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[d] What do I need to know if I am using the integration with PowerSchool SIS v10.1+?

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Q: What do I need to know if I am using the PowerSchool SIS integration with PowerSchool v10.1?

A: If you are considering, or are already set up with, the PowerSchool SIS integration, it is important to review the following information. If you are using v10.0.x or lower please refer to this article.

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Overview

  • Data Imports: Users, Classes and Rosters will automatically be imported from Powerschool SIS into PowerSchool Learning.  
  • Import Frequency: Data imports are scheduled to take place once per day.
  • Parents: By default, parent accounts are imported with all user accounts. As a domain administrator, you have the option to exclude them if you would prefer.
  • Co-teachers: Good news! Co-teachers will now be imported along with your class roster. 
  • Authentication: With PowerSchool SIS 10.1 or higher, students and teachers can log into PowerSchool Learning via SSO links from the SIS web portal or from PowerTeacher Pro
  • Attendance Push: This is not available in the integration.
  • Grade Push: Yes, you can push Gradebook scores from PowerSchool Learning to PowerSchool SIS.  With PowerSchool SIS 8.2 or higher, teachers will be able to write grades from PowerSchool Learning to PowerTeacher Gradebook. With PowerSchool SIS 10.1 or higher, teachers will be able to write grades to PowerTeacher Gradebook or PowerTeacher Pro. 
  • Grade Push Frequency: Immediate.
  • Grade Pull: No. Any scores that are edited or changed in PowerTeacher will not be synced back into PowerSchool Learning. Any scores that are edited or changed in PowerSchool Learning will overwrite the existing score in PowerTeacher.

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Important Considerations

  • To take advantage of the integration, you will need PowerSchool SIS version 10.1 or higher.
  • In addition, you will need to have a valid SSL installed on your PowerSchool server in order for the connection between PowerSchool Learning and PowerSchool SIS to work via the API. Information on setting up SSL for PowerSchool is available in KB 72483 Installation Guide for PowerSchool 8.x:  https://support.powerschool.com/article/72483
  • You will also need to set a page size of at least 100 under the Data Configuration settings for the PowerSchool Learning plugin.
  • Generally speaking, it's easiest to change your data integration setup between school years, but in some cases it's possible to switch between terms or semesters. We strongly recommend against changing your integrations setup during the school year. Most of the time, this means changing Import IDs for your existing users and classes. That can be very time consuming and is especially difficult to do for classes that are currently in use. As a result, it's better to wait until you have some extra time and are free to create entirely new classes with entirely new Import IDs.
  • Note that if you're not currently importing Classes or Rosters and if your users have Google or Office 365 IDs (which make it easier to assign users new Import IDs) it may be possible to change to a new integration method during the school year. In any case, if you're planning any changes to your data integration processes, please contact us via the Help Menu in your PowerSchool Learning account.
  • If you are using Google Apps for Education or Office 365, it's important to make sure that your users' Google IDs/O365 emails are in the appropriate email field in PowerSchool, which you can check by viewing the student and teacher mapping below. Having the Google IDs/O365 emails in the right place will make it a lot easier to get your users their new Import IDs.
  • If you are not using Google Apps for Education or Office 365, you will need to help us map your new Import IDs onto your old users. This is because the Import IDs in your live domain will be different from the Import IDs from PowerSchool and we won't be able to use the Google/Office 365 ID to make the mapping automatic.
  • In either case, your Integrations Advisor will help you transition your accounts to the PowerSchool SIS integration. You can contact your Integrations Advisor by submitting a help request under Help > Help Center in your PowerSchool Learning account.

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Configuring the PowerSchool SIS integration

You will need to complete the following steps:

  1. Log into PowerSchool as an Admin.
  2. In PowerSchool SIS, once you've upgraded to version 10.1 or higher, there is a new PowerSchool Learning plugin included by default. An admin can find this plugin in the management listing under District Level :: Setup :: System :: Server :: System Settings :: Plugin Management Configuration :: PowerSchool Learning :: Check to Enable.
    The plugin is called "PowerSchool Learning" and will have a version of 1.0.17 or higher.
    Check the box next and choose "Enable" to make the plugin active. Once it's enabled click on "PowerSchool Learning" and click "Data Provider Configuration" to find the new Client ID and Client Secret for this plugin. Provide the following to PowerSchool Learning so we can configure your integration: 

    • Client ID
    • Client Secret
    • Admin URL
  3. Once your Integrations Advisor replies back to confirm the integration is set, login to PowerSchool Learning as an Admin.

  4. In Learning, go to Open Manage Domain :: PowerSchool Config. Select the School(s) that you want to import data from, and set the Import Start Year. If you want to import data for the 2016-2017 school year this should be set to 2016. Save these changes. 

