This is a somewhat lengthy process, and you’ll be visiting several students pages to get all the information into the system. After the student is enrolled into the system, the left hand sidebar is considered the student screen pages.
Step 1: Enroll a New Student
Open PowerSchool administrator portal (https://min201.powerschool.com/admin)
Log in using your computer username / password
Navigate to your school using the school menu if it's not your home school.
Confirm that you are enrolling the student in the correct term.
If you are enrolling a student for the 2018-2019 school year, then make sure your term is set to 18-19.
Under People, click “Enroll New Student”
Student Information Block:
If the student doesn’t have a middle name, leave the field blank, for now.
If a student is a 3-year old, then the grade is PK3. If a student is a 4-year old, then grade is PK4.
Grade level is the grade that the student will be when the student becomes active.
Illinois State Information Block - If the student’s home school is different than the serving school or if the student is receiving services through the Coop you’ll need to enter in the RCDTS #s (attached on the next page). Otherwise, you can totally skip this block and leave these fields blank as the system will auto fill in the home school RCDTS #.
If a student has an IEP - then you’ll also want to check the box. This will allow the SPED office to see who has an IEP and who they need to collect information for.
School Name
RCDTS #
School Name
RCDTS #
Aux Sable Elementary
240322010042004
Gardner Grade School
24032072C042001
Jones Elementary
240322010042005
River’s Edge Academy
240321010616100
Minooka Elementary
240322010042001
White Oaks Elementary
240320540022004
Minooka Intermediate
240322010042002
Allendale Association
34049000600000
Minooka Junior High
240322010041002
Braceville Elementary
240320750022001
Minooka Primary Center
240322010043001
Camelot – Kankakee Campus
050160270000218
Walnut Trails Elementary
240322010042003
Camelot Therapeutic – Naperville Campus
050160270000049
Grundy County Spec Educ CoOp
240321010616100
Center for Disability Services
560990227000042
Minooka High School – REACH
240321110160001
Easter Seals – Intensive
150160077000216
Coal City Early Childhood Center
240320010262005
Easter Seals Therapeutic
150160077000070
Coal City Elementary
240320010262003
Elim Christian School – Day
070160081000108
Coal City Intermediate
240320010262004
Elim Christian School – Intensive
070160081000147
Coal City Middle School
240320010261002
Elim Christian School – Pathways
070160081000350
Mazon Verona Kinsman Elementary
24032002C022001
Acacia Academy
060160002000012
Saratoga Elementary School
24032060C042001
Guiding Light Academy Int
190220110000363
Premier Academy Morris
240000000009301
Oakwood Schools
07016113A022002
Prairie Point Elementary School
240473080262011
S.E.A.L. South
190220282000197
Thompson Instructional Center
560990860053003
Traughber Jr High
240473080261002
Budlong Elementary School - CPS
150162990252101
MacNeal School
060160143000015
Information for Family Match:
If we enter anything in these search fields then it needs to be in the correct format or spelled correctly.
Home Address
Press submit and congratulations. The student has been enrolled into the system. But we’re still missing a whole lot of information!
Tip: If you get an error about the FTE cannot be null, then enter in “1.00” (full day) or “0.50” (half day) into the Percent Day Attended (PDA) in the IL state block.
Before we can add any more information to the student, we need to find the student first in order to edit their information.
If the enrollment date is in the future, then you’ll need to include a “/”.
For example, I’m searching for Jane Doe, and her enrollment date is in the future. If I searched for “Doe” in the search bar, I’d type “Doe” to get a list of all active students whose last names begin with Doe. By adding the “/” before the last name (meaning search bar now reads “/Doe”), you’ll get a list of all active, inactive or future students.
When looking at these screens, several have checkboxes. An unchecked checkbox is equivalent to “No”, while a checked checkbox is equivalent to “Yes”. This is most noticeable for those areas of the state reporting.
Step 2: Adding a Mailing Address
Click on “Addresses” from the left side.
If the mailing address is same as the home address (that we just input), then click the “Copy from Home Address”.
If the mailing address is different than the home address, then enter in the mailing address.
Submit your changes.
Step 3: Adding demographics information for the student
Click on Demographics on the left hand side.
Scroll down to the “Federal Ethnicity and Race” block
Enter in the values for ethnicity and race. These are the federal/state reporting options.
