Graduation Guidelines Reporting

Contents

Summary

CDE now requires graduation guidelines, that a secondary student has attempted for the current reporting year, be reported via the Graduation Guideline Interchange report. 

Please note that the Graduation Guideline Interchange report extracts graduation guideline data for any student in grades 9-12 for the current reporting year. CDE, however, is most interested in the 20-21 cohort (current 9th and 10th graders).

the following guidelines are required by CDE:

  • ACR (Classic Accuplacer - Reading Comprehension)
  • ACS (Classic Accuplacer - Sentence Skills)
  • ACE (Classic Accuplacer - Elementary Algebra)
  • ANR (Next-Generation Accuplacer - Reading)
  • ANW (Next-Generation Accuplacer - Writing)
  • AR (Next-Generation Accuplacer - Arithmetic)
  • QAS (Next-Generation Accuplacer - Quantitative Reasoning, Algebra, and Statistics)
  • AAF (Next-Generation Accuplacer - Advanced Algebra and Function)
  • ACT (ACT)
  • AWK (ACT WorkKeys)
  • AP (Advanced Placement)
  • ASV (ASVAB)
  • CAP (District Capstone)
  • CE (Concurrent Enrollment)
  • CRT (Industry Certificate)
  • IB (International Baccalaureate)
  • SAT (SAT)
  • COL (Collaboratively developed, standards-based performance assessment)

The guidelines noted above are derived from the following areas of PowerSchool:

Tests:

  • Accuplacer - Classic
  • Accuplacer - Next Gen
  • ACT
  • ACT WorkKeys
  • Advanced Placement (AP)
  • ASVAB
  • District Capstone
  • International Baccalaureate (IB)

  • SAT

  • Collaboratively developed, standards-based performance assessment (COL)

Course Enrollments & Stored Grades:

  • Concurrent Enrollment
  • Industry Certificate

Test Setup

To report the graduation guideline data, all applicable tests must be created in PowerSchool and scores entered at the student level.

Test Creation

  1. On the Start page, select District Setup.
  2. Click Tests, then New.
  3. Create all tests that a student in your district may take. 
    • The Name, Type, or Description values do not matter. Tests that are to be reported in the Graduation Guidelines report are mapped to the applicable CDE specified test via a field that becomes available in an upcoming release.

Note:
  • Only tests that a student can take while in your district need to be created.
Test Score Creation

Once the necessary tests have been created, create the Test Scores:

  1. On the Start page, select District Setup.
  2. Click Tests, select Edit Scores for the applicable test, then click New.
  3. Create scores for the given test
    • The test score Name, Sort Order, and Description do not matter. Test Scores are mapped through the CDE Graduation Guideline Benchmark field to indicate whether that score represents the English or the Math score that is reported in the Graduation Guidelines report.
    • Accuplacer test scores need to be mapped to one of the following three values as opposed to simply English or Math:
      • Reading Comprehension
      • Sentence Skills
      • Elementary Algebra

Entering Test Scores

Test scores can be entered manually at the student level or via import.

Manual Entry

To manually enter scores for a student:

  1. On the Start Page, select the student, then click Test Results.
  2. Select the desired test from the drop-down list of created tests and click Submit.
  3. Enter the date the student took the test, select the appropriate Term and enter the student’s Grade level. Enter the student’s scores for each of the defined Test Scores and click Submit.

Note:
  • Ensure the scores are entered into the Score field that is specified in the District Test Setup for that test.
  • The Grade level and Date values are utilized by the report when determining which test scores to pull.

Importing Test Scores

Follow the Importing Test Scores instructions from the community to execute a successful import.

