Information

On this page:

Access Accounts

For detailed information, see the Account Access.

Addresses

This student page provides street and mailing addresses. Street addresses are the places where the students actually live, while mailing addresses are the places where the students receive mail. A street address could be 1234 Maple Lane, while a mailing address could be P.O. Box 102.

Note: The information on this page is linked to that on the Demographics pages. If you make a change here, it appears on those pages, and vice versa.

Edit Student Addresses

On the start page, search for and select a student.
Under Information, choose Addresses from the student pages menu.

Use the following table to enter Home Address information:

Field	Description
Street, Apt/Suite	Enter the street address in the first field, and apartment or suite number in the second field, if any.
City, State, Zip	Enter the city, state, and zip code for the street address.
Geocode	The latitude/longitude pair that represents the geographical location of the home address. This field is read-only and is automatically generated when the address is validated or imported. For more information about geocodes, see Address Management.

Use the following table to enter Mailing Address information:

Field	Description
Copy From Home Address	If a student's mailing address is the same as their home address, click to duplicate the home address information in to the mailing address fields.
Street, Apt/Suite	Enter the street address in the first field, and apartment or suite number in the second field, if any.
City, State, Zip	Enter the city, state, and zip code for the street address.
Geocode	The latitude/longitude pair that represents the geographical location of the mailing address. This field is read-only and is automatically generated when the address is validated or imported. For more information about geocodes, see Address Management.

Do one of the following:
- Click Validate next to the address for which you want to perform address validation. For detailed information about performing address validation, see Perform Interactive Address Validation.
- Click Submit. The Addresses page displays your changes.

Custom Screens

Custom screens are designed by a school's PowerSchool administrator to display a variety of information about students. There is no limit to the number of custom screens that a school can set up to track any kind of information. Thus, the pages are school-specific and look different than in the examples.

When you select a student and click Custom Screens, a list of custom screens at your school appears. Find out if there is a custom screen for your school. For more information about creating custom screens, see Custom Student Fields and Screens.

View Custom Screens

On the start page, search for and select a student.
Under Information, choose Custom Screens from the student pages menu.
Click the links to the pages, if available.
Note: Your PowerSchool administrator can modify these pages to meet your school's needs.

Demographics

The Demographics page provides standard information about the selected student. Fields on the Demographics page can be edited by those with proper access.

Note: Any changes you make to the address fields on the Demographics page are also made to the Address page.

When entering students' birthdates, keep in mind that birthday alerts will appear on each student page for one week prior to each student's birthday. For more information, see Display Birthday Alerts.

Modify Student Demographics

Your PowerSchool administrator can modify this page to meet your school's needs.

Note: Since pages may vary between schools, discuss with your system administrator the purpose of the fields on your school's General Demographics page.

Notes: Field level security may be used to restrict phone information. If PHONENUMBER.PHONENUMBERASENTERED or PHONENUMBER.PHONENUMBEREXT is set to view only or no access, then all phone numbers on this page will have that restriction. For more information, see Field Level Security.

On the start page, search for and select a student.
Under Information, choose Demographics from the student pages menu.

Use the following table to edit information in the fields:

