PowerSchool Handbook
English Learner Version 3.1
May 28, 2019
PowerSchool PowerSchool EL Handbook Page 2
Copyright 2019, San Diego Unified School District. All rights reserved.
This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this
publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without written
permission of San Diego Unified School District, Integrated Technology Support Services (ITSS), 4100 Normal St, San Diego, CA 92103
PowerSchool PowerSchool EL Handbook Page 3
Table of Contents Part 1: Office of Language Acquisition ....................................................................................................... 5
Contacts .................................................................................................................................................. 6
EL Process Overview ............................................................................................................................. 7
Part 2: Process a New Student ...................................................................................................................... 8
Record the Initial Parent Notification ..................................................................................................... 9
Proficiency and Programs Information ................................................................................................ 10
Summative ELPAC Performance Level ........................................................................................ 10
Initial ELPAC Performance Level ................................................................................................. 11
Record Primary Language Assessment ................................................................................................ 12
Part 3: Additional EL Information .............................................................................................................. 14
Enter Parent Request ............................................................................................................................. 15
Enter a single Parent Request ........................................................................................................ 15
Mass Enter Parent Requests ........................................................................................................... 16
Identifying SIFE Students .................................................................................................................... 17
SIFE (Students with Interrupted Formal Education) ..................................................................... 17
Reclassification .................................................................................................................................... 18
Parent Notification ......................................................................................................................... 18
Follow-Up Monitoring ................................................................................................................... 18
Part 4: EL Reports ....................................................................................................................................... 20
SIFE: Students with Interrupted Formal Education ............................................................................. 21
EL Students - Pending Testing ............................................................................................................. 22
EL Students – Requiring Follow-Up .................................................................................................... 23
EL Students – Less than 12mo Enrollment in the US .......................................................................... 24
Performance Level Counts - Initial ...................................................................................................... 26
Performance Level Counts – Summative ............................................................................................. 27
Home Language Survey Information Report ....................................................................................... 28
Missing Home Language Survey Report ............................................................................................. 30
EL Student Roster Report ..................................................................................................................... 32
PowerSchool PowerSchool EL Handbook Page 4
Special Program Class Roster .............................................................................................................. 33
Special Programs – EL, Gate, Special Ed ............................................................................................ 36
Special Programs – English Learners ................................................................................................... 37
Part 5: Exporting PowerSchool Data to Excel ............................................................................................ 38
Exporting to Excel: Basics ................................................................................................................... 39
PowerSchool PowerSchool EL Handbook Page 5
Part 1:
Office of
Language
Acquisition
PowerSchool PowerSchool EL Handbook Page 6
Contacts
For information related to second language programs or policies, contact the Office of Language
Acquisition (OLA).
Main General Phone: (619)-725-7264
Bonnie Doherty (619)-725-7268 [email protected]
Nevada Allen (619)-725-7283 [email protected]
Claire Arias-Kassir (619)-725-7278 [email protected]
PowerSchool PowerSchool EL Handbook Page 7
EL Process Overview
A Home Language Survey (HLS) must be completed during the process of enrolling a student who is new
to the district. Each student should have one (and only one) HLS on file that reflects the grade level and
approximate date of his/her initial enrollment in the district. Students who are new to the state of
California and whose Home Language Survey indicates a language other than English for questions 1, 2
or 4 must take the Initial English Language Proficiency Assessments for California (ELPAC). The
Initial ELPAC raw scores need to be entered in TOMS in the Local Scoring Tool (LST). This test must be
given within 30 calendar days of the first day of enrollment in the district.
The results of the Initial ELPAC are used to determine an initial Overall English Performance Level
(OPL). The following levels are currently used:
Novice
Intermediate
Initially Fluent English Proficient (IFEP)
The LST will automatically calculate the OPL based upon the test results entered by the EL Site
Coordinator. Based on the initial OPL, each student must be placed in an appropriate program. If a
student's initial proficiency level is high enough they are designated Initially Fluent English Proficient (I-
FEP). English Learner program and services are not required. All parents must be notified of the results of
the Initial ELPAC testing and the initial OPL assigned to the student within the 30 day timeline.
