The Attendance Chart screen makes it possible to review and edit students’ attendance records. Users can set a date range for which to view attendance. Users have the option to review all students, a specific student, or a defined subset of students indicated by the More Search Options feature. In addition to reviewing and editing students’ attendance data, users can also export, print, and filter listed data.
1. From the Attendance menu, click Attendance Chart.
2. Enter search criteria and click Search.
See Searching for Students for more details.
Conducting a search navigates to a new Attendance Chart screen where you can set different parameters for reviewing the students’ attendance.
3. Select an option from the Report Timeframe pull-down. You can select the entire School Year, any other marking periods, Last 30-90 days, Last 2-4 School Years, or create a Custom Timeframe.
a. To use a custom date range, select Custom, and enter or select the start and end dates of the report timeframe.
4. You have the option to choose whether you’d like to see the attendance by day or by period. This option will default to Daily. Use the pull-down to select a period instead.
The Daily attendance code cannot be edited because it is based on Period attendance codes combined.
5. Select the Display Scheduled and Attended Hours as Decimal check box for the display of the Att Hrs and Sched Hrs columns as a decimal values instead of in the HH:MM format, which will appear on the report and in the exported file. Note: This optional is only available for Post Secondary schools using hourly attendance.
The Display Scheduled and Attended Hours as Decimal option can only function if a Period is selected from the Daily pull-down. If Daily is selected, no changes will display.
6. Click Go.
In the attendance chart displays the Student name, Student ID, the student’s Grade level, the number of Absences reported during the time frame selected, and, in this case, because Daily was selected, each day along with the documented attendance code.
7. Here you can review the attendance codes for each day. While the code and the color can help you decipher the students’ attendance, you always have the option to hover over each attendance code for more information.
Be sure to scroll all the way to the right to see all of the dates set in the Report Timeframe.
The details given in hovering over codes will vary depending on the selection made from the daily or period pull-down. If you selected Daily, the details will simply state the code’s meaning: Present and Absent.
If you selected a specific period, such as Period 02, the details will show the Code, the Course, Section, Last updated by, and the day and time the attendance was Last updated.
Each district sets up attendance codes via Attendance > Attendance Setup. The district enters each attendance code’s Title, Short Name, Sort Order, Type, Color, etc. Therefore, the colors shown in the above examples may differ from district to district.
Depending on your profile permissions, you may or may not have the ability to edit attendance from this screen. If you have Viewing and Editing permissions, then you will also be able to edit students’ attendance. This permissions is set via Users > Profiles > Attendance (Attendance Chart).
The NA attendance code is available in the Attendance Chart. This code allows administrators to efficiently clear previously entered attendance records in bulk when attendance was added in error, providing a quick and consistent method for removing attendance across multiple students.
8. When viewing the report based on attendance by period, you can click the existing attendance code or question mark to edit the attendance code. The option to edit daily attendance codes, is not supported because the daily code is based on all period codes combined.
9. Click Save to apply changes.
10. Click the student's name in the Student column in order to view and/or edit a breakdown of their attendance. For more information on viewing a specific student’s attendance chart, see The Attendance Chart Breakdown per Student.
Clicking the student name and opening the individual student's Attendance Chart is beneficial if more than one period of attendance in a day must be updated. Changing the attendance code for any period will update the daily attendance code.
1. Click on the Student name for an Attendance breakdown for that specific student, as shown in the image. From this screen, you have the ability to review the student’s daily attendance displayed by period. The Report Timeframe pulls in the dates selected on the previous Attendance Chart screen, but can be changed as needed.
At the top of the screen, the number of periods absent displays (Absent: X periods (during X days), along with Other Marks: X periods (during X days), which would include Tardy, Clinic, etc. Additionally, the Total Full Days Possible, Total Full Days Attended, Total Full Days Absent, and the Enrollment Dates are listed underneath. Note: The figures calculated are dependent on the dates selected in the Report Timeframe.
2. Select the Show Attendance from All Schools check box to display attendance records for all schools the student has been enrolled in during the selected Report Timeframe.
When enabled, a School column displays in the attendance breakdown to identify which school each course and attendance record belongs to. Attendance records can be viewed from all schools, but only attendance records for the school selected in the top-right corner can be edited.
