Demographics

Here are some tips to use our most frequently-used page most effectively.

Data Entry Standards

  • Remove all punctuation.

Using apostrophes, periods, commas, hyphens, etc. creates issues within our Food Service software, user login creation, etc. So, please remember to:

      • Spell out all abbreviations. (Example: Type Street instead of St. and NH instead of N.H.)
      • Remove punctuation from names. (Example: Type OHara instead of O'Hara, or Johnson Smith instead of Johnson-Smith.)
      • Don't use commas in locations. (Example: Type Brentwood NH instead of Brentwood, NH)
  • Don't write comments in parent contact or parent information fields

These fields are not confidential. Transcripts, mailing labels, and student forms include them, and can be painful when seen by families.

      • Remove all indications of parent status in all contact fields (Example: Delete all information such as "deceased," "incarcerated," etc. )
      • Always enter administrative reminders in the Alerts section instead.
  • Don't type multiple email addresses in one field

This field is used for several automatic functions, and must contain only one entry. Fortunately, a future update to PowerSchool will have unlimited fields for contact information (timing of update TBD).

      • Remove multiple addresses in this field if you see them. (Example: "momathome@gmail.com, dadatwork@comcast.net")

Year of Graduation

This field is used for creating many items. Please try to ensure this is correct when you enter it. Do not leave it back.

  • Use the student's birth date and ask when the child will be 5 years old for kindergarten.
  • It may be helpful to keep a list of applicable years and dates on your computer

Note: The "Original Grad Year" field is only used by the High School. Never change the username in Access Accounts.

Race and Ethnicity

Student Race section: Choose up to 5.

Ethnicity: Choose only 1.

Don't worry if your single ethnicity choice is not an accurate reflection of the student. The DOE determines true ethnicity by combining all race selections with the ethnicity sections, resulting in a more comprehensive numeric formula. Since this is only for data collection and statistics, the formula is what the DOE needs for reporting.

What's the difference?

Ethnicity refers to cultural affiliations, and race is often based on appearance. When in doubt, ask a parent. Also know that the high school will often use PowerSchool to verify these fields for scholarships and other demographics-based opportunities.

Parent 1 and Parent 2

Parent 1= For consistency, this is typically mother, if applicable.

Parent 2= For consistency, this is typically father, if applicable.

Alerts

Alerts can be entered to clarify custody arrangements, SPED status, medical issues, ESOL class enrollment, etc.

  1. Select student
  2. On left, select Custom Screens
  3. At bottom, click All Alerts
  4. Enter information in appropriate category.
  5. Click Submit

This creates an icon beside the student's name. To view the alert for a student, click the icon beside the name.

Email Accounts

Students must have the following to obtain an email account:

  • Students under 13 years old: Google Permission Slip signed by parent (scan and send to Carrie)
  • Students over 13 years old: do not need a permission slip

School Messenger

This is our alert system to notify parents of emergencies, communicate newsletters, etc. Here is how to enter parent info:

  • Email addresses
  • Home phone
  • Primary AlertNow Phone Number

Note: The Second Primary AlertNow Number does is currently disabled, but we are looking into enabling it. Enter the information if you have it.


What if the parent is not receiving messages?

Email Carrie to resolve issues. Emails can become blocked in PowerSchool.

Court Orders

  • You must have paperwork in hand to fill in this information.
  • Enter an alert in Custom Screens > All Alerts > Guardian Alerts.
  • Enter an expiration date if included (ie Restraining Order).


Notes:

  1. Restraining Orders (TRO): It's a good idea to set a reminder on your calendar and contact the parent on that date to confirm the status of the order.
  2. Divorced Parents/Custody Arrangements: You may want to ask for the Education section of their parenting plan and explain this is purely for security reasons. Remember that this document must be kept in their permanent folder so that it can be given to the next school.
  3. Custody Books: According to the DOE, there should be a copy of all information in the student's permanent file.