Embrace

[Nathan McArthur]

Hi all,

So I have been working with Embrace and PS for a bit now, and I think I have gotten into the weeds. LOL. I wanted to share some videos I made, mainly to remind myself how to do this in case it fails tonight. But this is what PS Special Programs says is the right way to do things. 

I know Brandon has been all over this, too, so if there are other methods, I'd be curious to hear what we're being told from the Embrace and/or PS side of things. 

The total length of both videos is about 12 minutes. Requires a Windows OS device. 

Part 1 and Part 2

[Brandon Shilson]

Hey Nathan,

That's a great tutorial on using the Data Export tool. You may run into an issue with the name of the files being exported as they will contain '/'s from the date setting (This happened to me). I updated the filename to using the following code which uses hyphens rather than a slash in the date:

FirstName +'_'+ LastName +'_'+ ID +'_' + RIGHTSTRING(CHARACTER(MeetingDate),4)+'-'+LEFTSTRING(CHARACTER(MeetingDate),2) +'-'+ SubString(CHARACTER(MeetingDate),4,2)+'_ESER'

My notes from the data export tool it's good but missing a few things I wanted:

1. It only exported powerschool forms. No attached documents (signed sheets etc...)

2. There is not an option to export uploaded files (Scanned IEP's etc..)

3. You have to set-up and run a separate export for each form type you want to export.

If you are looking to get the latest powerschool IEP and ESER document into Embrace this will work.

My Consulting Hat here:

I have also been working on this issue and have found a process to export a full archive from PowerSchool Special Programs, a folder for each student with all documents (PowerSchool forms, attachments, and uploads).

I have also been able to package an upload for Embrace for active students with those same documents (or a subset if you only wanted a fews years of information brought into Embrace). These files will go into the student "View/Upload Files" area.

This process has many steps using a few different tools. I would be happy to work with districts if they required this type of support. Please email bra...@computerhands.com for more information.

Cheers

Brandon

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Sincerely,

Brandon Shilson
Student Information System Consultant
Lower Yukon School District
cell: 613-451-7700

zoom: 907-531-2515

Submit LYSD Record Requests to: https://lysdak.scriborder.com/ 

[Kyle Schneider]

Brandon,

Do you have a ballpark cost for this? I’m happy to recommend you to folks who come to me, but that will be their first question.

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Kyle Schneider

GSD Educational Services

Phone: 907-917-4149

ky...@gsded.com

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[Brandon Shilson]

Good question. This would vary based on size of district and number of SPED records which need to be exported (Full Archive & Files which will be Imported to Embrace).  There is also a timeline process which will need to be followed to ensure no data is missed during the transition. Once I know all the variables I can work out a ballpark number.  Just reach out (bra...@computerhands.com) and I would be happy to provide an estimate.

To view this discussion visit https://groups.google.com/d/msgid/ak-psug/FE6670AC-138E-43C9-93E7-60EB6CE97A88%40gsded.com.

[Nathan McArthur]

Hi Everyone,

I think I found a tricky way around the system. So, while on the call with SP Special Programs again today, she was making it very clear that there is no way to export everything, attachments, documents, and all. I was really frustrated and almost defeated. I knew there had to be a way, so I went down a rabbit hole with them about what happens if a student transfers out of the district and the new district needs all the documents, and specifically if that district doesn't use Special programs. While poking around, I found a utility called "Send Student Transfer Envelope." And she reluctantly admitted that it would probably work. Now, it's still not ideal, but the actual work on it was pretty easy; most of it was just waiting for the packages to prep. And if I can get Embrace to accept this method, then it will be even less work for us. So here is the tutorial video. 

Let me know what you think or if it worked for your districts. 

Best,

Nathan McArthur

EdTech/PowerSchool/Homeschool Coordinator

Lake and Peninsula School District

Alaska

To view this discussion visit https://groups.google.com/d/msgid/ak-psug/CAMU%2B3Oo4FbiWGsA9Vc7V0iJsmL%3DrJavkPOvVV9VsPGmWraTnFg%40mail.gmail.com.

[Robin Gage]

Your video on this has gone viral 😊

The sped team here noticed this, maybe it is specific to us, maybe not.

Prior written notices, program exit and meeting invitations did not download in the zip file. 

