2010-11 Student Emergency Information Card,
Student Information Card and Home Language Survey
Revised 09-01-10
PowerSchool Data Entry Instructions
Follow these guidelines carefully when entering student data. Initial student data has already been
entered during the enrollment process. To find a pre-enrolled student, enter /lastname into the
search box. For additional information, visit the Enrollment Procedures on the district’s website:
http://www.slcusd.org/district/departments/infoservtech/psadminresources?
category_id=enrollment&tip_id=185 (Click on the “data entry instructions” link.)
Start Page > Student Selection > Demographics
Home Address:
• Address is for the Residence (Do not enter a PO Box here. If homeless, only enter
city, state, zip.)
• DO NOT use special characters (i.e. comma, period, pound # symbol, hyphen, etc).
• Abbreviate long streets due to space limits on labels: Apt, St, Rd, Ave, Ln, Ste
• Spell out city: San Luis Obispo (not SLO)
• Use two digit abbreviation for state (i.e. CA)
Mailing Address: Follow the same guidelines listed above for address. If the mailing address is the
same as the residence, click the link Copy From Home Address.
• If mailing address includes a postal box, use this format: PO Box 1234
Home Phone: Do not use parentheses around area code. Enter with dashes i.e. 805-111-1111
Area/neighborhood: N/A
DOB: Enter MM/DD/YYYY
Federal Ethnicity and Race section:
** NEW Requirement—All Ethnicity/Race values for new students will be entered
here and not on the CALPADS Race/Ethnicity Page. Please refer to the Home
Language Survey Card for this information.
(For continuing students the Ethnicity/Race values will be migrated from the
CALPADS Race/Ethnicity Link—you do not need to do anything!)
Is the student Hispanic or Latino?: Choose the appropriate radio dial Yes, No, Ethnicity Missing
• If the box next to “Hispanic or Latino” is checked under Part I of the Ethnicity
section on the Home Language Survey Card, select “Yes”, otherwise select “No”
• If both boxes are blank, check the “Ethnicity Missing”
What is the student’s race?
• Race: Check the appropriate Race boxes according to those reported under Part II of
the Ethnicity/Race on the Home Language Survey.
• If no other races are indicated, check the Race Missing box.
Father: Enter Last, First Name
Father’s Day Phone, Employer, Home Phone: N/A
Gender: Male or Female
Graduation Year: N/A (Secondary only: Entered on Scheduling Setup page)
Guardianship and Guardian Email: N/A (Entered on Parents/ Guardian page and will
automatically populate here.)
Mother: Enter Last, First Name
Mother’s Day Phone, Employer, Home Phone: N/A
Previous Student ID and SSN: N/A
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Student Number: This is the student ID number and is populated during enrollment process. Do
not change it or a duplicate number will be created and cause problems.
Start Page > Student Selection > Parents/Guardian
Home and Mailing Address: N/A (Automatically populated from the Demographics page).
Contact 1: Custodial parent- Parents/Guardians should be entered in order of priorities starting
with the parents with whom student resides.
•
Name: First, Last Name, Relation (Select from drop down list)
•
Home Phone, Work Phone, Cell Phone, Email
•
Street, City, State, Zip (If same as student’s home address, click
“Copy Home Address” link)
•
Employer: (No special characters)
•
Receive Mailings: Check only if address is different from Mailing
Address listed above on the same page; otherwise, duplicate middle/high school
progress reports/report cards will be sent home.
•
Living With: Check if appropriate.
Continue entering through Contact 3 if appropriate. Please note: Contacts should be listed in order
of custodial parenting/priorities.
Guardianship: Enter title and full name for guardian (M M or Dr Mrs or Dr Mr). This will
automatically populate on the Demographics page.
Guardian Preferences (Previously--Parents/Guardian Automatic Email Reports / Guardian’s Email
Address): This information has been moved the Access Accounts page.
Guardian Alert Text: Enter custody and/or restraining order information. Info entered into this
box will create a silhouette symbol (
) on every student page. Anyone who can view this student
can click on the symbol and read the alert.
• Make notes in the text box for restraining order or other custody-related information.
•
Check box “Has Custody Yes” below each contact for each parent/guardian who has custody
Alert Expires: Enter date for expiration or leave default 0/0/0 if alert is ongoing.
