SchoolAdmin to PowerSchool

Last edited April 30 2019

Prerequisite: Make a search in SchoolAdmin that gets the students you want FIRST.

PART I -- Getting the data OUT of SchoolAdmin

1. Settings -> Fields & Data -> Data Export:

2. Run an export:

3. Use your search. (Choose "Since Last Export" so you don't get the same kids over again, if you've already done this before.)

4. Wait for it to finish -- refresh page every once in awhile to see. Takes a minute or two. When complete, click Download.

DON'T WORRY IF YOU HAVE TROUBLE OPENING THE DOWNLOADED FILE, it may not look right in Excel but it will still import properly to PowerSchool.

PART II -- Getting the data IN to PowerSchool

1. In PowerSchool, go to Special Functions:

2. Importing & Exporting:

3. Quick Import:

4. Select "Students" table, choose "end of line marker" = LF, choose file and select the file you exported from SA, leave the rest as-is and click "Import":

5. Check boxes for "exclude first row" and "allow update of enroll status" and click Submit:

6. Hit Submit and wait a few seconds. Ignore any red text warnings about "student already exists," that's normal and harmless (because apparently the "Since Last Export" function in SA is broken.)

PART III -- Data validation/correction

1. Click on "Pre-Enrolled (All Years)" to see all the pre-enrolled students. Visit the Custom Demographics page and sanity-check and correct the imported data where necessary.

2. IMPORTANT: For each student, be sure to visit the Transfer Info page, click the date of their current enrollment record, and:

- Set their Full-Time Equivalency to "Full Time"

- Check/set the proper state-specific entry code

- Check/set any other state-specific information as needed (District of Residence, etc.)

ANNUAL UPDATES

Before any kids can be imported for the upcoming year, create the new year in PowerSchool, then contact SchoolAdmin support to update the export file:

SchoolEntryDate

EntryDate

DistrictEntryDate

all set to first actual day of school -- 8/26/2021 for the 2021-2022 school year

FTEID

set to 656 for 2021-2022 (gets created with the new year in PS, then Bates can retrieve the number

FIXME I think they do the gradyear arithmetic automatically