The Attendance Management page provides access to attendance related data so attendance clerks can view all students with an attendance entry, monitor attendance by code or date range, and easily navigate to related pages with hyperlinks for additional information in a new tab. Since the Attendance Management page provides all the needed information and fields for attendance maintenance, using Attendance Management eliminates the need for navigating within Aeries from student to student throughout the day to enter/update attendance.
On the Verification tab, attendance is displayed and can be quickly updated for individual students with unverified absences during a specified date range. Other absence codes may be selected and the date range can be modified. All Day absence codes can be updated or cleared. Attendance Notes can be viewed and recorded.
On the Mass Add tab, an absence code can be quickly added to a group of students for a specified period, range of periods, or for the All Day code. Groups of students can be identified individually, by section, by Student Group, or using a barcode scanner.
A user needs Read, Insert, and Update permissions to ATT (Attendance) to use the Attendance Management page. Additionally, Attendance Management users will need Read permissions to STU (Student Demographics), CON (Contacts), and ABS (Absence Codes). To view and/or create Attendance Notes, users will need Read and/or Insert permissions to ATN (Attendance Notes).
The Attendance Management page honors KEEP and SKIP queries. If a KEEP or SKIP query is in effect, a message will be displayed under the Results tab. Click Reset to end the KEEP or SKIP limiting.
Filter Pages by "attendance management" or navigate to Attendance Accounting > Attendance Management.
The Verification tab is divided into two horizontal tabs: Filters and Options and Results. Each tab can be minimized or displayed using theicons in the blue header bars.
Filters and Options
The Filters and Options tab allows for selection of different parameters that will be applied to select a list of students. By default, the Attendance Management page opens with only the "Unverified" absence code (usually "A") selected. If additional or different absence codes are needed, remove the checkmark in the Unverified Only checkbox to see and select from a complete list of the school's absence codes.
If needed, check any applicable absence codes. Any student who has an attendance record including one of the selected absence codes, for at least one day during the date range, will be displayed. At Daily attendance schools, only the All Day code field (ATT.AL) will be included. At Period attendance schools, the All Day code field and the Period attendance fields (ATT.A0 - A9) will be included.
The date range defaults to a Start Date of the first day of school and an End Date of the current date. Modify the date range if necessary.
The Student Search field allows the list of students to be narrowed. The list can be searched by ID Number, by Student Number, or by Student Name. A series of numbers or names should be separated by spaces, commas, or semi-colons.
Click the Search Attendance button to refresh the list using the newly selected parameters.
At Daily attendance schools, the Results tab displays a list of students who have the selected absence code(s) in their All Day attendance code field (ATT.AL), at least once during the selected date range. At a Period attendance school, the list will display a list of students who have the selected absences code(s) in their All Day attendance code field (ATT.AL) and/or in one of their Period attendance code fields (ATT.A0 - ATT.A9) at least once during the selected date range.
Both Period and Daily attendance schools provide the following columns in the list of students: Red Flag, Student Photo, ID, Name, Grade, Contacts, Weekday, AttDay, All Day Code, and Attendance Notes. A Period attendance school's columns also includes Period columns and a Fill Period button in the All Day Code column.
Columns Used by both Daily and Period Attendance Schools
Red Flag: If the student has an Attendance Red Flag set, the grid will display a Red Flag Icon. Details about the Red Flag can be viewed by hovering over the Red Flag or navigating to the student's Attendance page by clicking the date link in the AttDay column.
ID: The ID column provides the student's permanent ID number. Click on the header to sort the list in ascending or descending order by ID number. Click the Filter Icon to filter the list by ID number. Click the Clear button to clear the filter for ID number.
Name: The Name column can be filtered to narrow the list to students whose names contain, start with, or exactly match a search criteria. click the Filter Icon to filter the list by name. Click the Clear button to clear the filter.
Contacts: By clicking the Contact Icon on the Contacts column, a popup of each student's list of Contacts displays.
The Full Contact List (see snapshots below) popup provides the student's Contacts for attendance verification purposes. The student's Parent/Guardian record (STU.PG and STU.TL) is displayed. Other Contact records are displayed below the Parent/Guardian record. Contacts with Lives With set to "No" (CON.LW = N) will not be displayed. Contacts with Red Flags will display a Red Flag Icon and their names will be displayed in red. Each Contact Name is a hyperlink that opens a new tab in the browser which displays the student's Contacts page where additional Contact details can be obtained.
Attendance Day (AttDay): The AttDay column displays the Attendance date (ATT.DT) for the attendance record. The AttDay column can be sorted in ascending or descending order by clicking on the column header. The Filter Icon allows the list to be displayed by a selected date or range of dates. Each date, in AttDay column, opens a new tab in the browser which displays the student's Attendance page and more details about the student's Attendance.
All Day (ATT.AL): The AL column contains a field for the student's All Day code (ATT.AL) applicable to the attendance date. The All Day code can be modified (changed to another absence code or cleared) based on a school's attendance procedures. A code may be typed into the field. In addition, right-clicking within the attendance field will popup a clickable list of absence codes to choose from. If an absence code is clicked in the dropdown list, it will update the All Day code in the field. All changes are saved immediately and are recorded in the Attendance Log (ATL) table. At a Period attendance school, the All Day code can be modified and used to modify the Period attendance codes. More detail is provided in the Additional Options for Period Attendance Schools section of this document.
A code may be typed into the field. In addition, right-clicking within the attendance field will popup a clickable list of absence codes to choose from.