Start Page > Student Selection > Emergency/Medical
Contact #1-3: Emergency contacts are people to contact in the absence of the parents/guardians.
• Enter Contact Name, Relationship, Phone (3 options)
• Continue entering through Contact #3, if applicable
Doctor: (i.e. Dr Tim Novak) and phone number
Dentist: N/A (not tracking any longer)
Special Medical Consideration:
• List name of medication and how often taken.
• If taken at school, how often and its purpose.
• Consent form signed by parent AND physician MUST be in cum folder.
Allergies: Fill with necessary information. List severe allergies in the Medical Alert Text as well.
Medical Alert Text: Info entered into this box will create a Caduceus symbol (
) on every
student page. Anyone who can view this student can click on the symbol and read the alert.
• Enter alert in this text box. Ex: “Student is diabetic- see nurse for insulin. Allergic to
bee stings student must take medication for two weeks. Allergic to peanuts.”
• Do not indicate “None” in this field if no alerts are necessary.
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•
If student has a Health Plan, enter basic, factual info here as well. Ex: “If stung by a
bee and student has trouble breathing, administer EpiPen. Dial 911, contact parent,
and then nurse.”
Alert Expires: Enter date if expiration needed; otherwise, default 0/0/0 if ongoing
 Note: For the student’s protection, health information should remain in
PowerSchool unless it’s noted as a temporary condition by a physician or
medical professional. The nurse can then verify with parents if condition still
exists if it comes into question. It shouldn’t be deleted until verified by the nurse.
California State Report Information: N/A
*Before clicking any page links on the CALPADS Student Information page, be
sure to hit Submit*
Start Page > Student Selection > State/Province-CA > CALPADS Student Information
Statewide Student Identifier (SSID): All SSIDs are populated by IS&T. Even if the SSID is listed
on the cum folder, do not manually enter it in PowerSchool.
Exclude from State Reporting: Leave the default No.
Student’s Legal Name: Select name suffix if applicable.
Also Known As (AKA) Name: Enter any known aliases; First, Middle and Last names (enter both
first and last)
School Mobility: Verify the information shown is correct.
• If not, Right-Click on the Transfer Info Link to open a new window that takes you to
the Transfer Info page. Click on the Current Enrollment Entry Date to correct the School
Entry Date (This date should be the first day of continuous enrollment in your school).
Be sure to Submit and close this window.
• To make a change to the School Entry Grade Level, Right-click the Modify Info page
on the left. (This should be the grade level when the student first enrolled in your school
on the School Entry Date.) Be sure to Submit and close this window.
Enrollment Status Code: Select (10) Primary enrollment.
Interdistrict Transfer Code: If student is has an Interdistrict Transfer, select “(1)Other Interdistrict
Transfer Agreement.” These students should also get an I1 entry code. Contact Valarie Harrigan
with questions.
School of Attendance NPS: N/A
Date of Birth: N/A (Automatically populated from Demographics page.)
Gender: N/A (Automatically populated from Demographics page.)
**For the next 4 entries, reference the Home Language Survey***
Birth City: If student is born outside the country, the city is not required. Do not use special
characters (including commas).
Birth State/Province: Select from the drop-down menu. (Tip: You can press the down arrow on your
keyboard to scroll through any drop-down menu in PowerSchool.)
Birth Country: Select from the drop-down menu.
• For ALL students new to the district, enter Birth Country AND Initial US School
Enrollment Date (Date field is further down the page.)
Race/Ethnicity: This information should have been previously inputted/updated on the student’s
Demographic page. If you would like to change the information now, Right-Click on
Race/Ethnicity Link and select “Open in New Window.” This will open the Demographics page in a
separate window. See data-entry directions on page 1. Be sure to submit and close the window after
data entry is complete.
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Primary Residence: Select from drop-down menu. (This replaces the 1-5 designations on Other
Information page for homeless data. )
• If no unique living arrangements are indicated on the Student Info Card, select (200)
Permanent Housing, otherwise select the appropriate residence as indicated on card.
 120 = With another family and/or relative due to economic hardship
 110 = In a hotel or motel
 130 = At a campground, in a car, etc.
 100 = In a shelter <or> Temporary foster home
 210 = In a Permanent foster home
Address Link: N/A. (Automatically populated from mailing address on both the Addresses and
Demographics pages.)
