accounting studentaccounting@dpi.nc.gov with any questions regarding this delay or submission of the report.

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

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.

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.

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. NEW! To learn more about the NCED Connect Symposium click HERE for a catalog of sessions and participant tracks being offered. Click here to register for NCED Connect Symposium 2025! Early Bird Registration: $250/pp | Now - November 26th, 5 pm 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 at: https://cfp.sched.com/speaker/o7wK75kJLT (Deadline: November 26th) ****Please Note**** You will be invoiced separately through NCDPI online payment system once you register. Invoices will be sent on Mondays, Wednesdays, & Fridays. Looking forward to a great event together!

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

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.

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. 

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