Last Updated: 1/5/26 - ae
Example: TK/Kindergarten, Private School, & Out of District students
1. District Student Search
Start Page > District Student Search
Search for the student to verify the student has NEVER been enrolled in any VUSD school or Preschool. Look up every student in the District Student Search (even Kindergarteners & Preschoolers), AS YOU ENTER THEM (not ahead of time), EVEN IF THE PARENT SAYS THEY’VE NEVER ATTENDED A VUSD SCHOOL. VUSD has over 1,500 preschoolers that already have State ID's. Remember to scroll up and down to check for various spellings and double last names, including hyphenated names. We also have kindergarteners who enroll in more than one school and this is the best way to catch these before they become a major problem.
NOTE: It does not matter what year you are logged into when you do a District Search.
Contact the school listed to have them change the Next School Indicator (Courses and Programs > Scheduling Settings) to your school # and to checkmark the Schedule This Student check box. Make sure that the Next Year Grade is correct.
→ This will cause the student to be counted in the correct school & grade level in the Next Year Projected Enrollment Summary that sites and district office personnel use for enrollment projections.
Start Page > Data and Reporting > Reports > VUSD Reports > Next Year Projected Enrollment Summary
→ The student will be “rolled” into the school marked in the Next School Indicator as “Pre-Registered” when the End-of-Year process is run at the end of July.
Contact the school listed to transfer the student to you, after the transfer is done rerun the search.
Click on the Re-enroll link to open the Re-enroll Student screen.
Contact the school listed to “Transfer Pre-Registered Student to Another School”.
Select Student > Student Profile> VUSD Links > Functions > Transfer Pre-Registered Student to Another School
Contact the school and have them contact the SIS team or put in a ticket.
Click on Enroll New Student at the bottom of the District Search page.
DO NOT LINK to another student to avoid unintended consequences.
NOTE: Any data that you enter below the line is only used for searching purposes. If you are not searching for a sibling, then you do not need to enter anything below the line.
2. Enroll / Re-enroll student as of the 1st day of school for next year :
Enrollment Entry Date, Entry Code, Entry Comment (Enter the name of the school/preschool the student came from), Full Time Equivalency* (school abbreviation & school year), Grade level (for next school year), District of Residence (Only if student is an approved Inter-District [from a non VUSD school] Transfer agreement), School Entry Date & Birth Country.
* Work around if you are adding students for next year in the current school year:
Next Year’s FTE does not appear in the FTE list. Select the current FTE. After you submit (with the entry date set to next school year’s starting date), Go to School Enrollment > Enrollment History > Open Current Enrollment, Select next year’s FTE, then Submit.
NOTE: If a student is entered correctly, their status will be Pre-Registered (not active). When the End-of-Year process is done Tech Services will activate all “Pre-Registered” students at that time.
3. Scheduling Setup Start Page > Student Selection > Courses and Programs > Scheduling Settings
Set the student's Next Year Grade to the grade level they will be next year when they will start attending at your school (this will cause them to be counted in the correct grade level in the Next Year Projected Enrollment), check mark Schedule this Student, & set the Next School Indicator to your school. Middle & High schools will also need to enter: Allow Students to Submit Requests & Year of Graduation.
NOTE: ALL Students in PowerSchool need to have Next Year Grade, Schedule this Student & Next
School Indicator filled in. You will need to fill this information in for all new & transfer students so
they can be counted at the correct school & scheduled for next year.
4. Student & Parent Info
Start Page > Student Selection > Student Profile > Student Registration
Enter the data from the student registration form.
5. State Reporting
Start Page > Student Selection > Compliance > Student Info
Enter the School Transfer Code (Interdistrict Transfer code - from outside VUSD), if applicable.