The Show Attendance from All Schools check box only displays when the View All Attendance profile permission is enabled via Profiles > Attendance.
3. Click Hide to hide the Absent and Other Marks data.
a. Click Show to redisplay the Absent and Other Marks data.
4. Click +Add Absence to add absence records to the student from the Add Absences screen.
5. While reviewing the Attendance Chart, you have the option to click Summary in order to navigate to Absence Summary. You also have the option to view the Attendance Calendar by clicking Calendar.
6. Click the student name to view Student Info.
In a specific student’s Attendance Chart, you see the Course, the number of Absences per period/course, Att Periods (the number of attended periods), Sched Periods (the number of periods scheduled), Daily Att %, (daily attendance percentage), and the attendance code per day as listed.
For Post Secondary schools using hourly attendance, you will see the Course, the number of Absences per period/course, Attn Hrs (number of attended hours), Sched Hrs (the number of scheduled hours), Hourly Att % (hourly attendance percentage), and the attendance code per day as listed.
Notice the totals listed at the bottom of each column. The Total Present and Total Absent numbers are listed along with a total percentage.
7. Review the attendance codes for each day. While the code and the color can help you decipher the student’s attendance, you always have the option to hover over each attendance code for more information.
The details will show the Code, the Course, Section, Last updated by, and the day and time the attendance was Last updated.
Each district sets up their own attendance codes via Attendance > Attendance Setup. The district enters each attendance code’s Title, Short Name, Sort Order, Type, Color, etc. Therefore, the colors shown in the example above may differ from district to district.
Be sure to scroll all the way to the right to see all of the dates originally set in the Report Timeframe.
Depending on your profile permissions, you may or may not have the ability to edit attendance from this screen. If you have Viewing and Editing permissions, then you will also be able to edit student attendance. This permissions is set via Users > Profiles > Attendance tab > Attendance (Attendance Chart).
8. Click any of the underlined attendance codes or question marks to edit the code.
9. Click Save to apply changes made.
1. In the Attendance menu, click Attendance Chart.
2. Enter search criteria and click Search.
See Searching for Students for more details.
3. Select an option from the Report Timeframe pull-down. You can select the entire School Year, any other marking periods, Last 30-90 days, Last 2-4 School Years, or create a Custom Timeframe.
a. To use a custom date range, select Custom, and enter or select the start and end dates of the report timeframe.
4. You have the option to choose whether you’d like to see the attendance by day or by period. This option will default to Daily. Use the pull-down to select a period instead.
The Daily attendance code cannot be edited because it is based on Period attendance codes combined.
5. Click Go.
6. Click Lunch Count.
7. Here you can review the lunch status for each day. While the code and the color can help you decipher the students’ lunch code, you always have the option to hover over each lunch code for more information.
Be sure to scroll all the way to the right to see all of the dates set in the Report Timeframe.
Each district sets up lunch codes via Attendance > Attendance Setup. The district enters each lunch code’s Title, Short Name, Sort Order, Type, Color, etc. Therefore, the colors shown in the above examples may differ from district to district.
Depending on your profile permissions, you may or may not have the ability to edit lunch codes from this screen. If you have Viewing and Editing permissions, then you will also be able to edit students’ lunch code. This permissions is set via Users > Profiles > Attendance (Attendance Chart).
8. Click the existing lunch code or question mark to edit the lunch code. The option to edit daily lunch codes is not supported because the daily code is based on all period codes combined.
9. Click Save to apply changes.
10. Click the student's name in the Student column in order to view and/or edit a breakdown of their lunch codes.
a. From the student's Attendance Chart, click Lunch Count.
b. View and edit the student's lunch codes by clicking the necessary fields.
c. Click Save.
If a student has only one active enrollment and it is marked as "Second School" via Student Info > Enrollment, the system will use that second school enrollment for daily attendance calculations. This impacts homeschool or part-time students who attend a single school for select periods and are marked as "Second School."
If Protected students are listed, and you do not have permission to View Protected Students (Users > Profiles), you will still be able to view student data; however, the protected students' names will not be clickable links. The “DO NOT RELEASE STUDENT INFO” warning will display for all users. For information on how to set up Protected students, see Student Fields: Protected Student.
See Additional Features for more information on Printing, Exporting, Filtering, etc.