Extracting Immunization Records From PowerSchool

VaccinationsWith a large majority of student tables being available to front end users via DDE/DDA in PowerSchool, there may come a time when you will require an extraction of Health Vaccinations only to find that the tables are not available to you through DDE/DDA! (As of version 7.7)  And worse off, Reportworks only provides limited display options.  ODBC to the rescue!

If you are not familiar with Open Database Connectivity(ODBC), then you will need to contact your system administrator to grant you access and is usually a straightforward process.  Using SQL queries will now grant you access to the following Health related tables not available through DDE:

  • HealthGradeLevel
  • HealthImmExempt
  • HealthImmSource
  • HealthMainStudRec
  • HealthOfficeVisit
  • HealthScreenChngDetail
  • HealthScreenLookup
  • HealthScreenWaiver
  • HealthStudChngDetail
  • HealthStudChngRsn
  • HealthStudDoseRec (<= Vaccination doses stored here!)
  • HealthStudGradeLevel
  • HealthStudHearing
  • HealthStudImmRec
  • HealthStudOral
  • HealthStudScolio
  • HealthStudTB
  • HealthStudVision
  • HealthVaccine
  • HealthVitalSigns

A simple sql query of Vaccination doses such as the one below can help to pull this information out of PowerSchool and into your own tool for migration, analysis or backup!

Students.Student_Number as STUDENT_NUMBER_1,
Healthvaccine.vaccinename as VACCINATION_NAME_2,
Healthvaccine.vaccinecode as VACCINATION_CODE_3,
Healthstuddoserec.DateAdministered as DATE_ADMINISTERED_4
WHERE Healthstuddoserec.DateAdministered IS NOT NULL

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Updating Report Cards (i.e. not object reports)

As you are finalizing your semester, be sure to update your report cards in PowerSchool so that the right grade/GPA and teacher comments are pulled.

To update your report card, navigate to: home page > system reports > setup > report cards > click the report card you want to modify.

Printed Report Title: did you know you can use HTML tags in the title of your report? For example, if you want to display not only the report card title but also the school address, this is what you can type:

<b>Report Card Name</b> <BR> <center> 1000 Street, City, State Zip 111-111-1111 </center>

Next, make sure you update the store code for the grades, comments and percent as shown in the picture. We used Y1 since we are reporting yearlong grades. Use “S2” for Semester 2 grades only. Don’t forget to submit!





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PowerSchool End of Year Preparation

It’s that time of the year again, another school cycle almost closing! Administrators, on top of your busy schedules preparing graduations, report cards, and containing the joy of another summer coming, you should start preparing for the End of Year (EOY) in PowerSchool.

For those of you staff members who are new to PowerSchool, there are some things you need to start collecting or documenting now so that, come the right time, you are ready to run the EOY process in PowerSchool. The EOY process in PowerSchool “archives” your current school year, promotes/retains students, moves graduated students to the Graduated School, and creates the new term for the upcoming school year.

Before running the EOY process, however, you must have the following documents ready to go:

2013-2014 School Calendar (You really only need the first and last day of school)

  • A list of students who are being retained, demoted (does that happen still?), and graduating
  • A list of students who will not be returning to your school next year, and if possible, the school they will be attending next year
  • Finally, you’ll want to decide how you want to keep or delete any Fees and Meal Transactions and Activities, if any of these were used
  • If you are using PowerScheduler, you should commit the schedule to the live side

Stay tuned for the next steps in End of Year Process!

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CALPADS End Of Year (EOY) Schedule And Spring Cleaning!

CALPADS Downtime!

CALPADS will be doing some fairly major upgrades over the summer.  While I am sure that the updates will only surprise and delight, it does require that some consideration be taken when planning your CALPADS EOY report submissions.  The entire system will be down from June 27th evening to July 15th morning.  That is two weeks for you to focus on other things, but if your plan was to focus on CALPADS you had better create a backup!  We know it may be hard for some schools that end in late June, but we are recommending that you target to have certification level 2 completed by June 26th to avoid being caught up in unforeseen bugs from the updates or a possible delay to the PowerSchool EOY/BOY (End Of Year/Beginning Of Year) process that may be pushed back due to the CALPADS downtime.  If the June 26th target is not met, there are still 17 days after the system is back online to finish.

Spring 1 Cleaning!

The CALPADS 13-14 calendar is now online and confirm the absence of Spring 1 for next school year.  While that may translate to a lot of saved time in data gathering and submissions, be mindful of the reporting impact that this may have on your school.  It remains to be seen how this will actually play out, but it looks like EL and FEP counts will be shifted to Fall 1, changing the schedule of the reported numbers for your LEA.  The best thing that you can do is to talk with your finance team and the person responsible for language assessment and reclassification to see how this next year may be impacted.

Spring 1 State/Federal Data Usage 2012-2013

  • State – DataQuest (EL and FEP Counts, and SNOR)
  • State – Economic Impact Aid (EIA) Program
  • Federal – NCLB Title III Limited English Proficiency Program
  • Federal – NCLB Title III Immigrant Program (SNOR)
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Hello DataDriven Community!

DataDriven For Schools has undergone some updates that will make it easier and faster for us to push out all of those tips and updates that you have gotten to read about when it comes to PowerSchool, CALPADS, Reports, etc.  If you have not already subscribed to our Blog feed, be sure to do so now because there are lots of new posts that will be coming your way.

We have received a lot of great feedback via email from our readers and we are now happy to announce that comments are now live on all previous and future blog posts!  Have something to add to our post?  Comment!  Want to say hi?  Comment!  Of course traditional channels are still always open for those that prefer more private channels of communication.

We are excited about what our DataDriven community is doing for schools and we can’t wait to hear from you!


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