zOld - Setting up Missing Assignment Exports - Manual Method

Students sometimes forget to turn in assignments. In PowerTeacher Pro teachers can check a box to indicate that the assignment is missing. Schools can also choose to send reminders of missing assignments on a periodic basis. We recommend sending them weekly and ideally not on the last day of the week so that students can be reminded to bring materials home to complete the task rather than be notified after they've already left school for the weekend.

Assumptions

  • The Exclude All option is not selected for the student
  • The Exclude from Missing Assignments exports is not selected for the student
  • Gradebook is PowerTeacher Pro
  • Assignment is not due in the future
  • Assignment was due within the timeframe as set up in the BrightArrow Settings > Filters > Lookup Rules tab > Grading tab
    • Only the "How far back" filter is used in this PowerQuery. The rest apply to the BrightArrow Missing Assignments - from Filter PowerQuery which came later. This has been left as is for schools who already had something set up.
    • Each school can have different settings. If one school uses semesters and another uses quarters both can be accommodated. 

Setting up Missing Assignment 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 Missing Assignments
  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. isAbsent
    10. isCollected
    11. isExempt
    12. isIncomplete
    13. isLate
    14. isMissing
    15. Assignment
    16. DueDate
    17. Course_Name
    18. Teacher
    19. Optional:
      1. ScorePoints
      2. TeacherEmail
      3. School_Name
      4. School_Phone
      5. School_Principal
      6. School_Principal_Email
      7. School_Principal_Phone
  4. Click Next
  5. First filter
    1. Filter By: Enroll_Status
    2. Value: = 0 -> Only current students, no need to send missing assignment notifications to students who left
  6. Second filter (Click + to add new row)
    1. Filter By: isMissing
    2. Value: Checked
  7. Third filter (Click + to add new row)
    1. Filter By: isAbsent
    2. Value: Unchecked -> only include if absent checkbox is not checked. Omit this if they should count either way.
  8. Fourth filter (Click + to add new row)
    1. Filter By: isCollected
    2. Value: Unchecked -> only include if collected checkbox is not checked. Omit this if they should count either way.
  9. Fifth filter (Click + to add new row)
    1. Filter By:  isExempt
    2. Value: Unchecked -> only include if exempt checkbox is not checked. Omit this if they should count either way.
  10. Sixth filter (Click + to add new row)
    1. Filter By: isIncomplete
    2. Value: Unchecked -> only include if incomplete checkbox is not checked. Omit this if they should count either way.
  11. Seventh filter (Click + to add new row)
    1. Filter By: isLate
    2. Value: Unchecked -> only include if iate checkbox is not checked. Omit this if they should count either way.
  12. Additional Optional Filters
    1. ScorePoints = 0 -> Exclude grades that have a score. Are they really missing if they've been scored?
  13. 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.
  14. Export File Name = missing_assignments.txt
  15. Line Delimiter = CR/LF
  16. Character Set = UTF-8
  17. Click Save Template
  18. Name = BrightArrow - Missing Assignments
  19. Click Save as New
  20. Switch to the My Templates tab
  21. 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
  22. Days to Execute = Pick a day to run. Thursdays give a chance to notify before the weekend to bring home any materials that might be needed to complete the work
  23. 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.
  24. Send Output To = BrightArrow
  25. 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. 
  26. Click Save
  27. 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
  28. Let us know that the file is ready so that we can set up your import
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