What are the Data Elements are included in the Course file for Vermont State Reporting?

Introduction

The Course file contains basic information about students and their courses in your school/district. This article is intended to guide you through the data elements captured in the Course file, in order to locate the information in PowerSchool.

Data Elements

The following are the data elements contained in the 12_Course file (defined later in this article).

• ADMINID
• POSID
• LOCALCOURSEID
• COURSECODE
• COURSENAME
• ADDIT_COURSECAT
• SY

Refer to the AOE’s Knowledge Base for additional information.

Note: In the instructions below, the State Data Elements are listed in Parentheses with the PowerSchool field name preceding the State Field name. i.e. School Year (SY)

Staff Search

You first need to look up the course instructor (teacher) to confirm they are associated to the correct school(s) where the course is being taught.

From the Start Page > use the dropdown to select Staff > enter the last name or ID to search for the Staff Member.

Using the left menu panel > select VT State Information hyperlink.

To View Vermont Staff Place of Service(s)

To view all the Vermont Staff Place of Service(s) for a staff member, click the hyperlink Vermont Staff Place of Service.

The Place of Service cannot be edited under the Vermont Staff Place of Service screen.

To Edit Vermont Staff Place of Service(s)

To edit the Place of Service use the Security Settings to create/remove access.

Select Security Settings (Functions)

• Place of Service (POSID)
  • The VT AOE assigned unique identifier for the organization representing the “Place of Service” where the staff person is performing a role.

Course Information

To look up a course and basic information for the course > from the Start Page > select School (Setup).

Then select Courses under Scheduling.

Use the dropdown to choose how to search for the course. For example: Number, Name, etc. to search for the course.

Click on the course name or number to open the course.

• Course Number (LOCALCOURSEID)
  • A unique identifier assigned by the school to each of their offered courses in a school year.

• Course Name (COURSENAME)
  • The school assigned name of the course being taught.

• SECT Course Code (COURSECODE)
  • SCED Course code
    • A codeset value indicating the federal School Codes for the Exchange of Data (SCED) code identifier of a course including subject area.

Scroll to the bottom of the screen > under Vermont State Information you will find the Additional Course Categories field.

Refer to the AOE Additional Course Category CodeSet.

• Additional Course Category (ADDIT_COURSECAT)
  • A codeset value indicating an additional course category that differs from the course category indicated via the primary course code.

The remaining data elements are created during the beginning of year set-up and auto populated in the 12 Course file.

• Supervisory Union ID (ADMINID)
  • The AOE assigned ID to the Supervisory Union or District.

• School Year (SY)
  • The school year for which data is being submitted.