The Attendance Management page allows a user to quickly view and update attendance for individual students with unverified absences during a specified date range. Other absence codes may be selected and the date range can be modified. Period and/or All Day absence codes can be updated or cleared. Attendance Notes can be viewed and recorded.
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 Attendance Management page 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, un-check 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. Click the Search Attendance button to refresh the list using the newly selected parameters.
The Student Search tab on Filters and Options 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 for Students button to narrow the list of students.
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 ATT red flag set, their rows in the grid will display a Red Flag icon. Details about the Red Flag can be viewed on the student's Attendance page. Each date under AttDay links to the student's Attendance page, where more details about the student's Attendance, including any Attendance Red Flags, are provided.
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 term. click the Filter icon to filter the list by name. Click the Clear button to clear the filter.
Contacts: The Contacts column provides a link to a popup of each student's list of Contacts.
The Full Contact List popup provides a list of the student's Contacts for attendance verification purposes. Above the Contact list, the student's Parent/Guardian record (STU.PG and STU.TL) is displayed. Other Contact records are provided 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 (displayed in red or blue) is a link to the student's Contacts page.
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 narrowed by a selected date or range of dates. Each AttDay date is a link to the student's Attendance page.
AL: The AL column contains a field for the student's All Day code (ATT.AL) for the attendance date. At a Daily attendance school, the All Day code can be modified (changed to another absence code or cleared) based on your school's attendance procedures. (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. Alternatively, right-clicking within the attendance field will popup a clickable list of absence codes to choose from.
Click on the absence code and it will be added to the field. All changes are saved immediately and are recorded in the Attendance Log (ATL) table.
Attendance Note: The Attendance Note column provides a color-coded button for each attendance date. The button is blank if the student has no Attendance Note for that date. A red icon indicates that the student has an existing Attendance Note for that date. A green icon indicates that an ADA Makeup Code has been recorded for that date.
Click on the Attendance Note button to display the Attendance Note (in Edit Mode by default) and/or ADA Makeup Code for that date, if any exist. To record an Attendance Note, select a code and type in a Comment. Click the Save button to save the note.
To add an ADA Makeup Code, click the Add button. Select an ADA Code, the Date, and type in a Comment. Click Save to save the record.
The Attendance Notes popup includes two more buttons. Check View All Notes to see all of the 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), AttDay dates during locked months will display a red lock icon:
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 Fill Periods button will not be displayed and the AL field will be grayed out and not accept input.