KNOWLEDGE BASE ARTICLE

Summer School: Remote Enrollment Setup

Puredata Support Updated

The Remote Enrollment method is a new method available to PowerSchool version 10.1.4 and greater. Remote Enrollment allows students to remain enrolled in their home school while the Summer School manages students as if they are remote students. This method creates a Re-Enrollment record for keeping track of the Summer School Enrollment without affecting their home (or Current) enrollment. This is the recommended approach since it has the advantage of not disrupting normal home school operations and allows the End-of-Year process to be run at any time.

  1. Create summer school(s).
  2. Create the school (district level)
  3. Define the years and terms (School Setup page)
  4. Set attendance preferences (School Setup page)
  5. Set FTE Codes (School Setup page)
  6. Create Attendance Conversions (School Setup page)
  7. Create Attendance Codes (School Setup page)
  8. Create the Calendar (School Setup page)
  9. Create Courses (School Setup page)

  10. Set up final grades/reporting terms in summer school.

  11. Verify student indicators. (Prior to running End-of-Year.)

  12. Permanently store grades in active school.

  13. Generate reports in active school.

  14. Create sections in summer school.

  15. Assign Teacher Sections

  16. Enroll students in Summer School sections

  17. Permanently store Summer School Grades. (Initiate from home school after end of Summer School. Use the Exclude and Include Enrollment Records options to target only summers school grades. After end of summer school term.)

  18.  EOY Process

Configure Summer School

  1. Set Up Summer School
  2. Navigate to the School Info page.
  3. Click New.
  4. Make sure to select Is a Summer School
  5. Enter the school information
  6. Click Submit.

Create a Year


A school year must be created for a summer school.

  1. Navigate to the Years and Terms page.
  2. Click New.
  3. Enter the information
  4. Click Submit.

Define Periods and Days

  1. Navigate to the Years and Terms page.
  2. Click the name of the year term.
  3. Enter the information
  4. Click Submit.

Specify General Attendance Preferences


Attendance preferences are school and year-specific. Set attendance preferences for each summer school you create.

  1. Navigate to the Attendance Preferences page.
  2. Enter the information
  3. Click Submit.

Add an FTE Code


It is imperative to the Direct Enrollment method that all grade levels in summer school have a default FTE assigned. For the Remote Enrollment method, an FTE must exist at the summer school, but is always selected when enrolling students. Defaults by grade level are not utilized with this method.

 

  1. Navigate to the Full-Time Equivalencies page.
  2. Click New.
  3. Enter the information
  4. Click Submit.

Add Attendance Conversions


Set up attendance conversions to calculate attendance. After creating attendance conversions, set up attendance conversion items.

  1. Navigate to the Attendance Conversions page.
  2. Click New.
  3. Enter the name for the attendance conversion.
  4. Click Submit.

Set Up Bell Schedules


Set up bell schedules to correlate periods with the times that the periods meet and to determine which periods are taught on which calendar days. When setting up your school calendar, you can associate different bell schedules to different days of the year. For example, set up a bell schedule called Assembly, where each period meets for a shorter amount of time to accommodate a school event that day.

You must first set up attendance conversions to properly calculate attendance. For more information, see Attendance Conversions.

  1. Navigate to the Bell Schedules page.
  2. Click New.
  3. Enter the information
  4. Click Submit.

Set Up Bell Schedule Items


Bell schedule items indicate the start and end times for each period, which can be used to calculate daily attendance and average daily attendance. All periods used for scheduling purposes must have an associated bell schedule.

  1. Navigate to the Bell Schedules page.
  2. Click Edit Schedule next to the bell schedule you are working with.
  3. Click New.
  4. Enter the information
  5. Click Submit.

Add Period Items

  1. Navigate to the Attendance Conversions page.
  2. Click (NONE) in the Period column next to the conversion item for which you want to add period items.
  3. Enter the information

  4. Alternatively, click Copy From Other Conversion Table to copy period items from another conversion table. Select the attendance conversion to be copied and click Submit.

  5. Click Submit.

  6. Click Attendance Conversions in the navigation path to return to the Attendance Conversions page.

Add Code Items

  1. Navigate to the Attendance Conversions page.
  2. Click (NONE) in the Code column next to the conversion item for which you want to add code items.
  3. Enter the information

  4. Alternatively, click Copy From Other Conversion Table to copy code items from another conversion table. Select the attendance conversion to be copied and click Submit.

  5. Click Submit.

  6. Click Attendance Conversions in the navigation path to return to the Attendance Conversions page.

Add Time Items

  1. Navigate to the Attendance Conversions page.
  2. Click (NONE) next to the conversion item for which you want to add time items.
  3. Enter the information

  4. Alternatively, click Copy From Other Conversion Table to copy time items from another conversion table. Select the attendance conversion to be copied and click Submit.

  5. Click Submit.

  6. Click Attendance Conversions in the navigation path to return to the Attendance Conversions page.

Add an Attendance Code

  1. Navigate to the Attendance Codes page.
  2. Click New.
  3. Enter the information
  4. Click Submit.

Set Up the Calendar

Before enrolling students in summer school classes, define each field for each date in that year.