Field	Description
Name (Last, First Middle)	Enter the student's name (Last, First Middle). Names that include spaces (such as Mary Jo) can be included in any of the three fields. The maximum number of characters and spaces is 50 for the last name field, 50 for the first name field, and 30 for the middle name field.
Home Address	Enter the student's home address. Note: For more information, see Addresses.
Mailing Address	Enter the student's mailing address. Note: For more information, see Addresses.
Home Phone	Enter the student's home telephone number.
Age	Enter the student's age.
Aggregate Days of Membership	The total number of days the student has been enrolled.
Area/Neighborhood	The area or neighborhood in which the student lives.
DOB	Enter the student's birth date.
Ethnicity	Indicate whether or not the student is Hispanic or Latino by selecting one of the following options: Yes No Decline to Specify Note: Information that appears may vary based on your configuration. For information about setting up federal ethnicity and race categories and codes used in state-specific reporting, see Federal Race Categories and District Race Codes.
Race	Indicate the student's race by selecting the appropriate checkboxes. If you do not wish to indicate the student's race, select the Decline to Specify checkbox. Note: Information that appears may vary based on your configuration. For information about setting up federal ethnicity and race categories and codes used in state-specific reporting, see Federal Race Categories and District Race Codes. Note: Field level security may be used to restrict this information (STUDENTRACE.RACECD and STUDENTS.FEDRACEDECLINE). For more information, see Field Level Security.
Scheduling/Reporting Ethnicity	Specify the student's ethnicity by choosing the appropriate ethnicity from the pop-up menu. Note: Information that appears may vary based on your configuration. For information about setting up ethnicity codes used in scheduling and preconfigured reporting, see Scheduling/Reporting Ethnicity Codes.
Father	Enter the student's father's last and first name (Last, First). If you edit this field, the Reason for Name Change pAddressesAddressesAddressesop-up may appear if other data is stored for this contact on the Contact Details page. If making a correction to the contact's name, choose Correcting Name from the pop-up and click Submit. This change will be reflected throughout PowerSchool and on any student linked to this contact. If replacing the contact altogether, choose Replacing Contact from the pop-up. An alert message appears. Replaced contacts will no longer appear on the page, but they will remain linked to the student. It is recommended that you click Go to Contacts Page to make this change from the student's Contacts page where you can view all relevant data, or to permanently remove the contact. Otherwise, click Submit. Note: Contact data, such as their phone numbers and employer information, moves with them when a contact is replaced. Custom data does not automatically move with the contact. Be sure to manually move custom data as needed when replacing a contact.
Father's Day Phone	Enter the student's father's day telephone number.
Father's Employer	Enter the name of the student's father's employer.
Father's Home Phone	Enter the student's father's home telephone number.
Gender	Choose the student's gender from the pop-up menu.
Grade Level	The grade level in which the student is currently enrolled.
Graduation Year	Enter the year in which the student graduates.
Guardianship	Enter the student's guardian's name.
Guardian Email	Enter the student's guardian's email. Separate multiple addresses with commas.
Mother	Enter the student's mother's last and first name (Last, First). If you edit this field, the Reason for Name Change pop-up may appear. For more information, see Father field.
Mother's Day Phone	Enter the student's mother's day telephone number.
Mother's Employer	Enter the name of the student's mother's employer.
Mother's Home Phone	Enter the student's mother's home telephone number.
Previous Student ID	Enter the student's previous ID number.
SSN	Enter the student's Social Security Number.
Student Number	Enter the student's identification number.

Click Submit. Any shared fields that were modified, noted with an "x." When updating linked students, you are updating the information in these fields for those students.
On the Students with Shared Family Information page, select the Update checkboxes to change the linked student's demographic information to match the modified demographic information of the selected student. For example, if you change the selected student's street address from 12 Maple Way to 1 Apple Drive and the linked student also lives at 12 Maple Way, select the Update checkbox to change the linked student's address to 1 Apple Drive.
Note: To link students belonging to the same family, see Link and Copy Information for Related Students.
Click Submit.

Display Birthday Alerts

If a student's birthday is within a week of the current date, a birthday alert appears for him or her on each student page.

On the start page, search for and select a student. If the student's birthday is within the next week, the Birthday Alert icon appears at the top of each page for the selected student.
Click the Birthday Alert icon to read the alert from any page.
Click Close to close the Birthday Alert window.

View Change History Details for Demographics Page

If Change History is enabled, the Change History link appears at the top of the page. Click the link to view the Change History Details for that page.

Emergency Contact/Medical

This function provides emergency contact names and numbers, as well as any medical information.