Students are tested annually with the Summative ELPAC to monitor the progress of English language
acquisition and to establish a current OPL. An EL student is expected to advance by one performance
level each year. The initial OPL stays constant, but the current and expected OPL will change over time.
Once a student's current OPL reaches Level 4, the student may be eligible for designation as Reclassified
Fluent English Proficient (R-FEP) based on a number of criteria. Such students are placed in a “regular”
English program and are subject to follow-up monitoring reviews.
The PowerSchool English Learner pages track and display data for:
EL test scores – CELDT (historical), Initial ELPAC and Summative ELPAC
Student English Learner placement
Documenting parent notifications
Entering information about a Primary Language Assessment
Recording a parent request for Alternative Bilingual or Dual Language education
Monitoring reclassified students for scheduled reviews
Determining SIFE status
PowerSchool PowerSchool EL Handbook Page 8
Part 2:
Process a
New Student
PowerSchool PowerSchool EL Handbook Page 9
Record the Initial Parent Notification
Parents of newly enrolled students must be informed of English language test results, primary language
assessment results (if applicable), and instructional program placement. After notifying a student’s
parent/guardian, the notification date and method of communication must be recorded in PowerSchool.
1. From the Start Page in PowerSchool, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click Proficiency and Programs tab.
4. Enter the Initial Parent Notification date. Click on the calendar and select appropriate date or
use the convention (MM/DD/YYYY) to type in date.
5. From the drop-down, choose the Method of Notification.
6. Click Submit.
PowerSchool PowerSchool EL Handbook Page 10
Proficiency and Programs Information
Students who are new to the state of California and whose Home Language Survey indicates a language
other than English for questions 1, 2, or 4 AND who are obtaining a California Statewide Student
Identifier (SSID) must take the Initial ELPAC. The Initial ELPAC raw scores must be entered into the
Local Scoring Tool (LST) via TOMS. After entering initial scores into the LST, these scores and student
status will be uploaded by the district central office.
If an EL student is transferring from a district within California, their EL scores and status are imported
from TOMS into Proficiency and Programs on the English Learner page in PowerSchool.
Summative ELPAC Performance Level
1. From the Start Page in PowerSchool, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click Proficiency and Programs tab.
PowerSchool PowerSchool EL Handbook Page 11
Initial ELPAC Performance Level
1. From the Start Page in PowerSchool, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click Proficiency and Programs tab
4. Expand Initial ELPAC Performance Level.
PowerSchool PowerSchool EL Handbook Page 12
Record Primary Language Assessment
In addition to taking the Initial ELPAC, some newly enrolled students identified as English learners are
further assessed. For example, if the Initial ELPAC indicates the student is an English learner and the
student has Spanish as the home language, the student must be tested for proficiency in Spanish. The
assessment data needs to be entered in the Primary Language Information Assessment tab.
1. From the Start Page in PowerSchool, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click Primary Language Assessment tab.
4. Depending on the child’s Primary Language, enter information in one of the three areas:
Enter the Date the Primary Language Informal Assessment was given, if applicable to this
language.
If the child’s primary language is Spanish, enter the Spanish IPT information: Date and
competency Level of the Oral.
Enter the Date the SDOAI was given and the Designation, if applicable to this language.
PowerSchool PowerSchool EL Handbook Page 13
5. Click Submit to save the information.
6. You will receive notification that the changes have been recorded.
Click the Back button to return to the English Learner screen.
Note: If you have made an error with any of your data entry, please contact the Office of Language
Acquisition.
PowerSchool PowerSchool EL Handbook Page 14
Part 3:
Additional EL
Information
PowerSchool PowerSchool EL Handbook Page 15
Enter Parent Request
Schools are required to enter information from the Language Acquisition Program Options Request form
into PowerSchool.
Enter a single Parent Request
1. From the Start Page in PowerSchool, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click Parent Request tab.
4. Click Add.
5. Complete the data fields for the New Parent Request. When you are finished, click Create
Request. The data you entered will be visible on the Proficiency and Programs screen.
PowerSchool PowerSchool EL Handbook Page 16
Mass Enter Parent Requests
1. From the Start Page in PowerSchool, make your Current Student Selection of desired students.
2. Click the Select Function dropdown arrow, and under Functions select Mass Parent Request.
3. Enter the effective date and requested instructional setting. School year will default to current
year.