If a student is Hispanic, then check Yes or No. If other races are indicated, mark them as needed. If they are 100% Hispanic, then leave the race box alone and just mark Yes for Hispanic.
The system is smart enough to know if you chose No for Hispanic but chose White and Asian, it will autopopulate it as 2 or more races automagically.
Submit any changes made.
Step 4: Adding Minooka 201 Custom Information
If the options do not apply to you, then leave it blank.
Click on Custom Screens on the left.
Click on Custom Demographics on the left
Choose the appropriate values of the fields displayed.
When done, hit submit.
When done, click on Custom Medical on the left.
Choose the appropriate Y/N value for emergency medical release
Hit submit
Click on Custom Transportation on the left.
Enter in the information for the student regarding their pickup.
Hit submit when done.
Click on Permission Slips on the left.
Enter in the signed permission slips Y/N values as deemed appropriate.
Click Submit when done.
To navigate back to the normal student screens, at the top on the left click “Student Screens”
Step 5: Adding state specific information
When dealing with the state screens, an unchecked checkbox means “No”. A checked checkbox means “Yes”
Click on State/Province - IL on the left hand side
Click on the “Demo” tab to enter in student specific demographics that the State requires.
In box #1, enter in the State Information Student Number assigned by the state if known
In box #7, enter in the mother’s maiden name - with no special characters (‘, -, ., etc.)
In box #11 - enter in the birthplace of the student with no commas and 1 space between words (IE: Chicago IL)
In box #16, enter in the student’s home language Tip to quickly enter English as the language, type “EE” in the box and it’ll give you English.
In box #17, enter in the student’s native language code. This ideally should be the same as box 16. Tip to quickly enter English as the language, type “EE” in the box and it’ll give you English.
In box #18, if the student is considered homeless, then check the box. If not, leave the box unchecked.
In box #21 - if a member of the student’s family is part of the armed forces or full time national guard, check it
Click submit when finished.
Have a student that wasn’t born in the US? Enter it into the birth country field.
Click on Immigrant tab, box #8, click on the codes button and choose the appropriate country.
Have a student that is a “Jr”, “2nd” or “3rd” as part of the last name? Enter just the last name (without the suffix) on the demographics page. On the IL state Page for a student > Demographics > Lineage (box #6).
Step 6: Setup promoting values
Click on Scheduling Setup (under scheduling heading) on the left. It's all the way at the bottom on the left side.
Take notice of the term in the upper right corner.
Enter in next year grade
If a 3 year old, then grade is -2; If a 4-year old, then grade is -1; if grade is K then grade is 0; if grade is 1-8, then its the numerical value 1-8
If we are enrolling a student for the upcoming school year, and its before the July rollover, then the next year grade is the grade the student will be when he becomes active.
If we are enrolling a student for the upcoming school year and its after the July rollover, then the next year grade is the grade the student will be at the end of the upcoming school year (meaning current year + 1).
If an 8th grader, then next year is grade 99
Examples:
We’re pre-registered a 7th grade student for the 2018-2019 school year. The current term is 2017-2018. Enter in next year grade as 7th grade.
We’re enrolling a 5th grade student for the 2018-2019 school year. The current term is 2018-2019. Enter in the next year grade as 6th grade (for 2019-2020 school year).
Check the box of “Schedule this student”. This is extremely important for 4th - 8th graders because if this box isn’t checked, then the student doesn’t appear in the scheduling module.
Year of graduation = year that they will graduate 8th grade.
Next school indicator = if promoted, what is their next school that they’ll be going to?
If we are enrolling a student for the upcoming school year, and its before the July rollover, then the next year grade is the school the student will be at when he becomes active.
If we are enrolling a student for the upcoming school year and its after the July rollover, then the next school is the grade the student will be at the end of the upcoming school year
If an 8th grader, then next school is Graduated Students
Examples:
We’re pre-registered a 4th grade student for the 2018-2019 school year at WT. The current term is 2017-2018. Enter in next year school as WT.
We’re enrolling a 4th grade student for the 2018-2019 school year at WT. The current term is 2018-2019. Enter in the next year school as MIS.
Submit when completed.
Step 7: Adding contacts and emergency to the student(s):
You will want to search for the contact to make sure that the contact doesn’t exist in the system already. If it does, then you’ll skip to 4B.
Click on Contacts on the left side from the student’s screens.
Click Add.
