On Friday, June 30, 2023, the IT Department ran the End-of-Year process in PowerSchool. This process closed enrollment records for 2022-23 and created the 2023-24 enrollments for continuing students who are now “Active.”
Important information and reminders are listed below. Please share this announcement with anyone who needs to know:
- Default Term: The Term (shown in the upper right-hand corner of the screen) will default to 23-24. This change applies to PowerSchool Administrator, PowerTeacher, and the Parent/Student Portal. For PowerSchool Administrator users, if you change the Term to a prior year, please remember to change it back to 23-24 when you are done.
- When enrolling a student, the first day of enrollment at a school should be the actual first day of attendance. When scheduling a student, the first day of class must be the first day of attendance on or after the enrollment date.
- When withdrawing (dropping) a student, the last day of enrollment at a school should be the day after the last day of actual attendance. When making schedule changes, the last day of a class should be the day after the last day of actual class attendance.
- Enrollment: Schools have full access to all their 2023-24 students, including incoming students previously enrolled at other schools at the end of the 2022-23 school year. Pre-Registered students are now Active at your school. Important: Ensure that your Term is set to 23-24 before enrolling students into your school. Please refer to the Enrollment Handbook for specific instructions on enrolling new students.
- Prevent Creating Duplicate Student IDs – Before enrolling a new student, check to see if the student was previously enrolled in a San Diego Unified School. Many students already have a district ID, and a thorough search will eliminate the chance of creating duplicate enrollment and multiple student IDs for the same student. Refer to the Preventing Duplicate Student IDs Job Aid for more information.
- Incomplete Enrollments – If the student demographic page is not completed and submitted during the enrollment process, the student is not fully enrolled. To identify these students, run the Incomplete Enrollment Report, then finalize their enrollment process by completing and submitting the demographics page. To run this report, select sqlReports from the Start Page, then expand the group of Enrollment reports.
- Pre-Registered Students: Students enrolled after Monday, July 3, 2023, may initially appear as Pre-Registered in PowerSchool. An overnight process will make these students Active the next day.
- Transferring Students: Effective Monday, July 3, 2023, schools can use the District Search and Student Transfer pages to transfer active or inactive students. Please note that the last day schools can use the Transfer Active Student process is Friday, September 1, 2023. After this date, you will no longer be able to transfer a student who is active at another school. Please refer to the Enrollment Handbook for information on transferring students.
- Secondary and K-8 schools: IT has made necessary adjustments so schools using PowerScheduler may continue to do so until ready to commit their master schedule. IT sent instructions regarding the Secondary Master Schedule commit process to schools on Friday, June 2, 2023. If you have not already done so, please submit your commit dates by filling out the 2023-24 Commit Questionnaire as soon as possible.
Important: To access newly enrolled/transferred students in PowerScheduler, confirm that their Next School matches the school of enrollment and that the Next Grade matches the grade the student enrolled in for 2023-24.
- Elementary: You can now use the mass enroll scheduling function in PowerSchool to schedule students into classes for the school year 2023-24.
- Reports: Although some reports in PowerSchool under the SDUSD and SqlRports tab can produce data from prior years, most are designed to report on current data. After running the End of Year process, certain reports will not provide expected results for prior year terms. Please refer to the job aid, Running Reports After End of Year, to identify reports which will not work for prior years.
- School Setup: The following pages are accessible to Power Users at each school to prepare for the 2023-24 school year. As a reminder, these pages will be locked after September 5, 2023. This cutoff date will be earlier for sites that begin earlier than August 21, 2023.
- Bell Schedules
- Calendar Setup
- Days
- Periods
- Parent/Student Portal: Changes have been made to the PowerSchool Parent/Student Portal to prevent parents and students from seeing 2023-24 scheduling information. When your school is ready, you can re-enable the Parent/Student Portal at your school. For instructions on how to re-enable or further information about the Parent/Student Portal, please refer to the Parent and Student Portal Administration Handbook.
- Please note that the IT Department will enable the PowerSchool Parent/Student Portal on Friday, August 18, 2023, at noon, for schools that have not already done so. If necessary, schools may disable the portal again after, but please ensure access for parents and students is enabled by the first day of school.
- PowerSchool Training: Please refer to Professional Learning for upcoming PowerSchool Training and Open Labs.
- Active Directory: Student accounts will be disabled in early July for graduating seniors or students not continuing in 2023-24.
- School Finder website: The School Finder website has been updated to reflect 2023-24 as the current school year.