Address Management

Address Management improves efficiency and accuracy in managing your address data, using cutting edge technology through a visual representation of the address and boundary.

Address Validation

Address validation is the process by which an address is authenticated by an external address validation service, Google Maps, which determines if the address is valid based on whether the address can be found in its mapping database and if the address is of address-level accuracy, one to which mail can be delivered, with the exception of post office boxes. If an address is valid, a geocode is associated with the address, and recorded in the student's database record. If the address is not valid, the areas of uncertainty associated with it and/or alternate addresses are identified. Address validation can be performed for a selection of students or interactively for an individual student. Performing address validation for an individual student can be done using the student's Addresses page or the General Demographics page, as well as during the enroll a new student process.

Boundary Validation

Boundary validation is the process by which an address is identified as being inside or outside a given boundary. Boundaries are defined by the PowerSchool administrator for districts of residence and schools and stored in the PowerSchool database. Boundary validation can be performed for a selection of students or interactively for an individual student. Performing boundary validation for an individual student can be done when performing the address validation process using the student's Addresses page or the General Demographics page, as well as during the enroll a new student process. The relationship of a student's address geocode to defined boundaries is indicated as "in" bounds or "out" of bounds on the interactive Address Validation page.

Set Up Address Management

To get started, configure the following setup items in the order by which they appear:

• Enable Address Management
• Define District Boundaries
• Define School Boundaries

Enable Address Management

By default, Address Management is disabled. PowerSchool provides the initial key and server needed to render Address Management operational. You can either use PowerSchool's free geocoding proxy server, which shares a rate limit between all customers, or you can purchase an enterprise key from Google, which processes up to 10 requests per second dedicated to your site. Once Address Management is enabled, Address Management functionality appears throughout PowerSchool.

1. On the start page, choose District in the main menu.
2. Click 3rd Party Configuration.

3. Enter information as needed:

   Field	Description
   Geocoding Adapter	Choose one of the following: Disabled to disable batch validation. This is the default setting. Google Maps – Requires ID to enable batch validation using your Google Maps Enterprise Client ID. Geocoding via PowerSchool Proxy to enable batch validation using PowerSchool’s free Google Maps enterprise ID.
   Google Maps Client ID	If Geocoding Adapter is set to Google Maps – Requires ID, enter your Client ID.
   Google Maps Private Key	If Geocoding Adapter is set to Google Maps – Requires ID, enter the secret key you received from Google with your Client ID.
   PowerSchool Proxy URL	If Geocoding Adapter is set to Geocoding via PowerSchool Proxy, https://gp.powerschool.com/powerschool-proxy-service/services/AddressValidatorProxyService?wsdl appears.
   Mapping Adapter	Choose one of the following: Disabled to disable interactive map validation. This is the default setting. Google Maps to enable interactive map validation.
   Google Maps URL	If Mapping Adapter is set to Google Maps, https://gp.powerschool.com/cgi-bin/googleMapsJSAPI_Proxy.cgi?version=3 appears. However, you may provide your server by entering your server information.

4. Click Submit.

Define District Boundaries

Once Address Management is enabled, you can then define the geographical boundary for districts of residence. The geographical boundary is captured within a single encoded polyline. The encoded polyline is made up of sets of latitude/longitude pairs marking the boundary. The sets of latitude/longitude pairs are also known as points.

1. On the start page, choose District in the main menu.
2. Click Districts of Residence.
3. Click New to create a new district of residence.
4. Enter District ID, District Name, and Sort Order information.
5. Do one of the following:
   • If you have an encoded polyline from another system, click Paste Encoded Polyline and enter it in the Encoded Polyline field, and proceed to Step 6.
   • If you do not have an encoded polyline from another system, click Draw Boundary.

6. Edit information as needed:

   Field	Description
   Search	Enter the address of the district or school and click Search. The map refreshes centered on the address.
   Latitude	The latitude coordinates for each point on the map and in the Point List appear when selected. Up to 14 decimals may be entered.
   Longitude	The longitude coordinates for each point on the map and in the Point List appear when selected. Up to 14 decimals may be entered.
   Point List	For each point you add to the list, the latitude, longitude, and map level appears.
   Add Point	Click on the map to place the point. You may drag the marker to adjust the location of the point. Once you are satisfied with the location of the marker, click Add Point to add as a point to the Point List. Repeat for each point of your boundary.
   Delete Selected Point	Select a point from the Point List and then click to delete the point.
   Delete All Points	Click to delete all points from the Point List.

7. Click Submit.

Define School Boundaries

Once you have defined the geographical boundary for your district, you can then define the geographical boundary for each of the schools within your district.

1. On the start page, choose School in the main menu.
2. Click Boundary.
3. Enter information.
4. Click Submit.

Work with Address Management

Export Address Data

When exporting address data, enter the following required fields to be included on the exported spreadsheet: Student_Number, First_Name, Last_Name, Geocode, and/or Mailing_Geocode. Do not use a colon or comma as the Field Delimiter. Preferably, use a tab to separate each field in the export file.

Import Address Data

When importing address data, you need to create an ASCII text file, preferably tab-delimited. Do not use a colon or comma as the field delimiter. The import spreadsheet must include the following required fields: Student_Number, First_Name, Last_Name, Geocode, and/or Mailing_Geocode. The following format must be used when entering geocode information: Lat: [coordinate], Lng: [coordinate]. For example, Lat: 41.3800231, Lng: -111.0229216.

Perform Batch Address Validation

The batch address validation process provides you with the ability to validate and update address information for multiple students all at one time that currently does not have geocodes defined. The batch address validation process may be used to validate either the primary address or the mailing address of the selected students. When validating primary addresses, a geocode is generated and associated with the student's primary address. When validating mailing addresses, a geocode is generated and associated with the student's mailing address. When performing the batch address validation process, a street, city, state, and zip code may be automatically updated if there is only one matching address that is of address-level accuracy. If there is not an address meeting these criteria, a validation exception occurs and the address appears as an exception, providing you with the opportunity to reconcile the discrepancy.

