zOld - Setting up Weekly Low Grade Exports - Manual Method

Schools are constantly trying to find ways to involve parents/guardians with student's progress. Report cards come only a few times a year and they report on the past. Keeping parents informed when there are potential problems helps improve student performance. One way schools can keep parents informed before the report cards is weekly low grades notifications. These notifications tell parents when their student is struggling in a course and can be used to prompt action.

Setting up Weekly Low Grade exports

The export should be set up in DEM from District Office. For information on getting to DEM read Getting to Data Export Manager (DEM)

1. Category = Additional Data Sets
2. Export From = BrightArrow Grading - Search by Store Code
3. Fields -> Select the fields in this specific order
   1. School_Abbreviation
   2. Student_Number
   3. StudentPers_Guid
   4. StudentFName
   5. StudentLName
   6. Grade_Level
   7. Enroll_Status
   8. Server_Date -> Date/time in Seattle WA at the time of export. Used when needing to verify the information was exported today
   9. StoreCode
   10. StoreCode_Start_Date
   11. StoreCode_End_Date
   12. Percent
   13. Letter_Grade
   14. PointsPossible
   15. Course_Name
   16. Course_Number
   17. Teacher
   18. Optional:
       1. Section_Number
       2. TeacherEmail
       3. School_Name
       4. School_Phone
4. Click Next
   
5. First filter
   1. Filter By: StoreCode_Start_Date
   2. Value: < From Date of Export - 0 (this is saying the date is the same as the export date)
6. Second filter (Click + to add new row)
1. Filter By: StoreCode_End_Date
2. Value: > From Date of Export - 0 (this is saying the date is the same as the export date)
7. Third filter (Click + to add new row)
1. Filter By: Percent
2. Value: < 70 (use your percent cutoff)
8. Fourth filter (Click + to add new row)
1. Filter By: StoreCode
2. Value: Contains Q (use the first letter of the storecodes you want to look use.
9. Additional Optional Filters
   1. PointsPossible > 0 -> Exclude grades that have no possible score yet
10. Click Next
    Note: Before the next section becomes editable the entire template must run. This is not a quick process and the larger your district the longer this will take.
    
11. Export File Name = low_grades.txt
12. Line Delimiter = CR/LF
13. Character Set = UTF-8
14. Click Save Template
    
15. Name = BrightArrow - Low Grades
16. Click Save as New
    
17. Switch to the My Templates tab
18. Find the row for the new template and click the calendar button to schedule this template. If you do not see the calendar button or the Scheduled System Templates tab you don't have permission to schedule exports. For more information on that read Enabling DEM Scheduling
    
19. Days to Execute = Pick a day to run. Thursdays give a chance to notify before the weekend in case there is extra work that can be done
20. When to Execute = pick a time 5 to 10 minutes before you want the message to go out. There needs to be some processing time for PowerSchool to generate the file and send it to us. If you want the message to go at 10:10am then export at 10:00am.
21. Send Output To = BrightArrow
22. Email Completion Report To (optional) = your email or an email to keep a record of if the export and file transfer was successful or if it failed. 
23. Click Save
    
24. Your export will go at the scheduled time and day(s). To send a copy now so that we can get started setting up the import of the file you can click the Send Now button which looks like the Play button from DVD player
25. Let us know that the file is ready so that we can set up your import