6. CALPADS Program Eligibility
Start Page > Student Selection > Compliance > Program Eligibility
Enter Program Code(s), Eligible (1) & Start Date for these programs, if applicable:
(101) 504 Accommodation Plan, (162) Pregnant or Parenting Programs [Cal-SAFE], (192) Armed Forces Family Member [if parent is “Full Time Active Military Duty” or “Full Time Active National Guard”
TK PROGRAM RECORD (185) IS NO LONGER REQUIRED - PLEASE DO NOT ENTER
7. VUSD Custom Fields
Start Page > Student Selection > Student Profile > VUSD Links > VUSD Custom Fields
Enter: Parent Password (word parent gives to verify you are speaking with valid parent-optional), Internet Access & Publishing Permission, Academic Academy (MS/HS), Special Ed, Special Ed Case Manager, Advisor #, HEART, 504, Misc (field for school use), Parent Correspondence Language, Intradistrict Transfer school name & approved date, etc.
8. Special Programs
Start Page > Student Selection > Courses and Programs > Student Programs > New
Enter Entry Date, Grade Level & Program for the following programs for ADA and other reporting purposes: Sequoia-CE Attendance, Women’s Shelter, PULSE (MS only), VCIS Online.
9. Emergency Contacts
Start Page > Student Selection > Student Profile > Contact Management
Enter the data from the Emergency Contact form
10. Addresses
Start Page > Student Selection > Student Profile > Addresses
Enter student’s home address with the apartment # or letter in the Apt/Suite box. Click the Validate button. If the address is found, the Geocode will be filled in. Check the Alternative Addresses to see how the program wants to change the address you entered. Select Full Update for the address you wish to change to. If the new address is acceptable, click Accept. If the Mailing Address is the same, click “Copy From Home Address”. If the parent’s addresses are the same as the students, then use the “Copy From Home Address” features. If “No viable address found matching” message appears, try fixing the address then revalidate. If the address still isn’t valid, contact parents to get a valid address right away. All addresses must be validated.
11. Enrollment History (Previously Transfer Info)
Start Page > Student Selection > School Enrollment > Enrollment History
Enter School Entry Date and update Grade Level if needed.
12. Graduation Progress
Start Page > Student Selection > Postsecondary Readiness > Graduation Progress
(HS only) Set Graduation Progress to Visalia USD. If this step isn’t done, the VUSD Graduation Requirements will not print on the student’s transcript.
13. Counselor
Start Page > Student Selection > Compliance > Graduation, Postsecondary Status and UC/CSU Information
MS/HS) Enter the Counselor/LD name in Student Counselor.
14. Student Data Validation
Start Page > Data and Reporting > Reports > VUSD Reports tab > Student Data Validation
If any students appear on this validation, click on the blue MISSING link and it will take you to that student’s PowerSchool page to be updated. Please fix all MISSING items ASAP. Data is supposed to be sent to CALPADS daily. If there is an error for any school, it stops the processes for the entire district.
Choose one of the following depending on the situation:
Before End-of-Year process is done:
A. If the student’s status is “Pre-Registered” & student will attend another VUSD school next year:
Use the Start Page > Student Selections > School Enrollment > Transfer to Another School to move the student to the new school. Only transfer Pre-Registered students to another school after the registrar of that school has requested that you do so.
B. If the student’s status is “Pre-Registered” & student will NOT attend VUSD next year:
On the Transfer Info screen, open the student's current enrollment by clicking on next year’s Entry Date:
Change the EXIT DATE to the 1st day of school.
Select No Show Exit Code N470-Pre-Enrolled, never attended
Enter Exit Comment (ex: where the student is moving to), then SUBMIT.
On the Scheduling Settings screen (Courses and Programs > Scheduling Settings), change Next School to blank, SUBMIT. (This step will remove the student from the school’s Next Year Projected Enrollment.)
C. If the student’s status is “Transferred Out” & they’ll be enrolling at another VUSD school:
When a VUSD school contacts you to transfer the student, use the Transfer to Another School to move his data to the new VUSD school. The new school will then Re-Enroll the student with Next Year’s starting date.
D. If the End-of-Year Process has NOT been run yet & student is currently “Active” at another VUSD school:
Have the student’s current school go to the Scheduling Setup screen and change the student’s Next School Indicator to your school. The student will then “roll” to your school during the End-of-Year process. (Especially 6th & 8th)
NOTE: This will NOT work for students who are not currently active (ex: Pre-registered).
