Which schools do users belong to

PowerSchool sends a staff file that has multiple uses. It's used to automatically create accounts and connect them to the corresponding PowerSchool user and it's used in most schools as a source of the All Staff (sync) list. Districts that use it for the All Staff (sync) list often populate subset lists for each school off of this source list. But how does that happen when a user is part of multiple schools?

What do each of the school list fields mean?

The first field in the staff export is a school list field. We only need 1 but there are several options

• SchoolList_Admin - Any school the user can switch to in the Admin Access and Roles tab as long as the user can still log into the admin portal
• SchoolList_Teacher - Any school the user has in the Teachers and Affiliations tab as long as the user is still active in that school and the "Sign in to PowerTeacher" box is checked.
  ** They do not need an actual username/password
• SchoolList: Any school the user has in the Teachers and Affiliations tab AND any school the user can switch to in the Admin Access and Roles tab as long as the user is still active in that school.
• SchoolList_All - Any school the user has in the Teachers and Affiliations tab AND any school the user can switch to in the Admin Access and Roles tab even if the user is no longer active in the school.
• SchoolList_Inactive - Any school the user had access to but is no longer active in
• SchoolList_Autosend - Mimics what AutoSend would send. All schools in the Teachers and Affiliations tab as long as the user is still active in that school PLUS the users home school. If the "Sign in to PowerTeacher" box is unchecked it will only send the home school.
• SchoolIDList versions of each of those

What is the difference between the SchoolList and SchoolIDList versions?

SchoolList versions are identical to their SchoolIDList versions except SchoolList will use school abbreviations for each school and SchoolIDList will use the school number.

How do I change the schools that a user is placed in?

Once you know which field PowerSchool is sending there are 2 ways to change which schools a staff member belongs to

1. Change the field being sent. If you move from the SchoolList_AutoSend to SchoolList, for example, you'll change what schools get sent for each user. The subset lists will be updated after that new data is imported, likely overnight
2. Alter the data in the staff record to match what you want following the rules based on the field you are using.

Ex: If you are using SchoolList_AutoSend but you are only getting DO and but you want to also get that the user is a member of HS in the admin side. The user doesn't log into PT ever.

Option 1: You switch to SchoolList. This will continue to give you all the teacher schools, but now will also give you all the admin schools as well

Option 2: You add HS as school in the Teachers and Affiliations tab. The user doesn't have to actually log into PT ever, just having the record and having it be active will be enough to replicate what AutoSend did.

Option 3: You add HS to the Teacher and Affiliations tab and make it the home school. Then you can remove district option from the Teachers and Affiliations tab. This will make it so the export no longer includes the user in the district office list. This can be important if we are automatically creating your user accounts as it will default to the home school UNLESS District is available, then it always picks district office.