  5. To enable the SSO from PowerSchool SIS, please see the instructions below to complete these two steps.
  6. If you want the gradebook integration, Open Manage Domain :: Grade Push Config and click to Enable each Organization. If an import has not yet been run, or new schools are added to the import after this is configured you may need to return to this screen once an import is complete to enable this feature for new Organizations. Once this is complete imported classes (and those linked to imported classes) will be able to send their Gradable items and Scores to the associated class in PowerSchool.

  7. If you would like to exclude Parent accounts, navigate to Manage Domain :: PowerSchool Config :: Check "Ignore Parents from SIS."
  • As a fail safe for this integration type, once a user is set to use Google Apps or Office 365 SSO authentication in PowerSchool Learning, their authentication type can only be adjusted manually.  If a user is not automatically set to this authentication type via the import, the user can be set manually from within your domain, and following imports will not change their authentication type.

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Configuring SSO with PowerTeacher Pro & PowerSchool Learning:

Step 1 (in PowerSchool SIS): In order to enable SSO from PowerTeacher Pro into PowerSchool Learning, Admins will need to configure their System > System SettingsPlugin Management Configuration in PowerSchool SIS. Select the PowerSchool Learning link > Single Sign-On Settings.

When the integration is first enabled, there are a couple of generic fields:

  • Relying Party Host: lms.powerschool.com
  • Relying Party Port: 8888

This must be changed to:

  • Relying Party Host: yourschooldomain.learning.powerschool.com
  • Relying Party Port: 443

Step 2 (in Learning): a member of your PowerSchool Learning admin team will have to make a small update to your Domain Settings to allow people to navigate from a Learning class to PowerTeacher Pro using the Apps > PowerTeacher menu. Please note you will not be able to do this until your integration advisor has the PowerSchool integration setup, as per step 3 under Configuring PowerSchool Integration.

  1. Head over to Domain Control
  2. Select Manage Domain > Settings
  3. Choose the PowerSchool SIS host field
  4. Enter the URL for your PowerSchool SIS without the "https://" (ie. yourschool.powerschool.com)

That's all there is to it!

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PowerSchool Learning Domain Settings

  • A PowerSchool Learning Integration Team member will help configure your import settings, including the following details:
  • Make sure the “Autogenerate usernames at time of import” option is turned on while using the Powerschool SIS Integration (through the Manage Domain > Settings > General tab). Checking this option will ensure that an imported user without a username or Google Apps or Office 365 email address will not fail to be imported.  If the user fails and is the owner of a class, roster and class creation will also fail. This setting acts as a failsafe for users who do not have a username stored in Powerschool SIS.

 

  • Passwords are not passed via the Powerschool SIS Integration.  PowerSchool Learning can set default passwords for you.  Be sure to check the option reads: "Imported passwords are temporary" prior to running an import if you would like imported passwords to be temporary.  This option can be adjusted through the Manage Domain > Settings > Users area.

 

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Updating Schools and Import Start Year

As a Domain Administrator, you can choose which Schools will be brought into your PowerSchool Learning domain, as well as which Import Start Year will be used.  To edit these options, select PowerSchool Config through the Manage Domain menu. Please note you will not be able to do this until your integration advisor has the PowerSchool integration setup, as per step 3 under Configuring PowerSchool Integration.

Select the schools you would like to import through the multi-select field provided, and the Import Start Year through the drop-down menu. Select Refresh Cached Values if additional Schools or School Years have been added to PowerSchool SIS recently. 

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Troubleshooting

If you are running into issues with the PowerSchool integration, try setting your Administrator account in PowerSchool SIS to be in Security Group 9.

 

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Mapping

Student Mappings

PowerSchool Learning Values Powerschool SIS API Attribute Path PowerSchool SIS Database Column
external_id student/id Students.DCID
first_name student/name/first_name Students.First_Name
middle_init   
last_name student/name/last_name Students.Last_Name 
suffix   
nickname   
login student/student_username  Students.Student_Web_ID 
password default password set in domain control 
email student/contact_info/email PSM_StudentContact.Email
user_type "S" 
organization_id student/school_enrollment/school/id Schools.DCID 
enabled "1"  
display_id   
sso_email_address email if email matches Google apps or Office 365 domain  

 

Once a user is set to use Google Apps or Office 365 SSO authentication they can only be removed manually. If they are not automatically set to this authentication via the import, the user can be set manually and following imports will not change this authentication type.

Please note that we will only currently pull Students with an 'Active' enrollment status in PowerSchool, as this is the default in the PowerSchool API.  In PowerSchool, this means that their enroll_status is equal to 0.

