Attendance Administration screen allows users to review and evaluate attendance records by one or more attendance codes and make any changes. This report can be used by select users to view and edit attendance for students, as well as add comments after making calls to parents; in addition, users can view parent absence requests, when applicable.
1. From the Attendance menu, click Administration.
The Attendance Administration Report can also be accessed via the Portal page. Click the absence alert in the Alerts section to navigate to the Administration screen. Note: The portal alert displays the number of daily absences; therefore, a different number of absences may display in the report based on the attendance code filters used.
2. On the Administration screen, start by setting an effective date by clicking the month, day, and year pull-downs or by clicking the calendar icon. Note: The effective date defaults to the current date.
3. Select the applicable attendance code from the pull-down. To specify multiple attendance codes, click the + (black plus sign) to add another code. You can also select All from the pull-down to pull in all attendance codes used. Note: The report defaults to students with any NP (Not Present) code in at least one period.
4. Once the effective date has been set and the attendance code(s) selected, click Update to generate the attendance Administration report.
Only students marked with the selected codes appear, along with their absences in each of the periods that are set to take attendance.
The Used for Attendance column determines the periods that display here via Setup > Periods.
The Attendance Category displays the student's attendance category based on their active program participation on the selected date.
Possible values include REG (Regular Attendance), HH (Home Hospital), ISP-LT (Independent Study Long Term), ISP-ST (Independent Study Short Term), and SPED (Special Education). The category is determined using the effective dates of the student's active program records. This column is available for California districts only.
This column is available for California districts only.
5. From this screen, you also have the ability to enter a Comment.
When checking in or out using the kiosk or the Late Check In/Early Release screen, the Comment column displays pertinent information, such as Kiosk or the Reason entered upon being checked in or out.
6. Option 1: If a parent has submitted an absence request that has been processed, click View Details to view more information.
a. The pop-up window displays where you can view details about the absence request. See Viewing Processed Requests for details.
b. Click Close to the close the window.
6. Option 2: If a parent has submitted an absence request that is still pending, click Review to view details.
a. The pop-up window displays where you can view details about the absence request. If the request is still pending, you can complete the required information and Deny or Approve the request. See Processing Parent Absence Requests for details.
6. Option 3: Click Add Documentation to create a staff-submitted Parent Absence Request. See Adding Absence Documentation for details.
7. If needed, select an attendance code from the Fill All Periods pull-down to populate all periods with the selected code.
8. Click the period fields to adjust individual attendance periods, such as 01, 02, etc. Once enabled, select the applicable attendance code from the pull-down.
When checking in or out using the kiosk or the Late Check In/Early Release screen, the Time In and Time Out columns in the Administration screen are updated. Updating the Time In and Time Out columns in the Administration screen will update the corresponding Entry and Release columns on the Late Check In/Early Release screen.
9. To save entered or selected data, click the Update button.
10. Hover over the phone icon for the student's Contact Information.
11. Click the Student name to open a concentrated view of the Administration report for the specified student.
If you previously had a student open, you will see Current Student displayed in the top right. Click Current Student to view Administration breakdown for that student.
a. From the student's Administration breakdown, you have the ability to edit the Attendance Code fields and Comments made by clicking the underlined data. If changes are made, click Update to save data.
b. To close the student's Administration and return to the main screen, click the red x by the student's name.
1. In the Attendance menu, click Administration.
2. Set all applicable criteria and click Update. See The Attendance Administration Report for details.
3. Search for and locate the applicable student.
4. If no absence documentation has been added for the selected date, click Add Documentation to create a staff-submitted Parent Absence Request.
All fields marked with a red asterisk (*) are required fields.
5. 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.
6. 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.
7. Select the Reason for the student's absence.
8. Select the Attendance Code from the pull-down that should be applied to the student's attendance record upon approval of the request.
9. Select the attendance codes that will be applied to Prior/Following Periods from the pull-down.
10. 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.
11. 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.
12. 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.
Each district sets up lunch codes via Attendance > Attendance Setup.
1. In the Attendance menu, click Administration.
2. On the Administration screen, start by setting an effective date by clicking the month, day, and year pull-downs or by clicking the calendar icon. Note: The effective date defaults to the current date.
3. Select the Lunch Count tab.
4. Select the applicable lunch code from the pull-down. To specify multiple lunch codes, click the + (black plus sign) to add another code. You can also select All from the pull-down to pull in all lunch codes used.
5. Click Update.
Only students marked with the selected codes appear, along with their lunch codes in each of the periods that are set to take attendance and record lunch codes.
6. Click the existing lunch code or dash to edit or add the lunch code.
7. Click Update to apply changes.
See Additional Features for details on Exporting, Printing, Filtering, Searching, etc.