4. Click Create Mass Request.
PowerSchool PowerSchool EL Handbook Page 17
Identifying SIFE Students
SIFE (Students with Interrupted Formal Education)
During the initial ELPAC assessment of EL students, the EL Coordinator conducts a survey (that varies
by grade level) to determine whether the student is to be designated as a “newcomer” (i.e., has an OPL of
Beginning and is new to the United States and has limited experience in a formal school environment
and is in grades 4-12).
1. From the Start Page in PowerSchool, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click SIFE tab.
4. Check the box(s) that apply to the student.
5. Enter the Date of SIFE Determination, if applicable. See note below.
Note: If at least 4 of the 5 boxes are checked, the student is considered a Newcomer and the date
field will allow you to enter a date. If less than 4 boxes are checked, you may still save the data
but the student is not considered a SIFE and the date field is not enabled.
6. Then click Submit.
Note: If you have any questions or need data corrected, please contact the Office of Language
Acquisition.
PowerSchool PowerSchool EL Handbook Page 18
Reclassification
Parent Notification
When an English learner meets all criteria for reclassification, sites submit the completed Reclassification
Profile form to the Office of Language Acquisition for approval. If approved, department personnel will
enter the approval information into PowerSchool and return a copy of the approved Reclassification
Profile to the site. The English Learner status will display RFEP (Reclassified Fluent English
Proficient) as the student’s current OPL.
Parents of newly reclassified students must be notified regarding the change in status to RFEP. The date
on which the “Parent Notification of Reclassification” letter is sent needs to be entered in the
Reclassification tab.
1. From the Start Page, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click Reclassification tab.
4. The Office of Language Acquisition enters reclassification data which is available for viewing on
this page.
5. The EL Coordinator will be able to add Parent Notification of Reclassification and the Method of
Notification. Click Submit to save changes.
Follow-Up Monitoring
PowerSchool automatically calculates six scheduled dates over a 48 month time period for reclassified
students. School sites must use the Follow-Up section on the on the Reclassification tab to record follow-
up reviews for reclassified students. State law requires a minimum of six follow-up reviews, conducted at
approximately eight-month intervals after a student is reclassified to ensure satisfactory progression.
PowerSchool PowerSchool EL Handbook Page 19
Remember: You cannot enter follow-up information for a student who has not been reclassified. Your
site cannot reclassify a student using the English Learner page. If you believe that your student should be
reclassified, please submit the appropriate paperwork to the Office of Language Acquisition for approval.
1. From the Start Page, select a student name.
2. In the student menu, under Information, select English Learner.
3. Click Reclassification tab.
The Office of Language Acquisition enters reclassification data which is available for viewing on
this page.
4. To enter Follow-Up information, click the pencil icon.
5. Use drop-downs to display selection options for Outcome and Actions. Click on the calendar to
indicate Outcome Date. Click Submit.
PowerSchool PowerSchool EL Handbook Page 20
Part 4:
EL Reports
PowerSchool PowerSchool EL Handbook Page 21
SIFE: Students with Interrupted Formal Education
This report will show actively enrolled English Learners identified as students with interrupted formal
education.
To run the EL Students – SIFE report:
1. From the Start Page, click System Reports.
2. Click sqlReports 4 tab. Click English Learner to expand. Select EL Students - SIFE.
3. Select No to run for the whole school. Select Yes to run for your current student selection.
4. Click Submit.
5. The report results display. Use the headers to sort column data by clicking on the header name.
Select a blue tile option to quickly print or export the report data. You may also make the students
your current student selection.
PowerSchool PowerSchool EL Handbook Page 22
EL Students - Pending Testing
This report lists students who have a language other than English recorded as the Primary language and
do not have a CELDT or ELPAC Test Score entered in PowerSchool.
To run the EL Students- Pending Testing report:
1. From the Start Page, click System Reports.
2. Click sqlReports 4 tab. Click English Learner to expand. Select EL Students - Pending
Testing report.
3. If you would like to run the report for the entire school population, leave the default to No. If you
would like to run for your current student selection, change the drop-down to Yes.