We will pull in Teachers who are Active.  They do not necessarily need to have a class attached to their account - if they are Active and in a school you have selected to be brought in via the integration, then they will be imported.

Users Levels (Students)

PowerSchool Learning Values Powerschool SIS API Attribute Path PowerSchool SIS Database Column
external_id  student/id Students.DCID 
level_id  student/school_enrollment/grade_level  Students.Grade_Level

 

Teacher Mappings 

PowerSchool Learning Values Powerschool SIS API Attribute Path PowerSchool SIS Database Column
external_id staff/id Teachers.DCID
first_name staff/name/first_name Teachers.First_Name 
middle_init   
last_name staff/name/last_name Teachers.Last_Name
suffix   
nickname   
login staff/teacher_username Teachers.TeacherLoginId 
password default password set in domain control  
email staff/emails/work_email Users.Email_Addr 
user_type "T"
organization_id staff/school_affiliation/school_id Schools.DCID 
enabled "1"
display_id   
sso_email_address email if email matches Google apps or Office 365 domain 

 

Parent Mappings 

PowerSchool Learning Values PowerSchool SIS Database Column
external_id Guardian.GuardianID
first_name Guardian.FirstName 
middle_init   
last_name Guardian.LastName
suffix   
nickname   
login PCAS_Account.Username 
password default password set by your School Advisor  
email PCAS_EmailContact.EmailAddress
user_type "P"
organization_id Schools.DCID 
enabled "1"
display_id   

Parent imports must be enabled in Domain Control under Manage Domain > PowerSchool Config. When a School is selected to be automatically imported, students with associated guardians will be brought into your Learning domain.


Parent Child Mappings

PowerSchool Learning Values PowerSchool SIS Database Column
parent_id Guardian.GuardianID
child_id Students.DCID

 

Organizational Mappings

PowerSchool Learning Values Powerschool SIS API Attribute Path PowerSchool SIS Database Column
organization_id school/id Schools.DCID
name school/name Schools.Name
parent_organization_id   

 

Course Mappings

PowerSchool Learning Values Powerschool SIS API Attribute Path PowerSchool SIS Database Column
class_id section/id Sections.DCID
name course/course_name (section/section_number) - section/expression Courses.Course_Name (Sections.Section_Number) - Sections.Expression 
shortname  
description  
code course/course_number Courses.Course_Number 
year section/term_id Terms.DCID
teacher_id section/staff_id Teachers.DCID
organization_id section section/school_id Schools.DCID 

PowerSchool courses must be active and have a teacher assigned in order to come over to PowerSchool Learning.


Roster

PowerSchool Learning Values Powerschool SIS API Attribute Path PowerSchool SIS Database Column
class_id section_enrollment/section_id Sections.DCID
user_id section_enrollment/student_id Students.DCID 

 

Grade Mappings 

Assignments

PowerSchool SIS API Attribute Path PowerSchool Learning Field
section [Class Import ID]
assignment/name gradable.title
assignment/standardcalcdirection 'RollupAsmtScoreToStandard' or 'NONE'
assignment/assignment_section/sections_dcid eclass.external_id (Class Import ID)
assignment/assignment_section/name gradable.title
assignment/assignment_section/description gradable.description or gradable.title
assignment/assignment_section/duedate gradable.due_date
assignment/assignment_section/publish_option 'Immediately'
assignment/assignment_section/score_entry_points gradable.total_points
assignment/assignment_section/extracreditpoints 0
assignment/assignment_section/weight 1
assignment/assignment_section/totalpointvalue gradable.total_points

assignment/assignment_section/_onlinework/isextracredit

false
assignment/assignment_section/_onlinework/issubtypeopt1enabled false
assignment/assignment_section/_onlinework/onlineworktype

"Dropbox", "Assignment", "LTI_SCORM", "Discussion", "Wiki", "Assessment"

assignment/assignment_section/_onlinework/onlineworksubtype

"Class", "Group", "Section", "Personal", "Practice", "Exam"

 assignment/assignment_section/_assignmentcategoryassociations/teachercategoryid   

(ID of the district Classwork category or the teachers first category)

 assignment/assignment_section/_assignmentcategoryassociations/isprimary   true

 *The category is set to 'TEST' by the PowerSchool SIS API, unless there is no 'TEST' category, in which case it is set to 'UNDEFINED'

Assignment Scores

PowerSchool SIS API Attribute Path PowerSchool Learning Field
score/assignment_id  gradable.remote_gradable.external_id
score/student_id student.external_id
score/assignment_score/score_entered score

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PowerSchool Gradebook Resources

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