This process may take several minutes to complete. For performance reasons, it is recommended that you perform the validation process for a selected set of students rather than for all students.

1. On the start page, search for and select a group of students.

2. Click Select Function, and then choose Batch Address Validation.

3. Enter the required information.

4. Click Submit. The Batch Address Validation Results page displays a summary of the processed records and any validation exceptions, including the student's name, address, and error message. Possible error messages include:
   
   • Unknown location. Cannot find address.
   • Country level accuracy. Cannot find state.
   • State/Province level accuracy. Cannot find city.
   • County level accuracy. Cannot find street.
   • City level accuracy. Cannot find street.
   • Postal code level accuracy. Cannot find street.
   • Partial street level accuracy. Cannot find street number.
   • Intersection level accuracy. Cannot find street number.
   • Premise level accuracy. Invalid address.
5. If an exception appears, click the Name of the student to view the student’s General Demographics page where you can then reconcile the discrepancy.

Perform Batch Boundary Validation

The batch boundary validation process provides you with the ability to establish a set of students who fall within or outside of a given boundary and is based on a student's home, or primary, address. Once a set of students is identified, you can then perform several group functions with those students, such as setting the next school indicator or printing reports or form letters for a group of selected students.

This process may take several minutes to complete. For performance reasons, it is recommended that you perform the validation process for a selected set of students rather than for all students.

1. On the start page, search for and select a group of students.

2. Click Select Function, and then choose Batch Boundary Validation.

3. Enter information as needed:

4. Click Submit.

Perform Interactive Address Validation

Interactive address validation allows you to view a student's home address or mailing address on a map, providing visual confirmation of the location. If more than one address is returned by the service, such as if the city or state fields were omitted, you are provided with the opportunity to choose the correct one from a list of alternatives. Interactive address validation can also be performed when enrolling a new student.

1. On the start page, search for and select a student and choose Addresses or Demographics.

2. Enter Home Address information, including:

   Field	Description
   Geocode	The latitude/longitude pair represents the geographical location of the home address. This is read-only and is automatically generated when the address is validated or imported.

3. Enter Mailing Address information, including:

   Field	Description
   Geocode	The latitude/longitude pair represents the geographical location of the mailing address. This is read-only and is automatically generated when the address is validated or imported.

4. Click Validate next to the address for which you want to perform address validation.

5. Enter Address Validation information, including:

   Field	Description
   View Boundary	Indicate which boundary you want to view on the interactive map by choosing one of the following: Choose None Selected if you do not want to view boundaries. This is the default setting. Choose Current School to view the student’s current school’s boundaries. Choose Next School to view the student’s next school’s boundaries. Choose a district or school to view that district or school’s boundaries. This only appears when validating home addresses. Boundaries in the list appear prefixed by “in” bounds or “out” of bounds and may appear color-coded. Green indicates the address is inside the boundary. Red indicates the address is outside the boundary. Only districts or schools with defined boundaries appear.
   Student Info	The student’s Name, Address Type, Selected Address, and Geocode, if any, appear. Before clicking Accept, you must select a valid address. This can either be the original address, if valid or an alternative address.
   Alternative Address	Determine which alternative address is the best match for the student’s original address. You can use the interactive map to assist you in making that decision. Once you have determined which alternative address is the best match to the student’s original address, do one of the following: Select Full Update to update the address that appears in the Student Info section to this address, including street address, city, state, zip, and geocode. Select Partial Update to only update the city, state, zip, and geocode of the address that appears in the Student Info section. This option is useful if your school’s policy includes standards for address components, such as use “Avenue” instead of “Ave.”
   [Interactive Map]	Use the interactive map to assist you in determining which alternative address you want to select. The selected address appears as a marker on the map displaying address and geocode information.

6. Once you have identified and selected the student address you want, click Accept to accept the address.
7. Click Submit.

Report Map Errors

Google Maps gets its map data from TeleAtlas. While TeleAtlas works with over 50,000 reliable resources worldwide to make over 10,000 map improvement updates each day, it's possible that you may find an error in the map data.

Search for Students Using Geocode

To search for students based on geocode, you can use the Search Students function on the PowerSchool start page. Depending on the expression you enter, you can search for students with a geocode, students without a geocode, or a subset of either. The following table provides examples of search expressions using geocode. You may also use mailing_geocode.

1. On the start page, enter one of the following command syntaxes in Search Students:

   Field	Description
   geocode#""	All students where a value appears in Geocode field.
   grade_level=9;geocode#""	All ninth grade students where a value appears in Geocode field.
   grade_level=10;geocode#""	All tenth grade students where a value appears in Geocode field.
   grade_level=11;geocode#""	All eleventh grade students where a value appears in Geocode field.
   grade_level=12;geocode#""	All twelfth grade students where a value appears in Geocode field.
   geocode=""	All students where a value does not appear in Geocode field.
   grade_level=9;geocode=""	All ninth grade students where a value does not appear in Geocode field.
   grade_level=10;geocode=""	All tenth grade students where a value does not appear in Geocode field.
   grade_level=11;geocode=""	All eleventh grade students where a value does not appear in Geocode field.
   grade_level=12;geocode=""	All twelfth grade students where a value does not appear in Geocode field.

2. Click Search.
3. Do one of the following:
   • To work with an individual student, click the name of the student whose record you want to work with. The page displays that student's record.

   • To work with the group of students, click Select Function, and then choose a function from Group Functions.

Address Management Terminology