Note: Field level security may be used to restrict phone information. If PHONENUMBER.PHONENUMBERASENTERED or PHONENUMBER.PHONENUMBEREXT is set to view only or no access, then all phone numbers on this page will have that restriction. For more information, see Field Level Security.

Edit Student Emergency Contact/Medical Information

On the start page, search for and select a student.
Under Information, choose Emergency Contact/Medical from the student pages menu.

Use the following table to enter information in the fields:

Field	Description
Contact #1 Name	Enter the name of the first contact (Last, First). If you edit this field, the Reason for Name Change pop-up may appear if other data is stored for this contact on the Contact Details page. If making a correction to the contact's name, choose Correcting Name from the pop-up and click Submit. This change will be reflected throughout PowerSchool and on any student linked to this contact. If replacing the contact altogether, choose Replacing Contact from the pop-up. An alert message appears. Replaced contacts will no longer appear on the page, but they will remain linked to the student. It is recommended that you click Go to Contacts Page to make this change from the student's Contacts page where you can view all relevant data, or to permanently remove the contact. Otherwise, click Submit. Note: Contact data, such as their phone numbers and employer information, moves with them when a contact is replaced. Custom data does not automatically move with the contact. Be sure to manually move custom data as needed when replacing a contact.
Relationship	Choose the relationship of the contact from the pop-up menu.
Phone	Enter the contact's phone number.
Phone Type	Choose the type of phone number from the pop-up menu.
Contact #2 Name	Enter the name of the second contact (Last, First). If you edit this field, the Reason for Name Change pop-up may appear. For more information, see Contact #1 Name field.
Relationship	Choose the relationship of the contact from the pop-up menu.
Phone	Enter the contact's phone number.
Phone Type	Choose the type of phone number from the pop-up menu.
Contact #3 Name	Enter the name of the third contact (Last, First). If you edit this field, the Reason for Name Change pop-up may appear. For more information, see Contact #1 Name field.
Relationship	Choose the relationship of the contact from the pop-up menu.
Phone	Enter the contact's phone number.
Phone Type	Choose the type of phone number from the pop-up menu.
Doctor	Enter the name and phone number for the student's doctor.
Dentist	Enter the name and phone number for the student's dentist.
Special Medical Considerations	Enter any medical considerations for the student, such as previous conditions.
Allergies	Enter any of the student's allergies to food or medicines. Note: Depending on the level of detail you want to include, the Student Health Plans page may also be used to track this information. And, if enhanced health is enabled the Student Health Concerns page may also be used.
Immunizations	Enter the dates of the student's vaccinations using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry. If you do not use this format, an alert appears. Note: Depending on the level of detail you want to include, the Student Health Immunization page may also be used to track this information.
Medical Alert Text	Enter any medical information that needs to be brought to staff members' attention. For more information, see Add a Medical Alert. Note: If enhanced health is enabled, once the student has at least one active health concern set to Show in Alert, legacy active medical alerts display along with the active health concern. Additionally, active health plans associated to the student will also display.
Alert Expires	Enter the expiration date of the Medical alert, if applicable, using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry. If there is no expiration date, either do not enter a date or use the default entry 0/0/0. For more information, see Add a Medical Alert.

Click Submit.

Add a Medical Alert

Use a Medical Alert to indicate and make staff members aware of a student's medical condition. Any active medical alert appears as a Medical Alert pop-up on the student pages.

Note: If enhanced health is enabled, once the student has at least one active health concern set to Show in Alert, legacy active medical alerts display along with the active health concern. Additionally, active health plans associated to the student will also display.

On the start page, search for and select a student.
Under Information, choose Emergency Contact/Medical from the student pages menu.

Use the following table to enter information in the fields:

Field	Description
Medical Alert Text	Enter any medical information that needs to be brought to staff members' attention.
Alert Expires	Enter the expiration date of the Medical alert, if applicable, using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry. If there is no expiration date, use the default entry 0/0/0.

