PowerSchool SIS

Understanding Program Memberships

Last Updated on 10/14/2023.

Introduction:

Our organization uses specific fields and tables to determine program memberships for students in Oregon Data Suite (ODS). This article explains the sources of these fields in PowerSchool SIS and how they are used in defining program memberships. As we refine and optimize our processes over time, this document will be updated accordingly. The info panel above shows when the last update was published. Lastly, please note that we distinguish between conformed programs and non-conformed programs, with the primary difference being that conformed programs have a conformed name while the rest do not. For example, one district may name their Section 504 program as “504” while another may name their program as “Section 504 FG,” but both will display in ODS as “Section 504.”

To update these flags in PowerSchool, you can use the Student Field Value function or Navigate to the compliance page after selecting a student or group of students. Most of these are set on the SSID tab.

Troubleshooting:

To effectively determine program memberships, it's vital to understand the tables and fields involved in the process. Whether it's a conformed program or a non-conformed one, the data sources mentioned in this article are crucial. Always refer back to the User Guide for the most recent process updates. If a program membership exists in ODS that should not exist (i.e., was created erroneously) or a membership does not exist in ODS that should exist (i.e., was not created at all), the first step is to verify that the data in the student information system is correct. For example, if a student is flagged as Section 504 in ODS but is not in a Section 504 program, the first step would be to make sure the Sect504Fg was not set to 1 (True) by accident.

Conformed Programs:

These are specific programs that have well-defined criteria and fields in the database. With the exception of English Learners, which comes from the S_OR_STU_LEP_X table, these programs are sourced from the S_OR_STU_X table. Generally, these program enrollments are based on Boolean Logic, where a value of 1 indicates the flag is true, while a value of 0 indicates it is false.

Here are the details:

1. Section 504:

   • Table: S_OR_STU_X

   • Field: Sect504Fg

   • Value: 1 = True, 0 = False

2. Special Education:

   • Table: S_OR_STU_X

   • Field: SpEdFg

   • Value: 1 = True, 0 = False

3. Talented & Gifted:

   • Table: S_OR_STU_X

   • Criteria: If any of the below fields/subtypes are marked as True (Value of 1), then the student will be flagged as part of the program.

     • TAGAccdmTlnt_MathFg

     • TAGAccdmTlnt_ReadFg

     • TAGCrtvAbltyFg

     • TAGFg

     • TAGIntlctGiftFg

     • TAGLdrshpAbltyFg

     • TAGPotentialFg

     • TAGPrfmArtsAbltyFg

4. Migrant Education:

   • Table: S_OR_STU_X

   • Field: MigrntEdFg

   • Value: 1 = True, 0 = False

5. Title I:

   • Table: S_OR_STU_X

   • Field: Title1Fg

   • Value: 1 = True, 0 = False

6. Indian Education:

   • Table: S_OR_STU_X

   • Field: IndianEdFg

   • Value: 1 = True, 0 = False

7. English Learner:

   • Table: S_OR_STU_LEP_X

   • Criteria: Based on program model code and enter/exit dates.

Non-Conformed Programs:

These programs include specific categories like homeless students, pregnant and parenting, and more. Unlike conformed programs, non-conformed programs are primarily based on program membership enrollment in student programs. Please be aware that student programs are different from special programs in PowerSchool (formerly known as TieNet). For these programs, ODS looks to see if a program enrollment record exists in the SP_ENROLLMENTS table for the given Program ID value in the current school year and if the current date is between the enter and exit dates for the enrollment. If both these are evaluated to be true, a program enrollment record will be created in ODS.

To update student program enrollments in PowerSchool, please refer to the following articles:
Special Programs: Name Change
How it Works: PowerSchool Student Programs

Note on the Evolution of Processes:

Previously, all the program memberships were based on program membership enrollment. We are in a transition phase and are slowly moving away from that approach. Given the dynamic nature of our processes, it's crucial for our stakeholders to note that the User Guide, where this information is documented, is a "living document." This means it will consistently be updated to reflect the latest changes to our processes.