—

Robin Gage

PowerSchool Admin

Galena City School District

From: 'Nathan McArthur' via AK PSUG <ak-...@googlegroups.com>
Date: Tuesday, March 10, 2026 at 10:22 AM
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Subject: Re: [AKPSUG] Embrace

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[Nathan McArthur]

i have solutions for those. will send a video soon. :)

Best,

Nathan McArthur

EdTech/PowerSchool/Homeschool Coordinator

Lake and Peninsula School District

Alaska

To view this discussion visit https://groups.google.com/d/msgid/ak-psug/BL1PR01MB7649C1BFC3AA00E48F8FA6C5984FA%40BL1PR01MB7649.prod.exchangelabs.com.

[Nathan McArthur]

Here is the link to add missing documents to your envelope transfer and to include inactive students in your student selection. 

I noticed a lot of my inactive students were from more than 5 years ago, so get with the SPED directors and see if they can clean the data before you run these, as I think we only need to keep SPED data for 5 years post-exit. There were also some ID numbers that were not working, so I have to go figure out what is going on with that, but that is a separate issue.  

Best,

Nathan McArthur

EdTech/PowerSchool/Homeschool Coordinator

Lake and Peninsula School District

Alaska

[Robin Gage]

Nate,

Thank you for the video! I’m sharing this with our Sped Director and letting her decide how she wants to handle this. I’m hoping that I never have to log into PSSP ever again.

To view this discussion visit https://groups.google.com/d/msgid/ak-psug/CAFg702UKt1CX8yaJgbFm0nT%2B%3D3kq_E9wTomqin%3D_nczks_2K1A%40mail.gmail.com.

[Adam Larsen]

/consulting hat, for two reasons:

Is this something that can be scheduled to run daily and provide access to PSSP IEP and 504 documents via something like an SFTP server?  I watched the video and that's what it seems like, but I'm not familiar with how PSSP creates and shares documents.

Are many of you moving to Embrace for managing MTSS/IEP/504 paperwork?

I'm about 80% done building a plugin to pull special ed (anything, but mostly special ed) documents from an external system into PowerSchool so that general ed teachers can see the summaries without leaving the SIS.  We implemented it statewide in Connecticut with their in-house special ed software, and I have a connector done for Embrace and IEPWriter.  Maybe 5 districts are using the Embrace connector right now, and it's going great.  We've been poking around with integrating with PSSP but haven't gotten very far because no one knows how to automate the export of documents.  Embrace was pretty easy because they know how to export stuff, and I used Embrace many years ago when I was a school psychologist.

Would love to chat with anyone offline if you have any interest in exploring the plugin I'm working on.

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Adam Larsen

Principal Developer

Aurora Educational Technology LLC

ad...@auroraedtech.com

📣 AMOS Early Warning System | ✅ Grade Verification | 🎥 SQL Studio | 🧿 Schoology Enhanced Integration

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[Robin Gage]

Adam,

Your reply is well-timed!

The state of AK has decided to move from PSSP to Embrace as the new state-sponsored IEP program. Some AK districts started the move this fall, more districts started in January, and I believe even more will make the move over the summer. I am not sure how many will also be using Embrace MTSS or 504.

What you describe sounds a bit like the Holy Grail: putting finalized IEP documents in the Teacher Portal so the classroom teacher can view them. Embrace hinted that this was possible, but provided no details on how it would be done on the PowerSchool side. The goal, as I understand it, is for teachers to see finalized documents that are updated as things change in Embrace. At this point, I’m outside of my lane, so anyone else can step in and clarify.

My Student Services Director will be very interested to hear about your plugin when it is ready.

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Robin Gage

PowerSchool Admin

Galena City School District

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[Nathan McArthur]

Hi Adam,

I am no expert by any means, but I am happy to share what I know and collaborate with you on this project. Some of my earlier videos in this thread show how they automatically export files from a Windows device using a special application. Feel free to reach out if you'd like to connect further. 

nmca...@lpsd.com

4357738926

Best,

Nathan McArthur

EdTech/PowerSchool/Homeschool Coordinator

Lake and Peninsula School District

Alaska

To view this discussion visit https://groups.google.com/d/msgid/ak-psug/CAF%2BHGXOPPvJ9Njpdwp1BrVr_vikk5DnqrkGA125CH9v6D9BvYw%40mail.gmail.com.