The Parent Absence Requests screen allows staff to review and manage absence requests submitted by parents. From this screen, users can view all pending and processed requests, review request details such as dates, type, reason, comments, and attachments, and take action by approving or denying requests. When approving, users assign attendance codes and applicable periods, which update the students attendance records. This screen also provides filters and status tracking to help efficiently manage and process requests.
Only contacts flagged as Custody in Student Info > Addresses & Contacts can submit absence requests.
1. In the Attendance menu, click Parent Absence Requests.
Review the information in the table, which includes the Student name, Grade Level, Request Type, Date(s), Time, Parent Reason, and more.
2. Click Review to view details submitted by the parent and Approve or Deny the request.
In the pop-up window, review the Student, Submitted By, Contact Details, Date Submitted, Request Type, Request Time, Date(s), Reason, Comment, Attachment, Pickup Contact (if applicable), Contact ID Photo (if aplicable), and Signature (if applicable).
If the parent submits the request with a comment in a non-English language, click Show Translation to automatically translate the comment into the reviewer's language.
Click Show Original to return to the original comment.
3. Click the Attachment icon to view the attached documentation in a pop-up window.
a. From the pop-up window, you have a lot of options including Save to Google Drive, Download, and Print.
b. When your review is complete, click the white X to close the pop-up window.
Attachments that or not jpg, png, gif, pdf, or txt will automatically download to your computer and will not open in a pop-up window.
4. Click the ID icon to open and view the uploaded image.
a. Click the white X to close the pop-up window.
5. Select the Requested Period Attendance Code from the pull-down that should be applied to the student's attendance record upon approval of the request.
6. Select the attendance codes that will be applied to Prior/Following Periods from the pull-down.
7. Enter any Internal Notes in the text box that are visible only to staff users in the Parent Absence Requests screen and are used to document internal processing details. They are not visible to parents.
8. If the request is being denied, enter any Denial Notes that will be sent to the parent along with the status update. These notes are visible to both parents and staff and are included when the request is processed as denied.
9. Click Approve to approve the parent absence request and apply the selected attendance codes to the student's attendance record. Click Deny to deny the request without making any changes to attendance.
Click Close to return the main Parent Absence Request screen without processing the request.
Once processed, the request will be removed from the Parent Absence Requests screen. To view all processed requested, select the Show Process Requests check box and see Viewing Processed Requests for more information.
You can also review and assign attendance data directly from the main parent Absence Requests screen before processing the request. See Updating Attendance Data Before Processing for more details.
1. In the Attendance menu, click Parent Absence Requests.
2. Select the Show Processed Requests check box to display approved and denied requests in addition to pending requests.
3. Edit the Start Date and End Date to update the requested absence date or date range.
All Processed requests display for the selected timeframe and include Student name, Grade Level, Request Type, Date(s), Time, Parent Reason, Parent Comment, Attachments, and more.
4. Click the Student name to open and review the Absence Summary.
5. Click the Attachment icon to view the attached documentation in a pop-up window.
a. From the pop-up window, you have a lot of options including Save to Google Drive, Download, and Print.
b. When your review is complete, click the white X to close the pop-up window.
Attachments that or not jpg, png, gif, pdf, or txt will automatically download to your computer and will not open in a pop-up window.
6. Click View Details to view details of the processed absence request in the pop-up window.
From here you can view details about the request.
1. In the Attendance menu, click Parent Absence Requests.
2. Select the Show Inactive check box to display requests for students who do not have a current active enrollment.
To view a student's enrollment record, click the Student name, then click the Enrollment tab.
3. To process requests for inactive students, click Review and see Processing Parent Absence Requests for more information.
4. Once processed, you can view inactive students' requests when the Show Processed Requests check box is selected.
a. Ensure the Start Date and End Date reflect the dates needed in order to view the inactive student's request.
See Viewing Processed Requests for more details.
The Add Documentation feature allows authorized staff users to submit absence documentation on behalf of parents directly from theParent Absence Requests screen. When a Parent Absence Request does not already exist for the selected date, users with the appropriate Parent Absence Requests permissions can create a request, select the absence type and reason, assign attendance codes, upload supporting documentation, and enter notes. Once submitted, the request is added to the Parent Absence Requests report and the student's attendance is updated.
This feature remains available to authorized staff even when Disable Parent Absence Requests for Parents is enabled via System Preferences > Attendance tab. This allows schools to prevent parent submissions while still allowing staff to document and manage absences on behalf of parents.
Add Documentation is available to users with View and Edit permission for Profiles > Attendance tab > Parent Absence Requests. The button displays when no Parent Absence Request exists for the selected date, allowing authorized staff to create and submit a Parent Absence Request on the student's behalf.
1. From the Attendance menu, click Parent Absence Requests.
2. Click Add Staff Documentation.
3. Start typing the student's last name to conduct a quick search in the Student text box, then select the applicable student.
All fields marked with a red asterisk (*) are required fields.
4. Select the Start Date and End Date for the student's absence to indicate the requested date or date range. You can select dates in the past or in the future, as needed.
5. Select the Request Type to indicate the type of request.
Select Full Day Absence if the student will be absent for the entire school day.
Select Late Arrival and enter the students arrival time if the student will be arriving after the start of the school day.
Select Leave Early and enter the time the student will leave school if the student will be dismissed before the end of the school day.
Times must be entered in the format 00:00 AM/PM, such as 08:30 AM or 02:15 PM.
6. Select the Reason for the student's absence.
7. Select the Attendance Code from the pull-down that should be applied to the student's attendance record upon approval of the request.
8. Select the attendance codes that will be applied to Prior/Following Periods from the pull-down.
9. Drag and drop your file into the No Files section to attach documentation. You can also click Scan to scan a document, click Upload to browse and select a file from your computer, or click Take Photo to capture an image using your webcam. Uploading documentation may be required depending on the selected reason and district setup.
Once uploaded, you can click the Download icon to download the document to your computer or click the Delete icon to remove the file.
10. Enter any Internal Notes in the text box that are visible only to staff users in the Parent Absence Requests screen and are used to document internal processing details. They are not visible to parents.
11. Click Save & Record Attendance to submit the documentation.
Once submitted, the request is recorded, the student's attendance is updated, and the request is added to the Parent Absence Requests report where you can review details.
a. Click Close to the close the pop-up window and return to the main screen.