E. If a student is Pre-Registered for your school, but is currently attending another VUSD school and will NOT attend VUSD next school year:
Contact the school where the student is currently enrolled. They will need to change the Next School to “Not returning to VUSD”. The registrar at that school will still need to “Transfer Out” students marked with “Not returning to VUSD” after school ends. If the registrar fails to do this, then the student will be enrolled in their school next school year.
After End-of-Year process has been done:
If you find out a student will not attend your school and the student is “Active” at your school, use Functions to Transfer Out student as of 7/1/xxxx, and use the appropriate exit code: (This will inactivate the student now. If you use a future date (like the start of school), then the student will not be inactivated until that date and will be included in your counts & searches. Do not use the last day of last school year. This crosses over school years in CALPADS and will cause errors.) When school starts, Tech Services will mass change the 7/1/xxxx date to the first day of school for CALPADS reporting.
If the student pre-registered and never attended your school, use N470 (Pre-Enrolled, never attended)
If the student matriculated (rolled from another VUSD school) to your school & never attended your school & student’s whereabouts is unknown (grades 7-12*), use N470 (Pre-Enrolled, never attended)
If the student finished last school year at your school, but will be attending another school, use the appropriate exit code: T160 (Enroll another public CA school), T180 (Enroll in private CA school), T200 (Enroll outside CA [Out of state]), T240 (Moved to another country), etc.
If the student finished last school year at your school, but whereabouts are unknown (a “No Show”) & student is in grade level PreK, use E450 (PreK Exited School-includes Infants & Toddlers)
If the student finished last school year at your school, but whereabouts are unknown (a “No Show”) & student is in grade level K-12), use E140 (Truant, no known enrollment). This is a DROP OUT that affects your school’s state reporting so you’ll want to try everything that you can to find them! You can contact SIS Team to look to see if they’ve enrolled at another school yet in CALPADS (Note: it can take several weeks for schools to get this information posted in CALPADS)
*If a request for records or other transfer information is later received, the exit code must be changed to the appropriate exit code for CALPADS. Ex: T160 (Enroll another public CA school), T180 (Enroll in private CA school), T200 (Enroll outside CA [Out of state]), T240 (Moved to another country), etc.
Helpful Information:
Note: The “/” symbol at the start of the search tells PowerSchool to include Inactive & Pre-registered students.
Search to find Pre-Registered Students:
/Enroll_Status=-1
Search to find Students Pre-Registered for the 1st day of school:
/Enroll_Status=-1; EntryDate=xx/xx/xx
Notes: Use 1st day of school for next year in place of xx/xx/xxxx.
Search to find Active Students with blank Next Year Grade:
Sched_NextYearGrade=
Search to find Pre-registered Students with blank Next Year Grade:
/Enroll_Status=-1; Sched_NextYearGrade=
Search to find Active Students with blank Next Year School:
Next_School=
Search to find Pre-registered Students with blank Next Year School:
/Enroll_Status=-1; Next_School=
Next Year Schedule Warnings:
Start Page > Data and Reporting > Reports > VUSD Reports > Next Year Schedule Warnings
To find ACTIVE students who may have an incorrect Next Year Grade or the Next School Indicator, run the Next Year Schedule Warnings in the current school year. When you fix the Next Year Grade, make sure that the Next School Indicator is correct and that the “Schedule this Student” has a green check mark. This information affects the Next Year Projected Enrollment Counts & the End of Year Rollover for all schools. It also affects Scheduling for middle & high schools.
NOTE: Pre-Registered & Inactive students will not appear on the Next Year Schedule Warnings, so you cannot count on that report to find the errors for those students. Use the searches above to find them.
Next Year Projected Enrollment Summary:
Start Page > Data and Reporting > Reports > VUSD Reports > Next Year Projected Enrollment Summary
Run the Next Year Projected Enrollment Summary to see your expected students next year by grade level. Use the filter to limit the list to just your school. Look for your school and follow the line across to see the #’s for each grade level. If there are numbers in grade columns that are not valid for your school, then those students either have the wrong Next Year Grade or Next School Indicator. To see the names of the students, click on the blue number. A list of the students will appear with their current school. You can click on the student name to access the student’s data. Click on Scheduling Setup to fix the Next Year Grade or Next School Indicator.
Use the Next Year Projected Enrollment Summary to get the next year students for mailing labels, etc.
