Tips and Tricks for anAccurate

Pupil Count

Laura Siek

Greenville Public Schools

One More Thing to Learn?

Don’t re-invent the wheel!

Quick Easy Steps

• Cheat Sheet

• PowerSchool

• Microsoft Excel- formulas- auto filter- pivot tables

• Access database- import- export

BE PRO-ACTIVE

• Use PowerSchool to the extent possible and make changes at the source file level BEFORE creating XML file.

• XML = Extremely Maddening Language

Power School Cheat Sheet

A year’s worth of experience – free!

Identifying fields with Missing Data

/gender=

/ back slash yields results for students who are current AND students who are inactive

MSDS will reject files with missing data!

Power School Quick Export

Start Page > Special Functions > Importing & Exporting > Quick Export ***Power School Quick Export

*** breadcrumbs

Identifying fields with Incorrect Data Using Excel

Selected fields to export:Student_NumberFirst_nameLast_nameSchoolIDEnrollment_SchoolID

=IF(D6=E6,"OK","Problem")

Student Number

First Name Last Name School ID Enrollment School ID

Results

11111111 John Doe 1234 4567 Problem

Before Each Count

STUDENT FIELD VALUE ***

Clear prior 10/30 day rule field values

Mass change field values (operating district)

Delete FTE for students who exited the district

*** valuable for changing multiple students

List Students in Power School

• Homeless students

• Foreign Exchange students

• Non-Resident students

• SNE – Supplemental Nutrition students

• LEP – Limited English Proficient

• Migrant students

• Special Education students

List Students in Power School

Start Page: Homeless #

List Students in Power School

Select a function for this group of students: List Students

List Students in Power School

*count will number your students for you

List Students in Power School

Right click / Copy / Paste into Word document

Power School Reports

• General Collection Validation Report

• Official Enrollment Student Roster

• MI SRSD Extract

• 75% Attendance Report

• MI General Collection – generates xml file

Power School Reports

Tips and Tricks

= Equals (first_name=Jamaal)< Is less than (grade_level<11)> Is greater than (grade_level>3)<= Is less than or equal to (grade_level<=10)>= Is greater than or equal to (grade_level>=4)# Does not equal football# (football is not blank)In - Value is present in the field (last_name in yang,holt)Contains - value is contained in the field

(street contains maple)@Wildcard (first_name=jacq@)*as_of=00/00/0000

Tips and Tricks

Multiple Selections

Use a comma between criteria, a semi-colon between fields.

Grade_level in 9,11;gender=f

Tips and Tricks

Excel Tips

=IF(A2=B2,”OK”,”Problem”

=LEFT(A1,3)

=RIGHT(A1,3)

=CONCATENATE(A1,” “,B1)

I LOVE MY JOB!