Attendance Note: The Attendance Note column displays a color-coded button for each attendance date with a submitted Attendance Note. The button is blank if the student has no Attendance Note. A Red Caption Icon, in the Attendance Note column, indicates that the student has an existing Attendance Note for that date. A Green Caption Icon, in the Attendance Note column, indicates that an ADA Makeup Code has been recorded for that date.
Click on the Attendance Note button to view an Attendance Note and/or ADA Makeup Code in Edit Mode (by default). To record an Attendance Note, click the Caption Icon. In the popup, select an absence reason from the Code-Description dropdown and type a Comment, if necessary. Click the Save button to save the note.
To add an ADA Makeup Code, click the Caption Icon. In the popup, click the Add button for ADA Make Up Code. Select the designated ADA Code, a Date and, if desired, type a Comment. Click Save to save the record.
To view all of a student's Attendance Notes, click the checkbox on the View All Notes button. All of the student's Attendance Notes will display.
To print a student's Attendance Notes, click the Print Attendance Notes button to print a report of the student's Attendance Notes.
Additional Options for Period Attendance Schools
At a Period attendance school, the All Day code and individual Period codes can be modified or cleared. When the All Day code is modified, the Period attendance fields may also be modified. How the Period attendance fields are modified depends upon the selection in the Fill Periods dropdown, located in the header above the list at Period attendance schools.
Note: A user will need Delete permissions to YTD to change the selected Fill Periods option.
The Fill Periods dropdown contains the following options:
- All day code will go in every period the student has classes
- All day code will only replace actual period absences
- Do not allow All day code to update period absences
- Ask whenever an All day code is entered
If Ask whenever an All day code is entered is selected, when a student's All Day code is changed, a popup of the Fill Period Options will be displayed:
When an All Day code is modified, the student's Period attendance fields will be modified accordingly. All changes are saved immediately and are recorded in the Attendance Log (ATL) table.
At a Period attendance school, each period can be modified individually. To modify individual periods, click the Show Periods icon, located in the AL column at Period attendance schools.
Fields for each period when the student has classes will be displayed. Individual period attendance fields can be modified or cleared. Changes are saved immediately and recorded in the Attendance Log (ATL) table.
Locked Attendance Months
If attendance months are locked (see the Locking Monthly Attendance Calendar documentation), the AttDay dates column displays a Red Lock Icon for any locked dates.
If a user has the necessary permissions to change attendance during locked months, a popup window will require confirmation before changing the attendance.
If a user does not have the necessary permissions to change attendance during locked months, the AL field will be grayed out and not update. In addition, the Fill Periods dropdown (period attendance) will also be grayed out.
Using Mass Add
The Mass Add tab contains four horizontal tabs: Mass Add Absence Codes, Mass Add Attendance Notes, Search Students, and Selected Students. The four tabs are intended to be used sequentially. Each tab can be minimized or displayed using theicons in the blue header bars.
Mass Add Absence Codes
By default, the Mass Add Absence Codes tab displays the parameters needed to record students as Tardy on the current date. At a period attendance school, the bell schedule for the current date will be displayed.
Change the Date and the ATT Code to add, if needed. Depending on whether an All Day or period code is updated,, select the appropriate period or select the All Day checkbox. To choose a period from the bell schedule based on the current time, select Use current period based on Bell Schedule. Another checkbox allows to Select All Periods. In the example below, a Tardy code will be added to students' attendance during first period on the current date.
Mass Add Attendance Notes
To include an attendance note, select an appropriate Att Note Code from the dropdown. A Period and/or Comment can also be recorded, if needed. In the following example, an Attendance Note with a Att Note Code for "Tardy - Over-slept" will be recorded.
On the Search Students tab, a variety of options are available for selecting students:
Enter grade to change if not all: Select a grade, if needed, from the dropdown.
By Section: Once By Section is selected, click inside the selection field below to display a dropdown of sections in the MST. A section number, course name, or teacher name can be typed in to filter the dropdown accordingly.
Click on a section. A blue section tile will be displayed in the selection field:
Clicking in the selection field after the section tile and repeat the steps to choose more sections. A section can be removed from the selection field by click on the X within its tile. Once all necessary sections have been selected, click the Add To List button. The students in the sections will be displayed on the Selected Students tab.
By Student Group: Select from the dropdown of the school's Student Groups.
Click the Add to List button, and the students in the selected Student Group will be displayed on the Selected Students tab.
Load Skip/Keep Students: If a SKIP or KEEP query is in effect, the students can be added to the Selected Students list by clicking the Add to List button.
By Student ID/Name: Student names or Student ID numbers can be typed or pasted into the selection field. After a minimum of three letters or numbers are entered, the selection field will filter based on the data entry, and display a dropdown of students to choose from.
Select a student from the dropdown to add them to the selection field. A blue student ID tile will be displayed in the selection field. Students can be removed from the selection field by clicking the X within their ID tile. Click into the field after the displayed student and repeat the steps to add more students. Once all students have been added, click the Add to List button to add the students to the Selected Students list.
By Scan Student ID: Use a barcode scanner to scan student's ID card barcodes. Once scanned, each student is automatically added to the Selected Students list.
On the Selected Students tab, students are displayed by name along with their ID, Grade, Birthdate, and Gender. Select the Skip checkbox by any student who should be skipped during the process. A Clear List button will remove all of the students on the list.
Mass Add Attendance
Once the list of students is correct, the process can be initiated by pressing the Mass Add Attendance button. After the process runs, a list of students will display their attendance for the selected date. The list includes each student's ID number, Grade, and attendance record. The ID number is a link to the student's Demographics page. The attendance date is a link to the student's Attendance page. A Readmit Slip can be printed for each student, using the button provided under AttDay.