The following documentation is designed to walk a school admin through a verification process that will confirm data from the present year is clean and accurate. Data validation is an important first step in the End of Year Process.
Step 1: Run the School Enrollment Audit
School enrollment conflicts occur when the entry or exit date for one school enrollment overlaps the dates for another school enrollment, or extend beyond a valid set of scheduling terms. Confirming the School Enrollment Audit has zero errors will ensure all school enrollment dates for students are accurate.
- Log into PowerSchool
- From the Start Page > Go to System Reports > under Reports
- Run the School Enrollment Audit > under Membership and Enrollment
The possible conflicts page appears. Review the possible school enrollment conflicts and make any necessary corrections. Be aware that school enrollment changes can have an impact on attendance and teacher grade books and may require coordination with the attendance clerk or teachers.
Step 2: Run the Section Enrollment Audit
Section enrollment conflicts occur if a student’s section enrollment dates do not fall within the entry and exit dates for a valid school enrollment or within the first and last day of a valid scheduling term. Conflicts also occur if a student is enrolled in a school, but not enrolled in any classes. Running the Section Enrollment Audit will ensure all section enrollment dates at your school are accurate.
- Log into PowerSchool.
- From the Start Page > Under Reports > Go to System Reports
- Run the Section Enrollment Audit > under Membership and Enrollment
The Possible Conflicts page appears. Review the possible section enrollment conflicts and make any necessary corrections. As with the school enrollments, section enrollment changes can have an impact on attendance and teacher grade books and may require coordination with the attendance clerk or teachers.
Step 3: Check for Duplicate School Enrollments
Checking for duplicate student enrollments ensures that only one student record is rolled over for each student during the EOY server roll over.
Step 3a. Select All students from the Start Page
Step 3b. Use the dropdown to select Quick Export
Step 3c. Quick Export Fields
Use the following fields to export into Excel:
- LastFirst
- Student_Number
- Grade_Level
- SchoolID
- DOB
- Street
Step 3d. Open the data in Excel
Step 3e. Look for Duplicate Values
In Excel sort by Student_Number
- Under the Home Menu (at the top)
- Select Conditional Formatting
- Highlight Cell Rules
- Duplicate Values
- Format with: Select a color
- Click Ok
Step 3f: Resolve duplicate records as necessary.
Step 4: Run Data Validation Reports
After a year of data entry, errors can accumulate in the server. These can include conflicting or duplicate enrollments, duplicate student records, irregular course enrollments and more. Running the Data Validation Reports provides an additional level of data quality support that will indicate potential areas of your server that may need to be cleaned prior to the EOY roll over.
Step 4a. Log into PowerSchool
Step 4b. From the Start Page > Go to System > under Setup
Step 4c. Special Operations > under Data Management
Step 4d. Data Validation Reports
Step 4e. Run the Data Validation Reports
Depending on errors in the system the number of validation reports may vary. Please work through any error reports that may have populated in order to ensure data is clean and accurate prior to roll over.