Click Submit. The Medical Alert icon appears at the top of each page for the selected student.
Click the Medical Alert icon to read the alert from any page.
Click Close to close the Medical Alert window.

Family

The Family function provides the names, grades, and schools of students who are related to the selected student. Use this page to link and copy information between related students or to unrelate students who are incorrectly identified as members of the same family.

Link and Copy Information for Related Students

Relate students who have similar demographic information and copy that information to the selected student.

On the start page, search for and select a student.
Under Information, choose Family from the student pages menu.
Click Search for Additional Family Members.

Use the following table to enter information in the fields:

Field	Description
Family ID	Enter the family ID, if applicable. Note: This field is provided only for districts and schools that used it previously to associate related students. Family management functionality is based upon relationships stored in the Relationships table.
Mother's Name	Enter the name of the mother to include in the search.
Father's Name	Enter the name of the father to include in the search.
Phone	Enter the telephone number to include in the search.
Guardian's Name	Enter the name of the guardian to include in the search.
Address(Street, City)	Enter an address to include in the search.
Sibling's Name(Last, First)	Enter the name of a sibling who is also a student within the district. There are two separate fields since a student's name is stored as unique fields for last name and first name.
Include Student's Last Name in Search	Select the checkbox to include the last name of the current student in the family match search. All students who share the same last name will be included in the search results.

Click Submit. Unless no similar students are found, the Family Search Results page displays the students that match the search criteria.
Note: An "x" appears in the fields that match the search criteria entered on the Search for Additional Family Members page.
Click Copy above the student from which you want to copy demographic information.
Note: If copying demographic information from one student to another student, the original contacts of the target student are replaced by the Student Contact of the source. A
Select the Related checkbox for any students related to the selected student.
Note: If you select the option to copy the student's information, the Related checkbox is selected automatically.
Click Submit. The Search for Additional Family Members page displays once again.
Note: Some contacts may have data that cannot be viewed on the student Parents, Emergency Contact/Medical or Demographics pages. Their original contact type will be removed, but these contacts will remain associated with the student. If necessary, the contact can be permanently removed from the student Contacts page. For more information, see View Contacts Associated to a Student.

Unrelate Students

Remove the relationship between students who have been linked to the same family. For more information, see Link and Copy Information for Related Students.

On the start page, search for and select a student.
Under Information, choose Family from the student pages menu
Select the Remove from Family checkbox.
Click Submit.

Modify Info

This page displays a variety of information about students, much of which is shared with the Demographics page. Note that this page is school-specific, and the fields on your school's Modify Info page can vary. Talk to your PowerSchool administrator about adding fields to or deleting fields from your school's page.

Modify Student Information

On the start page, search for and select a student.
Under Information, choose Modify Info from the student pages menu.
Edit the information as needed.
Note: The Tracker field is used for state reporting purposes. For state-specific information, see your PowerSchool state reporting documentation available on PowerSource. If your state is not listed, documentation and/or functionality does not currently exist for that state.
Click Auto-assign IDs for this student to assign lunch and phone IDs.
Click Submit.

Other Information

A state-specific page that can be modified to meet your school's specifications. Many schools modify the Other Information page to meet their needs.

Edit Other Student Information

On the start page, search for and select a student.
Under Information, choose Other Information from the student pages menu.
Edit the information as needed.
Note: For information about the Fee Exemption Status pop-up menu, see Assign Fee Exemption Status to an Individual Student.
Click Submit.

Add Other Alerts

Use an Other alert to make the staff members aware of any general information related to a student. For more information about other types of alerts, see Balance Alert, Add a Medical Alert, Display Birthday Alerts, Add a Discipline Alert and Add Guardian Alerts.

Note: Field level security may be used to restrict this information (STUDENTS.ALERT_OTHER and STUDENTS.ALERT_OTHEREXPIRES). For more information, see Field Level Security.

On the start page, search for and select a student.
Under Information, choose Other Information from the student pages menu.