Primary Language: See Question #1, 2 or 3 on the Home Language Survey (and cross-reference
with table at the end of his handout). If any of these questions have a language that is not English,
use that language as the Primary Language. If all are English, select (00) English.
Current ELA Status: (previously was the Student’s English Proficiency field)
• IF Primary Language is 00 or 37, enter (EO) English Only.
• IF Primary Language is NOT 00 or 37, get information from Welcome Center pink
folder. (If pink folder is not available, select (TBD) To Be Determined. When
information is available, BE SURE to return and populate this field.)
Current ELA Status Start Date: Only for R-FEP, I-FEP and EL students. Enter date as follows:
• For EL students, this date will be the first date the student entered a CA school and was
identified as an English Learner. For English Learners for whom our district is their first
CA school, use the SLCUSD entry date from the pink folder.
• For EL students who are transferring to us from another CA school, and for I-FEP
students who were identified in our district, this date can be obtained from the student’s
cum folder.
• For I-FEP and RFEP students who are transferring to us from another CA school, this
date can be obtained from either the CELDT Request form or the student’s cum folder.
English Learners and Immigrant Information Link: If you wish to continue entering data on the
current page, do so. When you have completed and submitted the page, then proceed to the
CALPADS English and Immigrant Information page to enter data. If you would like to enter the
information now, Right-Click on link and select “Open in New Window.” This will open the page
in a separate window. See data-entry directions on page 5. Be sure to submit and close the window
after data entry is complete.
Initial US School Enrollment Date: See Home Language Survey for this date. This needs to be
entered for all new students, even if they were born in the United States.
Enrolled in US School less than Three Cumulative Years: This is for a student born outside the
United States or Puerto Rico.
⇒ Check this box only if date of Initial US School Enrollment is Oct. 1, 2007 or later.
Student Initial Ninth Grade Entry Year: Only for Grade 9 and above.
• If the student was enrolled in 9th grade at your school, then it would be the school
year you are enrolling them.
• If the student is enrolling in 10th grade or above, then it would be the school year
they would have been in 9th grade.
CTE Pathway Code: N/A
CTE Completer: N/A
Parent/Guardian Highest Education Level: Select education level of most educated parent or
guardian.
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Parent/Guardian Link: N/A. (IS&T will populate. This is the CALPADS Parent/Guardian page—
separate from the PowerSchool Parent/Guardian page where you have already entered data from the
Student Information Card.)
Detailed data entry instructions for the above links are listed as follows:
Start Page > Student Selection > State/Province-CA > CALPADS Race/Ethnicity
No longer applies—Data entered on Demographics page
Start Page > Student Selection > State/Province-CA > CALPADS English Learners
and Immigrant Information
(or link from Start Page>Student Selection > State/Province-CA > CALPADS Student Information)
Most of the data on this page will be automatically populated from the CALPADS Student
Information Page. Instructional Services will enter some data on this page.
o All the following fields will be automatically populated from the CALPADS Student
Information page: Primary Language, Current ELA Status, Current ELA Status Start
Date, Initial US School Enrollment Date, and Enrolled in US School less than Three
Cumulative Years.
o EL Date Enrolled: For EL students, this date will be the first date the student entered a
CA school and was identified as an English Learner. For EL’s for whom our district is
their first CA school, use the SLCUSD entry date from the pink folder. For EL’s who are
transferring to us from another CA school, this date can be obtained from the student’s
cum folder.
 For EL students, date will be the same as their Current ELA Status Start Date.
o R-FEP Date Reclassified: For RFEP students, this will be the date they are reclassified
and can be obtained from either the CELDT Request form or the student’s cum folder.
 For RFEP students, date will be the same as their Current ELA Status Start Date.
o Proficient or Advanced for ELA Code, English Learner Program, and English
Learner in US Public Schools less than 12 mos: Will be entered by Instructional
Services. Contact Rita Delkeskamp or Vicki Woehrle with EL questions.
Start Page > Student Selection > State/Province-CA > CALPADS Program Eligibility
**Different than Special Programs*** Students participating in Targeted Title I, GATE,
Migrant Education, and Special Education are tracked on this Program Eligibility page.
Special Education: Special Ed teachers are responsible for providing a list of their students and
their primary disabilities. Start date can be found in SEIS.
• Select New
• Education Program Code: Select “(144) Special Education” from the list
• Primary Disability Code: Select appropriate code.
