End of year (EOY): Data Backup and Storage in PowerSchool

 End of Year (EOY): Data Backup and Storage

When a server is rolled over at the end of the EOY process, data from the current year is archived and the server is cleared for a new academic year. Once the EOY roll over is complete, data and reports from historical years are no longer available, or may not function in the same way. For example, schools that run report cards, lunch balances, attendance reports, and more, from the previous school year may find that the reports look different the second after the EOY process is completed.

The following documentation is designed to walk a school administrator through a series of reports that collect key data and student information that should be stored outside the server prior to the server roll over. If this process is followed completely, charter renewal and auditing requests will become much easier since the vast majority of the data needed will already be on hand! Depending on school needs not every report may be applicable, but please review the following suggestions and store data externally as needed.

We recommend storing this data either on a USB Drive, private web host (like Sharepoint, Dropbox or Box), an external hard drive, or other external storage device. The important thing is that the data is stored securely and documentation of its location is known within the school community so that access to the historical records is properly managed.

Part I. Recommended Data Backups:

1.  Run Report Cards for every grade level
2. Run Parental Access Statistics, if applicable
   • Data and Reporting > Reports > System Reports > Class Ranking (Grades and Gradebook)
3. Export students’ Lunch Status (Free & Reduced Lunch Count)
   • Search Students using *as_of =“Day before the last day of school”
   • Select Quick Student Export
   • Paste the following fields in the field box:
     • Last_Name
     • First_Name
     • Or LastFirst
     • Student_Number
     • Grade_Level
     • LunchStatus 
   • Click Submit
   • Download the report and save externally. (Save with .xls  to save as an excel file.)
4. General Demographics
   • Search Students using *as_of =“Day before the last day of school”
   • Select the dropdown Actions menu.
   • Select Quick Student Export
   • Paste the following fields in the field value box:
     • Last_Name
     • First_Name
     • Or LastFirst
     • Student_Number
     • Grade_Level
     • Street
     • City   
     • State
     • Zip
   • Press Submit
   • Download the report and save externally 

Part II. Optional Data Backups

1. Export Historical Grades (for traditional grades only)
   • Note:  This step needs to be run in FireFox in order to properly save
   • School Management > Academics > Export Historical Grades (Grades)
   • Paste the following fields into the Fields to Export box:
     • [1]lastfirst
     • [1]Student_Number
     • Grade_Level
     • Course_Name
     • Course_Number
     • SectionID
     • StoreCode
     • Grade
     • Percent
     • EarnedCrHrs
     • PotentialCrHrs
     • TermID
   • When file runs, click save and save file externally

2. Run Class Rank and Honor Roll Reports, if applicable
   • Data and Reporting > Reports > System Reports > Class Ranking (Grades and Gradebook)
   • Data and Reporting > Reports > System Reports > Honor Roll (Grades and Gradebook)
3. Export GPAs for every student, if applicable
   1. GPA codes vary by school site. Typically, GPAs will be exported using the Quick Student Export feature. For directions on how to find your GPA code please consult Knowledge for Schools (https://knowledgeforschools.com/knowledge-base/how-do-i-export-gpa-from-powerschool-for-a-specific-term/) or outreach to your MeasureED representative.
4. Run Attendance summary by Grade Report
   1. Data and Reporting > Reports > Compliance Reports > CA Attendance Summary by Grade Report
5. Run ADA/ADM by Date Report
   • Search Students using *as_of =“Day before the last day of school”
     • Example:  *as_of=06/09/24
   • Data and Reporting > Reports > System Reports > ADA/ADM by Date (Membership and Enrollment)
   • Download the report and save externally
6. Store Student Retentions from the previous school year (if you use entry codes to track retentions)
   • On the home screen search EntryCode=RE
   • Select the dropdown Actions menu
   • Select Quick Student Export
   • Paste the following fields in the field box:
     • Last_Name
     • First_Name
     • Or LastFirst
     • Student_Number
     • Grade_Level
     • EntryCode
   • Download the report and save externally
7. Class Attendance Audit (This report produces attendance and membership information by class)
   • Data and Reporting > Reports > System Reports > Class Attendance Audit
     • * Run report for ALL teachers
     • Note: If your schools is an elementary and uses HR periods to take attendance select period HR, if you are a high school and take attendance in every period leave blank.
     • Press Submit
     • Download the report and save externally
8. Teacher Gradebook report (creates a snapshot in time of teachers’ gradebooks)
   • Data and Reporting > Reports > System Reports > Teacher Gradebooks
     • Run the report for all teachers and quarters
     • Save the report externally
9. PowerLunch Reports (if applicable)
   • Meal Count Listing
     • Start Page > Applications > PowerLunch > Meal Count Listing
   • Transaction Detail Report
     • Start Page > Applications > PowerLunch > Transaction Detail Report
   • Meal Count Report
     • Start Page > Applications > PowerLunch > Meal Count Report
10. Run ALL state required reports
    • Note: These will vary by state, please confirm with your state reporting admin to verify the required information.
11. Lastly, store Non-Essential Fields, if applicable
    • (Non-essential fields are custom fields and can include but are not limited to: bus routes, lockers, homerooms etc.)
    • Select ALL students from the homepage
    • Quick Student Export
    • Type in the fields you wish to export, examples:
      • LastFirst
      • Student_Number
      • Locker_Number
      • Locker_Combination
      • Bus_Route
      • Home_Room
      • These may vary depending on your server so use your individual server’s field list as a reference
    • Click Submit
    • Save file externally

Part III. Clear Non-Essential Fields

(This process should be completed only if you want the non- essential data to be cleared prior to the EOY roll over)

1. Once you have exported the fields you wish to store save the export file (step #11 from above)
2. Clear the fields for each within the excel file and save under a new name
3. Go to Data and Reporting > Imports > Quick Import
4. Use the Students Table
5. Verify the Suggested field map is correct
6. Import > Check to exclude first row > Select update the students record with the information from the file being imported
7. Press Submit
8. Save the file externally

With these data sets saved outside the PowerSchool server you can complete the EOY roll over process confident that information has been recorded and saved for potential use or reference in the future.