Use the following table to enter information in the fields:

Field	Description
Other Alert Text	Enter any general information that needs to be brought to staff members' attention.
Alert Expires	Enter the expiration date of the alert, if applicable, using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry. If there is no expiration date, use the default entry 0/0/0.

Click Submit.
Click the Other Alert icon to read the alert from any page.
Click Close to close the Other Alert window.

Parents

This function provides the names, addresses, and phone numbers of parents or guardians. The information on this page is the same as on the Emergency and Modify Info pages. Any entries or changes made to the Parent page appear on these other pages and vice versa.

Note: Enter names in the last, first format. This is important for reporting purposes.

Edit Parent/Guardian Information

On the start page, search for and select a student.
Under Information, choose Parents from the student pages menu.

Use the following table to enter information in the Parent Information section:

Field	Description
Mother's Name	Enter the student's mother's last and first name (Last, First). If you edit this field, the Reason for Name Change pop-up may appear if other data is stored for this contact on the Contact Details page. If making a correction to the contact's name, choose Correcting Name from the pop-up and click Submit. This change will be reflected throughout PowerSchool and on any student linked to this contact. If replacing the contact altogether, choose Replacing Contact from the pop-up. An alert message appears. Replaced contacts will no longer appear on the page, but they will remain linked to the student. It is recommended that you click Go to Contacts Page to make this change from the student's Contacts page where you can view all relevant data, or to permanently remove the contact. Otherwise, click Submit. Note: When replacing a contact, the contact's data, such as their phone numbers and employment information, is retained and moves with them. Custom data does not automatically move with the contact. Be sure to manually move custom data as needed when replacing a contact.
Daytime Phone	Enter the mother's telephone number.
Father's Name	Enter the student's father's last and first name (Last, First). If you edit this field, the Reason for Name Change pop-up may appear. For more information, see Mother's Name field.
Daytime Phone	Enter the father's telephone number.

Use the following table to enter information in the Guardian Name & Info section:

Field	Description
Last, First, Middle	Enter the student's guardian's name (Last First Middle). If you edit any of these fields, the Reason for Name Change pop-up may appear. For more information, see Mother's Name field
Daytime Phone	Enter the guardian's telephone number.
Relationship Code	Enter the code that describes the relationship between the student and the guardian.
Previous Guardian Info	Enter any information about previous guardians for this student.
Single Parent Household	Select either True or False to indicate if the student lives in a single parent household.

Use the following table to enter information in the Guardian Email section:

Field

Description

Guardian's Email Address

Enter the student's guardian's email. Separate multiple addresses with commas.

Note: If the parent has established a parent account, the email address that they used to establish the account appears.

Use the following table to enter information in the Guardian Alert section:

Field	Description
Guardian Alert Text	Enter any guardian-related information that needs to be brought to staff members' attention.
Alert Expires (Date)	Enter the expiration date of the guardian alert, if applicable, using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry. If there is no expiration date, use the default entry 0/0/0.

Note: For information about Guardian Alerts, see Add Guardian Alerts.

Click Submit.

Photo

This function displays a picture of the selected student, if one is available. In addition, a photo appears next to the student's name at the top of each student page. Click the photo to view a larger version of the photo.

To configure your system to display student photos, contact your PowerSchool administrator.

The picture files must be in.JPG format. Some school photographers provide a CD-ROM of the annual student pictures in JPG format, which your PowerSchool administrator can then import into PowerSchool. Contact your PowerSchool administrator to import many photos from another system, a CD-ROM, or other media.

Submit a Student Photo

Use this procedure to submit a new student photo, even if there is already a photo for the student.

On the start page, search for and select a student.
Under Information, choose Photo from the student pages menu.
Click Submit a New Photo for this Student to change or add a photo.
Click Choose File.
Locate and double-click the file.
Click Submit.
Note: If the old photo still appears or if there is no photo at all, click the Web browser's Refresh or Reload button.

Delete a Student Photo

Use this procedure to delete student photo.