4. Click Submit.
5. The report results display. Use the headers to sort column data by clicking on the header name.
Select a blue tile option to quickly print or export the report data. You may also make the students
your current student selection.
PowerSchool PowerSchool EL Handbook Page 23
EL Students – Requiring Follow-Up
This report will show English Learners requiring reclassification follow-up.
To run the EL Students – Requiring Follow-Up report:
1. From the Start Page, click System Reports.
2. Click sqlReports 4 tab. Click English Learner to expand. Select EL Students-Requiring
Follow-Up.
3. Enter the date range and select Yes or No to Run for the Selected Students.
4. Click Submit.
5. The report results display. Use the headers to sort column data by clicking on the header name.
Select a blue tile option to quickly print or export the report data. You may also make the students
your current student selection.
PowerSchool PowerSchool EL Handbook Page 24
EL Students – Less than 12mo Enrollment in the
US
This report will identify English Learner students who have been enrolled less than 12 months in the US,
for the purpose of CAASPP testing.
1. From the Start Page in PowerSchool, click System Reports
2. Click sqlReports 4 tab.
3. Click English Learner to expand and select EL Students-Less than 12mo Enrollment in the
US.
PowerSchool PowerSchool EL Handbook Page 25
4. Enter the search date for the report and click submit.
5. The report results display. Use the headers to sort column data by clicking on the header name.
Select a blue tile option to quickly print or export the report data. You may also make the students
your current student selection.
PowerSchool PowerSchool EL Handbook Page 26
Performance Level Counts - Initial
This report provides current performance level counts based on the ELPAC Initial Assessment for all
active English Learner students for your site.
1. From the Start Page in PowerSchool, click System Reports.
2. Click sqlReports 4 tab.
6. Click English Learner to expand and select Performance level Counts – Initial.
7. View your report data.
PowerSchool PowerSchool EL Handbook Page 27
Performance Level Counts – Summative
This report provides current performance level counts based on the ELPAC Summative Assessment for
all active English Learner students.
1. From the Start Page in PowerSchool, click System Reports.
2. Click sqlReports 4 tab.
3. Click English Learner to expand and select Performance level Counts – Summative.
Click Submit.
8. View your report data.
PowerSchool PowerSchool EL Handbook Page 28
Home Language Survey Information Report
This report will show Home Language Survey information for actively enrolled students.
1. From the Start Page in PowerSchool, click System Reports.
2. Click sqlReports 4 tab.
3. Click Enrollment to expand and select Home Language Survey Information.
4. Click Submit.
PowerSchool PowerSchool EL Handbook Page 29
5. The report results display. Use the headers to sort column data by clicking on the header name.
Select a blue tile option to quickly print or export the report data. You may also make the students
your current student selection.
PowerSchool PowerSchool EL Handbook Page 30
Missing Home Language Survey Report
This report will show students at your school who are missing Home Language Survey information.
1. From the Start Page in PowerSchool, click System Reports.
2. Click sqlReports 4 tab.
3. Scroll down to the Enrollment section and select Missing Home Language Survey.
PowerSchool PowerSchool EL Handbook Page 31
4. Click Submit.
5. The report results display. Use the headers to sort column data by clicking on the header name.
Select a blue tile option to quickly print or export the report data. You may also make the students
your current student selection.
PowerSchool PowerSchool EL Handbook Page 32
EL Student Roster Report
The EL Student Roster Report provides a list of EL students and includes the following information:
Student Number
Student Name
Grade Level
Proficiency Level
Primary Language
Years Enrolled in the district
EL Program Instructional Setting
To run the EL Student Roster Report:
1. From the Start Page in PowerSchool, click System Reports.
2. On the System tab, scroll to the bottom of the page. Under Student Listings, select EL Student
Roster Report.
3. You may adjust the Report Preferences if you choose. To select particular performance levels,
hold the Ctrl button + left click mouse. Then click Submit.
4. The EL Student Roster Report will open.
PowerSchool PowerSchool EL Handbook Page 33
Special Program Class Roster
The Special Program Class Roster (PDF) provides a student listing by course/section showing student
special program enrollment(s).
To run the Special Program Class Roster (PDF):
1. From the Start Page, click System Reports.
2. From the System tab, scroll to the bottom of the page. Under Student Listings, select Class
Rosters (PDF).
