Giving Students and Parents Access to the System through PowerSchool

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Giving Students and Parents Access to the System
through PowerSchool
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Creating Student and Parent Access IDs and
Passwords

• Before a student can sign-in to the Student
  Portal, they will need
• The school's PowerSchool Public Portal URL
• Their username (Student_Web_ID)
• Their password (Student_Web_Password)
• Enabled access
• Before a parent can sign-in to the Parent Portal,
  they will need
• The school's PowerSchool Public Portal URL
• Their username (Web_ID)
• Their password (Web_Password)
• Enabled access
• Can I set up a students first and then
  parents?Yes. This document will guide you
  through the basics of setting up student and
  parents access. First you, we will show you with
  screen shots how to give students access, then
  parent access. Note These processes happen on
  the same screen in PowerSchool so you can set up
  parents and student access accounts at the same
  time if you want.
• Parent and student access can be given by the
  District or the SchoolIf you are a School Data
  Manager or other school-level personnel, make
  sure you check with your District Data
  Coordinator before you move ahead with parent or
  student access. Some districts will choose to
  manage parent and student access centrally some
  may allow schools to set-up access individually.

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How to do it!
Give Students and Parents Access to the
Systemslides 4 11
Develop a Form Letter to Distribute IDsslides 12
- 17
Develop a Report for a list of student parent
IDs/passwordsslide 18
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Assign Access to Portals Step 1

• This process below should be followed by the
  school data manager or district data coordinator.
  
• On the start page, select Special Functions,
  on the left hand toolbar.

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Assign Access to Portals Step 2
2. Under Special functions, choose Assign IDs
Passwords.
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Assign Access to Portals Step 3
3. Next, you MUST check the box next to Dont
overwrite any existing IDs or passwords
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Assign Access to Portals Step 4 (Students)
4.To allow students to view the student's
academic record in the PowerSchool Portal.
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Assign Access to Portals Step 4 (Parents)
4.To allow all parents/guardians to view the
student's academic record in the PowerSchool
Parent Portal, select the Assign Access IDs and
passwords Enable Parent/Guardian Access
checkbox.
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Assign Access to Portals Step 4
Note that you can set up student and parent
accounts separately or all at the same time.
Just check the appropriate boxes. We imagine
many schools wan to set up student access first
(so that students can take assessments in
Schoolnet) before setting up parent access.
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This Table details each section of the Assign
IDs and Password Page on the Previous Slide
Field Description
For Select the option to indicate for whom you want to assign ID numbers.
Dont overwrite any existing IDs or passwords Select the checkbox if you do not want to overwrite any IDs or passwords already in PowerSchool.
In case of conflicts append If there is a conflict with an existing ID, choose a suffix from the pop-up menu.
Assign Student User Names and passwords Select the checkbox to assign User Names and passwords to students.
Assign Access IDs and passwords Select the checkbox to assign Access IDs and passwords for parents. For more information, see Assign IDs and Passwords.
Each User Name/Access ID Use the first pop-up menu to choose the number of characters for the Web ID. Use the second pop-up menu to choose how the ID number will be generated.
Each password is Use the first pop-up menu to choose the number of characters for the password. Use the second pop-up menu to choose how the password will be generated.
Enable access accounts for processed students Select the checkbox to enable Web access accounts for processed students. Once this checkbox is selected, students will have access to their records in PowerSchool.
Enable access accounts for processed guardians Select the checkbox to enable Web access accounts for processed guardians. Once this checkbox is selected, guardians will have access to their records on PowerSchool.
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Assign Access to Portals Step 5
5. Click Submit. A confirmation message appears
indicating the account is updated
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Creating a Form Letter to Distribute IDs/Passwords
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Creating a Form Letter to Distribute IDs/Passwords
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Creating a Form Letter to Distribute IDs/Passwords
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Creating a Form Letter to Distribute IDs/Passwords
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Creating a Form Letter to Distribute IDs/Passwords
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Creating a Form Letter to Distribute IDs/Passwords
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How to Create a Report on Student and Parent IDs
and Passwords