On the start page, search for and select a student.
Under Information, choose Photo from the student pages menu.
Click Delete.
Click Confirm Delete Photo.

Student Email

To provide teachers using PowerTeacher Gradebook with the ability to communicate with the student via email, enter the student's email address on the Email Configuration page. Once configured, the student's email address appears on the Student Detail Window in PowerTeacher Gradebook.

Configure Student Email

On the start page, search for and select a student.
Under Information, choose Student Email from the student pages menu.
Enter the student's email address in the Student Email Address field. Only one email address may be entered.
Click Submit.

State/Province

This function is state-specific or province-specific and can be modified to meet the needs of schools in different states and provinces. Contact your PowerSchool administrator to add or delete fields. Your permissions determine if you can edit the data in the fields.

Edit State/Province Information

On the start page, search for and select a student.
Under Information, choose State/Province from the student pages menu.
Edit the information as needed.
Click Submit.
Click Back to return to the information page for your state or province.
Note: If a "Warning Page Expired" message appears, click the PowerSchool logo to return to the start page.

Transportation

This page displays transportation-related information for the selected student. You can add, edit, or delete transportation information from the Transportation Entry student page.

View Transportation Information

On the start page, search for and select a student.
Under Information, choose Transportation from the student pages menu.

Add Transportation Information

Add transportation information for the selected student to indicate the means of transporting this student either to or from school. Repeat the procedure to enter transportation for the reverse direction or to enter a complex transportation schedule, such as different means of transportation for different days of the week.

On the start page, search for and select a student.
Under Information, choose Transportation from the student pages menu.
Click New.

Use the following table to enter information in the fields:

Field	Description
Student	This is the selected student's name.
Start Date	Enter the date that the student will begin using this form of transportation using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.
End Date	Enter the date that the student will stop using this form of transportation using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.
From/To School	Select either From School or To School to indicate the direction of transportation for this entry.
Description	Enter a description for the entry, such as Walks to School. This description appears on the Student Transportation Entries page.
Days Of The Week	Select the checkboxes to indicate the days of the week that the student uses this form of transportation.
Transportation Type	Choose from the pop-up menu the means of transportation, such as Walks.
Route Number	Enter a route number if the student uses transportation provided by the school.
Bus Number	Enter the bus number if the student uses transportation provided by the school.
Driver Name	Enter the bus driver's name if the student uses transportation provided by the school.
Bus Contact Number	Enter the driver's radio number or mobile telephone number.
Departure Time	Enter the time the transportation begins using the format HH:MM. Enter either AM or PM after the departure time.
Stop Number	Enter a bus stop number if the student uses transportation provided by the school.
Address	Enter the street address where the student begins the method of transportation.
Route Distance	Enter the distance that the student travels on the way to or from school. Choose either Miles or Kilometers from the pop-up menu.
Arrival Time	Enter the time the student arrives at the destination using the format HH:MM. Enter either AM or PM after the arrival time.
Special Instructions	Enter any special instructions or notes related to the student's transportation.
Linking Indicator	Choose the linking indicator from the pop-up menu (optional). Use the indicator to link bus routes that share commonalities. For example, you can link a student's AM and PM bus route for reporting purposes.

Click Submit.

Edit Transportation Information

Edit transportation information for the selected student to indicate the means of transporting this student either to or from school.

On the start page, search for and select a student.
Under Information, choose Transportation from the student pages menu.
Click the name of the entry you want to edit.
Edit the information as needed. For field descriptions, see Add Transportation Information.
Click Submit.

Delete Transportation Information

Delete transportation information that is no longer relevant for the selected student.

On the start page, search for and select a student.
Under Information, choose Transportation from the student pages menu.
Click the name of the entry you want to delete.
Click Delete.
Click Confirm Delete.

View Change History Details for Transportation Page

If Change History is enabled, the Change History link appears at the top of the page. Click the link to view the Change History Details for that page.