Search for the contact in the system.
Important to uncheck “Show Access Accounts”. This will let you search for ALL ACTIVE and INACTIVE accounts in the system.
Why would we need inactive accounts? This will let us preserve old data that may not be current or applicable anymore. However, you wouldn’t want to just delete this information as this allows us to keep it should there be a need for it.
If the contact doesn’t exist in the system, click on New Contact.
Enter in the first, and last name, gender, and employer for the contact. At the minimum last name, and first name are required.
The contact should already be associated with the student you are adding contacts to. However, if in the case that its not, click the add students button.
Search for the student. If the student’s entry date is a future date, then add the “/” before the last name.
Place a check in the box to the left of the student, which will associate (after saving) the contact with the student.
Also, select the relationship to the student
Repeat the process of adding student and related relationships to the contact.
With the contact now associated with at least one student, click the pencil to edit the student’s specific relationship with that contact.
If the contact is already associated with the student you are adding the contact to, then you may need to edit the student’s contact information by clicking the pencil icon of the student’s row.
Have a contact that doesn’t have custody? Don’t check the custody checkmark. You’ll also probably want to add a guardian alert so other admins and teachers can see that the student has a guardian alert (more in step 8).
These relationship flags/checkmarks for the relationship eliminates the previous “Non Custodial Father” vs ‘Father” relationship.
For example: Its possible to have a student with 2 fathers except one has custody and the other doesn’t have custody of the student. :-)
You’ll want to choose the relationship that the contact has with the student.
It is also highly recommended to mark the original contact type. Note, these are limited so if its not there then don’t worry. Its highly recommended for mother, father and at least 1 emergency contact.
Hit Ok on the fly out menu.
With the contact now associated with at least one student, it's now time to add phone number(s) for that contact. It's important to note that only 1 phone number will show on the main page of student’s contact.
Click Add Phone.
Select the appropriate type of the phone (work, cell, house, etc.). This is not a required field so if unknown don’t worry.
Enter in the phone number in the format: xxx-xxx-xxxx.
Select if it accepts SMS.
Hit Save to save the phone number.
Repeat for all the associated phone numbers.
With the contact now having (possibly) multiple phone numbers, you should change the order in which the parent wants to call (if they have a preference). Use the Up/down arrows to the left of the phone number to change the order.
Now add the contact’s email address(es).
Click Add Email
Choose ‘Current’ if its the current email address.
Enter in the email address for the contact.
Hit Save.
Repeat above for the contact’s email addresses.
Now let’s add the contact’s address(es), if known.
Click Add Address.
Enter in the type (if known). This is not a required field so if unknown don’t worry.
Enter in the address for the contact.
Click Save.
Repeat the process for all known contact addresses
Submit when done. Repeat this process of searching and creating contacts (& emergency contacts) for the student. If a contact shares multiple students, you might find it easier to add a contact and then add the relationships that they may have.
Step 8: Adding Custody/Call Preferences Alerts
If in the case where a parent wants to be called first, or a “do not release to father” type of situation. You could put it in the notes for the contact, but no one (teachers or other administrators) will be able to easily see that information as they would need to drill into the specific contact. Alerts however will show up in an easy spot and on every student screen.
Click on Student Alerts on the left hand side.
If the student has a guardian alert (IE: contact mother first or do not release to father) enter in the text in the guardian alert. The alert will show until the expiration date. To never have the alert expire, leave the date field blank.
Once the alert is saved, click on the icon to get more details regarding the contact and specific alert.
To confirm that you have entered all the student’s contacts, you may need to search for the student again. To navigate back to the “search for a student”, click on the Start Page (or the PowerSchool logo). To search for an inactive student, you may need to add the “/” in the search bar.
For example, I’m searching for Jane Doe, and her enrollment date is in the future. If I searched for “Doe” in the search bar, I’d type “Doe” to get a list of all active students whose last names begin with Doe. By adding the “/” before the last name (meaning search bar now reads “/Doe”), you’ll get a list of all active, inactive or future students.
Step 9: Adding Misc. Other Information
Click on “Modify Info” on the left
Copy the student ID (with NO spaces after it) number into the “Lunch ID”
Enter in the student’s date into the district in the “District Entry Date”.
[MIS only] If the team is known that the student will be on, choose it from the dropdown.
[MIS/JH only] Assigning a locker use the Locker Info student screen.