Note: A single import file MUST be done per Test.
Building the Import File

  • Download the example Test Score Import file from the Importing Test Scores article.
  • Create the necessary Test Score column headers: In the example, Test Score Import txt file, notice that there are three columns each for Composite, Math, Reading, and Science scores (Composite_1, Composite_2 & Composite_3 for example).
  • These column names need to reflect the Test Score Name created for that Test and the Score field that the scores will be imported into.
    • The _1, _2, and _3 at the end of each Test Score Name pertain to the three different Score fields that are visible when manually entering a test score for a student:
      • Use _1 to import a numeric score
      • Use _2 to import a percent score
      • Use _3 to import an alpha score

    • For example, if you wanted to import a numeric score for the Math test score, the column header would be: Math_1
    • If you wanted to import an alpha score for the Science test score, the column header would be: Science_3

Populating the Import File

    • The first column (ID) is the student’s internal ID. You need to populate the student’s internal ID only if you are using this column as the student identifier instead of the studentnumber (column 2).

    • The second column (Student Number) will be the student’s locally assigned student number (Students.Student_Number). You can use this column as a student identifier in lieu of the student’s internal ID (column 1). 

    • The third column (Test Date) will be the date the student took the test. The date value must be in the current reporting year to be extracted in the report output).

    • The fourth column (Grade Level) should reflect the student’s grade level when they took the test. The grade level value must be in the 9-12 range to be extracted by the report.

The score columns will be dependent on the Test Scores that were created for a given test and which score field they’re being reported into. It is critical that the scores are imported into the score field that was identified at the Test level.

Importing the Import File

Note: It is highly recommended that prior to importing the entire file, you attempt the import with a single student. Doing this will allow you to easily verify that the import process was successful and that the data is correct in PowerSchool. 

  1. On the Start page, select Special Functions.
  2. Click Importing & Exporting, click Quick Import, then Test Results.
  3. Select your Test Score Import file and select Import.
  4. Select the Test you are importing scores for and select Submit.
  5. Map the fields in the import file to the fields in PowerSchool:
    1. Score fields will need to be mapped manually.
    2. When mapping these fields, remember the following:
      1. _1 correlates to a numeric score
      2. _2 correlates to a percent score
      3. _3 correlates to an alpha score
  6. Select the Exclude checkbox to exclude the first row.
  7. Click Submit.
  8. Navigate to the Start Page and select the student you tested the import with. 
  9. Verify the test score displays as expected and that the score is in the correct field.

Course & Stored Grade Setup for Concurrent Enrollment (CE) & Industry Certification (CRT) Guidelines

Note: For both record types (CE & CRT), Grades in the applicable grade scales must have the Graduation Guideline Grade Category set in the grade scale, at the district level.

  • Path: Start Page -> District Setup -> Grade Scales -> Select the pencil icon next to the applicable Grade Scale
  • Map each applicable grade to the correct Graduation Guideline Score value.

Concurrent Enrollment (CE) Required Setup

  • Student must have the Post Secondary Program field set to 02 (Concurrent Enrollment)
    • Path: Start Page -> Select Student -> State / Province CO -> Post Secondary Enrollment
  • Applicable Course/Sections must have the Course Level field set to C (College Level Course Section)
    • Path: Start Page -> School Setup -> Sections -> Select Course -> Select Section

      Note: For all sections under a certain course, the course level field can be utilized. If NOT all sections under a course are college level, use the section level flag to identify the applicable sections.

Industry Certification (CRT) Required Setup

Note: Industry Certification guidelines can be tracked via courses and stored grades OR they can be tracked as tests.

If these guidelines are being tracked via courses and stored grades:

  • Student must have the Industry Certificate Student field selected
    • Path: Start Page -> Select Student -> State / Province CO -> Grad info

Applicable Course/Sections must have the Industry Certification Course field checked

  • Path: Start Page -> School Setup -> Sections -> Select Course -> Select Section

    Note: For all sections under a certain course, the course level field can be utilized. If NOT all sections under a course are college level, use the section level flag to identify the applicable sections.

The report will then look for a stored grade record for the designated Industry Certification course the student is enrolled in and report the mapped Graduation Guideline Score value.