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Duplicate Enrollment Records

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To assist in reconciling any duplicate enrollment records, two special operations are available to help database administrators manage these records by deleting duplicates, and merging attendance data where necessary. Because the special operations involve removing duplicate data from the database, it is highly recommended that you make a backup before running the special operation.

Reconcile Duplicate Enrollments

Many duplicate enrollment records are exact matches, which can be automatically reconciled without any user input. A duplicate enrollment occurs when a student is enrolled in a section more than once, where the section ID and the enroll and exit dates are exactly the same for two or more different records. Use the Auto-Fix Duplicate CC Enrollments operation to automatically reconcile exact duplicate enrollments district-wide.

  1. On the start page, choose System under Setup in the main menu.
  2. Under Data Management, click Special Operations
  3. From the Operation pop-up menu, choose Auto-Fix Duplicate CC Enrollments.
  4. Click Submit
  5. To reconcile remaining duplicate records that were not exact matches, use the Select Students with Overlapping CC Enrollments operation.

Reconcile Overlapping Enrollments

To reconcile overlapping enrollments district-wide, you can use the Select Students with Overlapping CC Enrollments operation. An overlapping enrollment occurs when a student is enrolled in a section more than once, where the section ID is an exact match and the enroll and exit dates overlap for two or more different records.

  1. On the start page, choose System under Setup in the main menu.
  2. Under Data Management, click Special Operations
  3. Choose Select Students with Overlapping CC Enrollments from the Operation pop-up menu.
  4. Click Submit
  5. Click Show Selection
  6. Select the first student.
  7. Before proceeding, you may directly edit enrollments or view attendance information using the following links:

    Field

    Description

    Start or End

    Click the date of the enrollment record you want to edit. The Edit Enrollment Record page appears.

    Non-Blank Attendance

    Click the attendance count of the enrollment record you want to view. The Dates of Attendance page appears.

    All Enrollment List

    Click to view the student's enrollment history The All Enrollments page appears. You can also edit a specific enrollment record on this page by clicking Edit.

    Modify Schedule Page

    Click to modify the student's schedule. The Modify Schedule - Enrollments page appears.

    Refresh this Page

    Click to reflect any changes made using the preceding links.

    Term

    If Other Years with Duplicates appears, you can click Term in the navigation bar to view overlapping enrollments for that term.

  8. For each set of overlapping enrollments, do one of the following:
    • Leave the default option of Leave overlapping enrollments selected.
    • Select the enrollment record option you want to keep.
  9. Click Next Step (Attendance)
    Note: Selections made on the Clean Up Overlapping Section Enrollments page are not saved upon clicking Next Step (Attendance). The Merge Attendance page displays the impact your selections make on attendance associated to the enrollment records before any changes are actually submitted
  10. Work through each enrollment group, verifying the attendance for all questionable dates. You may use the following links directly edit enrollments or view attendance information:

    Field

    Description

    [Enrollment Dates]

    Click the date of the enrollment you want to edit.

    Meeting Attendance

    Click the to view attendance information.


    If you selected the Leave overlapping enrollments option for a group, no further action is required. If you selected an enrollment option for a group that does not contain attendance marks, no further action is required. If you selected an enrollment option for a group that does contain attendance marks, attendance marks appear in the Marks Made column

  11. For each enrollment group containing multiple marks, select the mark you want to keep.
  12. For each enrollment group you want to submit, select the confirmation checkbox.
  13. Click Submit.

Interface to Other Systems

Use this page to access special functions used to send and receive data from other organizations or systems.

  1. On the start page, choose Special Functions under Functions in the main menu. 
  2. Click Interfaces to Other Systems.
  3. Click the external system to link to its functions. 

Miscellaneous System Administration

Use the Miscellaneous page to view or change other settings that affect your school. To change miscellaneous settings for all schools on your PowerSchool system, see Miscellaneous District Settings.

Change Miscellaneous School Settings

  1. On the start page, choose School under Setup in the main menu. 
  2. Under General, click Miscellaneous
  3. Use the following table to enter information in the fields:

    Field

    Description

    Email teachers academic records of students newly enrolled in their classes

    Select the checkbox if you want the system to automatically send an email message to a teacher that contains the record of a new student enrolling in his or her class.

    Default term level

    Choose the term duration from the pop-up menu.

    Show student photo on student screens

    Select the checkbox to display student photos on student pages. Photos appear only for student records that include photos. For more information, see Photo.

    Show faculty photo on student screens

    Select the checkbox to display faculty photos on faculty pages. Photos appear only for faculty records that include photos.

    Allow public access to school bulletin

    Select the checkbox to allow users to access the school bulletin without signing into PowerSchool. When enabled, users can access the school bulletin at a publicly-accessible address using the following format: http://[server address]/bulletin/[school number]. Replace [server address] with your server's host name or IP address. Replace [school number] with the school number of the bulletin you want to view. For example: http://powerschool.myschool.edu/bulletin/12345.

    Alternatively, deselect the checkbox to prevent public access to the school bulletin. When disabled, users can only access the school bulletin if they are signed into PowerSchool.

    Note: This setting only applies to the selected school. To apply to the district office, see Set Up Miscellaneous District Settings.

    Student Schedule Matrix Preferences

    Select the checkboxes to indicate what data you want to include on the student schedule matrix:

    • Course Name: Displays the course name.
    • Course Number.Section Number: Displays the course and section numbers.
    • Teacher Name: Displays the teacher name.
    • Room: Displays the room number.
    • Expression Term: Displays the expression, which is the period and day combination.

    For more information, see How to Display a Student Schedule Matrix.

    Teacher Schedule Matrix Preferences

    Select the checkboxes to indicate what data you want to include on the teacher schedule matrix:

    • Course Name: Displays the course name.
    • Course Number.Section Number: Displays the course and section numbers.
    • Room: Displays the room number.
    • Expression Term: Displays the expression, which is the period and day combination.
    • Enrollment: Displays the number of students currently enrolled in the section, as well as the maximum number of students allowed in the section.

    For more information, see How to View the Teacher Schedule Matrix.

  4. Click Submit
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