• Education Program Membership Code: Select “(1) Eligible”
• Education Membership Program Start Date: Enter IEP start date.
• Education Membership Program End Date: Leave blank until student exits your
site.
• California Partnership Academy ID: N/A
• Hit Submit
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Baywood and Monarch Grove Only:
Title I: For Title I Targeted Assistance Programs, sites are responsible for identifying students.
• Select New
• Education Program Code: Select “(122) NCLB Title 1 Part A Basic Targeted.”
• Education Program Membership Code: Select “(3) Participating”
• Education Membership Program Start Date: Enter date enrolled in site.
• Education Membership Program End Date: Leave blank until student exits Title I.
• California Partnership Academy ID: N/A
• Hit Submit
• After Submitting, you will see the new program enrollment in the list. You now need
to enter Service Codes which match the Instruction and Support Service areas that
your site submits annually for the Consolidated Application.
• Select the blue 122 under Education Program Code or the blue *See Detail*
• Select New above Education Service Code
o Education Membership Program Start Date: Enter appropriate date
o Education Membership Program End Date: Enter appropriate date
o Education Service Code: Select appropriate code from the drop-down
o Continue adding new codes as necessary
GATE: For students identified as eligible for the Gifted and Talented Program (GATE). Contact
Ian Trejo in Student Services with GATE questions.
• Select New
• Education Program Code: Select “(127) Gifted and Talented Education (GATE).”
• Education Program Membership Code: Select “(1) Eligible”
• Education Membership Program Start Date: Enter date eligible.
• Education Membership Program End Date: N/A
• California Partnership Academy ID: N/A
• Hit Submit
Migrant Education: N/A. (Sue Borchardt will populate).
Start Page > Student Selection > Other Information
*Note: Only the following field needs to be populated on this page. This field is used to
indicate which language automated calls should sent home in an emergency (if language is
available). Since 00 (English) is the default, these only needs to be populated if it is a
language other than English:
o Secondary Language Code: See Question #4 on the Home Language Survey. Use the
language table at the end of these instructions to locate the correct 2-digit code.
Start Page > Student Selection > Custom Screens > Student Permissions
o Track Parent/Guardian permissions on this custom screen as indicated on the Student
Information card.
o The last question on this page (re: Active Military Duty) can be found on Part B of the
Parent/Guardian Information section of the Student Information Card. (FYI—your site
may not have this question on this card. If this is the case, disregard field.)
Start Page > Student Selection > Custom Screens >California School Immunization
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o Track Immunizations on this custom page.
Start Page > Student Selection > Special Programs
It’s the site’s responsibility to enroll all Special Programs students into their designated
Special Program for the following groups (if applicable at your site): SDC, Tuition Paid, and
BSF Non District (Bellevue-Santa Fe students only). See instructions:
http://slcusd.org/nmd_alternation/assets/user_files/files/Special%20Program%20Enrollment%20for
%20SDC-Speech-BSF.pdf
Final Note: Complete ALL data entry from the Emergency Information Card, Student
Information Card and Home Language Survey prior to CBEDS Day, 10/06/2010. New student
enrollment data should be completed on an ongoing basis throughout the school year.
LANGUAGE CODE TABLE
Codes
00
01
02
03
04
05
06
07
08
09
10
11
12
13
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
Language Name
English
Spanish
Vietnamese
Cantonese
Korean
Pilipino (Tagalong)
Portuguese
Mandarin (Putonghua)
Japanese
Khmer (Cambodian)
Lao
Arabic
Armenian
Burmese
Dutch
Farsi (Persian)
French
German
Greek
Chamorro (Guamanian)
Hebrew
Hindi
Hmong
Hungarian
Ilocano
Indonesian
Italian
Punjabi
Russian
Codes Continued
Language Name Continued
30
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
56
57
60
99
Samoan
Thai
Turkish
Tongan
Urdu
Cebuano (Visayan)
American Sign Language
Ukrainian
Chaozhou (Chaochow)
Pashto
Polish
Assyrian
Gujarati
Mien (Yao)
Rumanian
Taiwanese
Lahu
Marshallese
Mixteco
Khmu
Kurdish
Serbo-Croatian
Toishanese
Chaldean
Albanian
Tigrinya
Somali
Other Non-English language
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