Managing Attendance Exceptions in PowerSchool

This guide outlines the process for enrolling students in the Attendance Exceptions program in PowerSchool SIS. This designation is crucial for ensuring that students with valid reasons for extended absences (such as hospitalization or incarceration) are not unfairly flagged on chronic absence intervention trackers.

Prerequisites

• Access to the PowerSchool SIS admin portal for your region.
• List of student ID numbers for whom you need to add an exception.
• Clearly defined entry and exit dates for the exception period.

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Method 1: Individual Student Entry

Use this method when you only need to update a single student's record.

1. Search for the student: On the PowerSchool SIS Start Page (admin side), enter the student’s number in the search bar.
2. Select the student: Click on the student's name from the search results to open their profile.
3. Navigate to Student Programs: In the left-hand navigation menu, go to Courses and Programs > Student Programs.
4. Verify existing records: Before creating a new entry, check the list to ensure the student does not already have an "Attendance Exceptions" enrollment for the current school year. Multiple records for the same period can cause data issues.
5. Create a new enrollment: Click the New button.
6. Fill in enrollment details:
   • Comment: Leave blank.
   • Entry Date: Select the first day the student should be removed from the chronic absenteeism tracker.
   • Exit Date: Select the last day the exception should apply.
   • Exit Reason: Leave blank.
   • Program: Select Attendance Exceptions from the drop-down menu.
7. Submit: Click Submit. You will see a confirmation message, and the new program will appear in the student's list.

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Method 2: Mass Assigning Attendance Exceptions

Use this method to apply the same entry and exit dates to multiple students simultaneously.

1. Select multiple students: On the Start Page, click the MultiSelect button. Paste the list of student ID numbers into the text box.
   • Tip: Uncheck "Include Inactive Students" to avoid adding exceptions for students who have already transferred out.
2. Open Mass Assign menu: Below the list of selected students, click the Functions icon (the arrow next to the "Select By Hand" button) and choose Mass Assign Student Programs.
3. Enter program details:
   • Program: Select Attendance Exceptions.
   • Entry Date: Select the common start date for the exception.
   • Exit Date: Select the common end date for the exception.
   • Exit Code/Comment: Leave these fields blank.
4. Submit: Click Submit. This will apply the exception to all students in your current selection.

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Editing or Deleting an Exception

1. Navigate to the student’s Student Programs page (see Method 1, Steps 1-3).
2. Click on the Entry Date of the "Attendance Exceptions" record you wish to modify.
3. To edit, update the fields and click Submit.
4. To remove the record entirely, click Delete, then click Confirm Delete.

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Verifying Exceptions in Tableau

Changes made in PowerSchool SIS will be reflected in the CA Intervention Tracker in Tableau the following morning.

1. Navigate to the CA Intervention Tracker dashboard.
2. Locate the Is Att Exception? filter.
   • No (Default): Shows only students who are NOT currently in the Attendance Exceptions program.
   • Yes: Shows only students who have a current Attendance Exception (where today’s date falls between their entry and exit dates).
3. Click Apply to update the completion rollups and student rosters.

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Important Notes & Reminders

• Data Integrity: Always check for existing records before adding new ones to prevent data conflicts.
• Policy Compliance: The "Attendance Exceptions" status has very specific criteria. Always consult with your MDSO before adding a student to this program.
• System Sync: Remember that Tableau data updates overnight. You will not see your PowerSchool changes in Tableau until the next day.