• Distribute IDs and Passwords
• Once you have assigned IDs and passwords to your
  students and their parents/guardians, you may
  need to create a report, print the IDs and
  passwords, and distribute them to your students
  and parents/guardians. The following table can be
  used to determine which fields to include in your
  report
• When using the above fields in an object report,
  enter the text from the Report Syntax column in a
  text object. When using the above fields in a
  form letter, enter the text from the Report
  Syntax column in the body of the form letter.

Field Label Field Name Report Syntax
Student User Name Student_Web_ID (Student_Web_ID)
Student Password Student_Web_Password (Student_Web_Password
Access ID Web_ID (Web_ID)
Access Password Web_Password (Web_Password)
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How to Assign Access to Parent Portals Access
Terms

• How to Set Parent/Student Access Term
• On the start page, choose School from the main
  menu.
• Click Current Grade Display. The Current Grade
  Display page appears.
• Enter a valid term abbreviation in the
  Parent/Student Access term field.
• Note Only yearlong classes and classes that
  occur within the specified term will be
  displayed. Valid values for this field are term
  abbreviations in the current school years Years
  and Terms setup. For example, if you have only
  defined the Y1, S1, and S2 terms, you will not be
  able to specify Q1 as the Parent/Student Access
  Term.

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How Set up Parent E-mail

• Before guardians can receive email in the
  PowerSchool Parent Portal, email must be enabled
  on the PowerSchool server. Check with your
  Administration/District for approval on this
  tool.
• How to Set Up Email
• 1. On the start page, choose System from the
  main menu. The System Administrator page appears.
  
• 2. Click System Settings. The System Settings
  page appears.
• 3. Click E-mail Setup. The Email Setup page
  appears.
• Use the following table on the next slide to
  enter information in the fields

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Setting up E-mail cont.
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Setting up E-mail cont.

• 4. Set up the following account on your mail
  server powerschool_at_ltyourmailservergt. For
  example, if your email address is
  user_at_fhs.fuhsd.ca.us, then the account must be
  set up as powerschool_at_fhs.fuhsd.ca.us.
• 5. Click Submit. The System Settings page
  appears.

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How to Edit Parent/Guardian Account Email
Preferences

• Use this procedure to set or modify email
  preferences for a parent/guardian account. Email
  preference may be applied to a single student or
  all students associated to a parent/guardian
  account.
• Note This procedure may also be performed via
  the Edit Parent/Guardian Account page. For more
  information, see How to Edit Parent/Guardian
  Account Email Preferences.
• 1. On the start page, search for and select a
  student. For more information, see Search and
  Select in the Students User Guide.
• 2. Under Information, choose Access Accounts
  from the student pages menu. The Access Accounts
  page appears.
• 3. Click the Pencil icon next to the
  parent/guardian access account you want to edit.
  The Parent/Guardian Name Email Preferences for
  Student Name dialog appears.
• 4. Edit the information as needed. For field
  descriptions, see How to Edit Parent/Guardian
  Account Email Preferences.
• 5. Do one of the following
• - Click Submit to update email preferences for
  the selected student.
• - Click Submit for all Students to update email
  preferences for all students associated to the
  parent/guardian.
• A confirmation message appears indicating the
  account is updated.

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How to Enable Parent Access after IDs/Passwords
have been created

• 1. On the home screen, under Setup, click System.

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How to Enable Parent Access after IDs/Passwords
have been created

• 2. Next, click System Settings

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How to Enable Parent Access after IDs/Passwords
have been created
Confirm in the button next to Enable Parent
Sign-On Security. This will allow the parent to
set up multiple children under one account.
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Parent Portal View
Once parents have set up their account, they will
be directed to the initial screen seen below with
their childs information.