Step 1: Upload Blank Files to Clear Edfusion

1. Copy the four blank template forms from here. (Student Identity, PS_Enroll, GradeProg, ADM)
   
2. Upload to Edfusion per Step 3 below.
   
   

Step 2:  Run and Prepare the Applicable State Report

1. In PowerSchool, click on System Reports, then the State Reports tab.
   
2. Run the applicable state report based on the submission collection.  Use the following report settings. Be sure to change the Data Collection Name to the collection you are working on.
   

The DC#03 Unofficial Submission is the only submission that does not require you to load all templates with each submission. However, if the files you load contain relationship dependencies you will receive errors.

Once you run the report, you are directed to the report queue. Click Refresh until the report is complete. It will now appear under the Completed Report heading. Click the Completed link to download the file.

3. Save the files to Google in the appropriate year and folder. Create a new folder called Batch New for the batch. Once the submission is done processing, you will have a batch number. Update the name of your new folder with the batch number and the date submitted. For example, Batch 1111 090321.batch

4. Open each file in Google Sheets. Set a filter.  Filter each column, one at a time and look for missing or incorrect information. Fix all errors before you submit. Here is a list of common errors for you to do your data check.

1. Missing State IDs (PermNumber:)  Follow the steps in this document to get the State IDs (also called Perm Numbers.)
   
2. Name discrepancies. Contact the admin to verify the name and provide the  name that the AOE has in their database.
   
3. Incorrect Gender. We use X and the State doesn't have X. Find the correct gender and enter that into the Gender on the Demographics page.
   
4. Column format - some columns need to be 2 digits and some are 5 digits. The table below lists the field names that have format requirements.
   
5. Make sure you have the correct number of columns. Delete any extra.
   

Step 3:  Upload Files to Edfusion

1. Download each file and save them as csv files. Make sure the names of your files are exactly as they appear in this article. 
   
2. Log in to Edfusion. You should have your own account.
   
3. Click on the Integrate link in the header and select Submission Upload
   
4. Under the Domain dropdown select Submission.
   
5. Select Choose File and find the files you downloaded in step 6.
   
6. Click on Upload.
   
7. Select the correct year if another dropdown appears.
   
8. Click on Schedule on the right side of the screen.
   

Step 4: Download Error Files

1. In Edfusion, after the files have run, make sure you are on the same Submission Upload tab.
   
2. Under Upload History, you will see the completed submission. Click on the View Details link. This shows you number of errors in each file. This is an example of a DC#03 Nightly submission errors. 
   
3. You can click on the number in the Current Error column to see the specific error but you need to download all the errors so you can fix them. 
   
4. Click on Export Error Files and download the errors.
   
5. From here, you will fix the errors and upload it again until you get no errors. The exception to this rule is the DC#03 Nightly when using to get Direct Cert data, it is fine if there are not many errors to just go with what you have.
   

Other Information