3. The Class Rosters page opens. Click the Load Report drop-down and select Special Programs
Roster.
4. Now the Special Program Class Roster opens.
PowerSchool PowerSchool EL Handbook Page 34
5. The Class Rosters (PDF) opens in a new tab with printing instructions in red text. See sample
view:
6. To print, click File in the top left of your screen and select Print Preview.
PowerSchool PowerSchool EL Handbook Page 35
7. At the top of the page, click Page Setup. Click Margins & Header/Footer tab. Set all headers
and footers to BLANK. Click OK to complete.
8. Click Print.
PowerSchool PowerSchool EL Handbook Page 36
Special Programs – EL, Gate, Special Ed
The Special Programs – EL, Gate, Special Ed report provides a list of actively enrolled students at your
school in one or more of the following programs: English Learner, Gate, or Special Education.
To run the Special Programs – EL, Gate, Special Ed report:
1. From the Start Page, click System Reports.
2. Click sqlReports 4 tab and expand Enrollment reports. Select Special Programs – EL, Gate
Special Ed report.
If you would like to run the report for the entire school population, leave the default to No. If you
would like to run for your current student selection, change the drop-down to Yes.
3. Click Submit.
4. The report results display. The last column contains Special Programs listed for students. Use the
headers to sort column data by clicking on the header name. Select a blue tile option to quickly
print or export the report data. You may also make the students your current student selection.
PowerSchool PowerSchool EL Handbook Page 37
Special Programs – English Learners
The Special Programs – English Learners report provides a list of actively enrolled students at your
school whom are designated English Learners.
To run the Special Programs – English Learners:
1. From the Start Page, under Reports, click System Reports.
2. Click sqlReports 4 tab and scroll to Enrollment and select Special Programs – English
Learners.
If you would like to run the report for the entire school population, leave the default to No. If you
would like to run for your current student selection, change the drop-down to Yes.
3. Click Submit.
4. The report results display. The last column contains Special Programs listed for students. Use the
headers to sort column data by clicking on the header name. Select a blue tile option to quickly
print or export the report data. You may also make the students your current student selection.
PowerSchool PowerSchool EL Handbook Page 38
Part 5:
Exporting
PowerSchool
Data to Excel
PowerSchool PowerSchool EL Handbook Page 39
Exporting to Excel: Basics
PowerSchool data and reports are designed to conveniently export to Excel. Many reports have a Copy
button which is a fast, easy way to copy a report. If the copy button is not available, you can always
highlight and copy (Ctrl + C), then paste (Ctrl + V) the data into Excel with the following directions.
Please follow the sample to understand the basics of exporting to Excel:
1. On the Start Page in PowerSchool, select System Reports.
2. Select the sqlReports 4 tab.
3. Select the desired report (in this example, we selected Special Programs - English Learners).
4. Select Yes or No to run for your Current Student Selection. Click Submit.
5. Click the Copy button. Then click OK in the pop-up.
If the report view does not have a Copy button, highlight (left click and drag the cursor) the text
beginning with the column headers down to the bottom of the report. Then Ctrl + C to copy.
PowerSchool PowerSchool EL Handbook Page 40
6. Open a new Excel spreadsheet.
(If this is your first time accessing Excel on your computer, your Programs should have Microsoft
Office where you will find Excel. Ask a friend or call the Help Desk if you have issues finding
it.)
7. Right click on the first cell and select Paste Special.
8. Select Text.
PowerSchool PowerSchool EL Handbook Page 41
9. Easily and quickly format your data. First, click in the corner between cells A and 1. Second,
slowly put your cursor between cells A and B. Your cursor will become a bold line with an arrow.
When your cursor displays this, double click. You will notice all the cells now fit your data.
10. To add a filter to the columns, click on the number 1 cell. This highlights the entire row of
column names. Then click the drop-down Sort & Filter.
PowerSchool PowerSchool EL Handbook Page 42
11. Click filter.
12. Each column header cell now contains a drop-down to display column content. When you click
on the sort drop-down, you have options to sort smallest to largest, or largest to smallest. You
may also use the check boxes to select particular pieces of data to display.