Counseling - Community Service Hours Submissions/Approvals

The PowerSchool Portal gives you access to submit community service hours to be displayed on student transcripts.

Once you're logged into Powerschool, navigate to a student and select Student Profile → Student Forms → Community Service Hours

Inside of Forms, select “Community Service Hours” from the list of options. You’ll need to enter the following information prior to submitting the form.

• Date(s) of Service

• Hour(s) Worked

• Project/Organization

• Description of Work Performed

• Reflection

• Supervisor Contact Information

If the form is submitted by a building administrator or staff member, the form is auto approved and no further action is needed. However, if the form is submitted by a student then the building Counseling Office will receive an email notification for this submission. They will then need to:

• Navigate to the student who submitted the form

• At the top of the form select where the message “Pending” is displayed

• Select the drop down to choose the form with the “Pending” status and select Load Response

• Review the details of the submission and either Approve or Deny the submission at the bottom right hand corner of the form. Please Note: Counselors will need to enter the approval password this can be provided by IT Services if it is not known.

• Once the form is approved it will be downloaded nightly and included in the total calculation for the student the next day.

If a plethora of forms are submitted in quick succession, you have the ability to approve these forms in bulk. This only applies to student submitted forms because forms submitted by a building administrator or staff member are auto approved and no further action is needed. To bulk approve community service hours form you will need to:

• Click on the Data and Reporting tab on the left hand sidebar in PowerSchool SIS

• Then select Form Reports → Response Reports

• Utilize the search bar to search for the Community Services Hours form. Then select it.

• You can then edit various fields in order to filter your report to your specifications. These fields include:

  • Data Source - to filter the report by person or by response

  • Filter Data - to filter by form status and by current selection nonresponders/responders

  • Data Range - to filter the date in which the form was submitted

  • Schools - to filter which school(s) the form was submitted from

• After applying desired filters, select the fields you would like for each column by clicking Add Column

• Once all fields have been added click Generate Report

• To bulk approve submissions from the report that was generated you will need to click on the check box next to a students name to select them.

• After selecting the desired students you would like to approve, click on quick actions button on the right hand side of the report (the button looks like an arrow pointing up).

• From the quick actions drop down menu click on Approve Selected, then enter the approval password and confirm the approval. Please Note: Counselors will need to enter the approval password this can be provided by IT Services if it is not known.

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If a report of student community service hours is needed, you have the ability to create a custom filtered reports via the Students Community Service Hours enterprise report. To generate this report please follow these steps:

• Click on the Data and Reporting tab on the left hand sidebar in PowerSchool SIS

• Then select Reports → Enterprise Reports

• From the list of Enterprise Reports, click on the report called Students Community Service Hours

• Once in the Students Community Service Hours report, you can search for specific students by entering the student’s student number in the provided search bar

• You can also apply custom filters and columns to the report by clicking on the Actions drop down menu.

• The Actions menu also include other features including.

  • Select Columns- This allows you to filter columns that appear on your report.

  • Filter- The filtering option allows you to apply filters to your report so that you can get desired results. Click Apply once you have you desired filter entered.

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  • Rows Per Page- Allow you to pick how many rows you would like on each page of the report.

  • Format- This gives you options to customize how your report is presented. Format options include: Sort, Control Break, Highlight, Compute Aggregate, Chart, Group By, and Pivot.

  • Flashback- A flashback query allows you to view the data as it existed at a previous point in time.

  • Save Report- This can be used to save the created report.

  • Reset- Use this to reset all setting and filters applied to the report.

  • Download- Use this to download the report you have created.

• After filtering and formatting your report is complete, you can either save or download the report from the Actions menu