  1. Navigate to the Configure Calendar page.
  2. Click a month to view its calendar.
  3. Enter the information
  4. Repeat the previous step for each date needing schedule definition.
  5. Click Submit. 
  6. Click Back to return to the Configure Calendar page.

Add a New Course to the Course List


Use the following procedure to create a new course. One a course is created, it is available to all schools within the district.

  1. Navigate to the Courses page.
  2. Click New Course.
  3. Enter the information
  4. Click Submit.

Assign Courses to Summer School


Most summer schools will not offer all the same courses as the originating school. Include only the courses offered in the summer on the Manage Courses for this school page.

  1. Navigate to the Courses page.
  2. Click Manage courses for this school.
  3. Do one of the following:
    1. Select the checkbox next to the class you want to activate.
    2. Deselect the checkbox next to the class you want to deactivate.
  4. Click Submit.

Add Final Grades/Reporting Terms

  1. Navigate to the Create Final Grade and Reporting Term page.
  2. Click New under the term for which you want to set up final grades.

  3. Use the following table of descriptions to enter information in the fields that require special considerations:

     

    Field

    Description

    Name

    Enter a name for this final grade, such as Y1.

    Remote Enrollment: This final grade name must match a final grade name at the student home school in order to store grades.

    Starting Date

    Enter the starting date to indicate the date the term begins using the format mm/dd/yyyy.

    Ending Date

    Enter the ending date to indicate the date the term ends using the format mm/dd/yyyy.

    Suppress Letter Grade Display

    Select this if you do not want to display letter grades in the system and on reports. Only percentage grades appear.

    Suppress Percent Display

    Select this if you do not want to display percent grades in the system on reports. Only letter grades appear.

    At or Above This Level of Attendance Points

    Enter a level of attendance points for the given date range to automatically affect students' grades due to attendance. Otherwise, enter 0 or leave the field blank.

    Change a Student's Grade to

    Enter the grade that students receive after meeting or exceeding the attendance points indicated in the previous field.
     
  4. Click Submit. The Final Grades Setup page shows the new final grade.

 

Course Sections


Once courses have been assigned to a summer school, course sections may be created. During section creation, assign a teacher to the section. On the start page, choose School from the main menu.

  1. Navigate to the Course Sections page.
  2. Choose the course name from the courses menu. The course information page lists the course sections.
  3. Click New.
  4. Enter the information
  5. Click Submit.

Storing Grades for the Normal School Year

Summer School grades will also be stored after the Summer School session has ended. This step is for storing grades for the normal school year prior to the start of Summer School.

Grades may be stored at any time prior to running the End-of-Year process. It is not necessary to store grades prior to enrolling students into Summer School sections when using the Remote Enrollment method.

 

Assign Teachers to Summer School

  1. Navigate to the PowerTeacher Access and Affiliations page.
  2. On the Teachers and School Staff section, click Add on the School Affiliations row.
  3. Select the checkbox next to each summer school you want to add.
  4. Choose Teacher from the Staff Type menu.
  5. Click OK.
  6. Click Submit.
  7. Once teachers have been assigned to a summer school, sections may be created and associated with them.

Enroll in a Student in a Remote/Summer School Class


When enrolling a student in a remote summer school section, a school enrollment record is also generated and will be visible in the Previous Enrollments area of the Enrollment History student page.

  1. Navigate to the Remote and Summer School Registration page.
  2. Enter the information
  3. Click Submit.

Drop a Summer School Class from a Student Schedule

  • If a student needs to be dropped from a single summer school class while remaining enrolled in other summer school classes at the same school, select the student, and drop the class from the Course Schedule Changes student page.
  • If a student needs to be dropped from all sections, and is no longer attending the summer school it will be necessary to edit the date for the school record on the Enrollment History page. The Transfer Out Of School function cannot be used for exiting remote summer schools.

Storing Grades for Summer School


Upon the completion of the summer school term, use the Store Grades function to record the final grades as historical records

Initiate Store Grades process from the student's active school with the following considerations:

  • The selected term context must match the same school year as the TermID of the summer school year so that the correct Final Grade/Reporting Terms are available.

    Under Exclude/Include Class Enrollments, select the option labeled Include only enrollment records that are currently active and that were active on this date. Select a date that is toward the end of the summer school session and outside of normal school year dates, Otherwise previously stored grades for the home school may be stored again.

  • Select the Store grades for classes enrolled at: All Schools so that remote summer school enrollments are included.
  • Select the desired option for Record the school name of to indicate whether the home school or summer school name should be stored with the grades.
  • Under Classes by term length you may need to select Yes for Show all terms?.

It is important that Classes by term length is showing terms with the same year ID as the summer school session. If you are unsure of the year ID for either the normal school or the summer school then you can check using the Years and Terms page. Select Edit Terms, then click the name of the year long term. The year ID used by the system is the unlabeled number at the bottom of the page.

If the summer school session has the term ID for the next year and you need to store grades for the current year, you will need to change the Default term level on the Additional Preferences page to Next School Year. This setting can be returned to its normal setting after grades are stored.

 

 

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