Overview
The student Attendance page is utilized to update an individual student’s attendance. This page introduces a new layout and uses a combination of existing tables and new tables when a school is set up for Flex Scheduling taking Period Attendance.
For information on Attendance configurations, see Flex Attendance Options Chart.
Security
Each table listed has a Flex equivalent which inherits permissions from the existing non-Flex table.
Table | Permission | Description |
|---|---|---|
| Attendance Data (ATT) Class Attendance - (CAT) - Flex | Read Insert Update Delete Mass Update | View page Add new record Update records Delete Records To over-ride a locked month on the Mass Change Attendance page |
| Attendance Log (ATL) Class Attendance Log (CAL) - Flex | Read Insert Update Delete | View page Add new record Update records Delete Records |
| Attendance Submission Log (ASL) Class Attendance Submission Log (CAS) - Flex | Read | View the Attendance Submission Log page Run the Missing Attendance report |
| Attendance Notes (ATN) | Read Insert Update Delete | View Attendance Notes Add Attendance Notes Update Attendance Notes and Update on the Mass Change Period Absences form. Delete Attendance Notes |
Query-Only Security
Giving a User account Read permissions to any of the following tables will enable the ability to query the data stored.
| Table | Permission | Description |
| Flex Student Attendance (Query Only) (CAT) | Read | Query the CAT table |
| Flex Attendance Changes Log (Query Only) (CAL) | Read | Query the CAL table |
| Flex Attendance Submission Log (Query Only) (CAS) | Read | Query the CAS table |
Tables/Fields ↑
| Table | Field | Note |
|---|---|---|
| ATT - Attendance Data (Existing) | AL - All day | Existing field which is used to store an attendance code when entered in the All-day field on a particular date. |
| ATN - Attendance Notes (Existing) | SE - Section Number (New) | Attendance Notes will be associated with class sections as opposed to periods. |
| CAT - Class Attendance (New for Flex) | ID - Student ID SCL - School Code SQ - Sequence Number SE - Section Number DT - Attendance Date SID - Staff ID AC - Attendance Code ST - Start Time ET - End Time TT - Total Time | - Attendance codes entered in any of the Flex Period fields will be stored here and will be saved by Section Number. They replace the individual period fields used in traditional scheduling on the ATT table. - Flex Period attendance codes entered by Teachers will be stored in this table. -Security is inherited from ATT permissions. |
| CAL - Class Attendance Log (New for Flex) | ID - Student ID SCL- School Code SQ - Sequence Number DT - Attendance Date SE- Section Number FC - Field Code OD - Old Data ND - New Data UN -UserName IP - IP Address SY -System DTM - DateTime Modified | -CAL is the equivalent to the Attendance Log (ATL) table used in traditional scheduling. -Security is inherited from ATL permissions. |
| CAS - Class Attendance Submission Log (New for Flex) | SC - School Code DT - Attendance Date LT - Last Modified DateTime FT - First DateTime SE - Section Number | -CAS table is the equivalent to the Attendance Submission Log (ASL) table used in traditional scheduling. -This table is used for the Missing Attendance report and the Attendance Submitted Early report in Flex schools. -Security is inherited from ASL permissions. |
Student Attendance ↑
On the Navigation menu, go to Student Data > Attendance.
The Attendance page will display the following:
- Basic demographic information on the top portion of the page.
- Attendance summary data fields on the bottom of the page.
- Tardy and Absent letter totals above the attendance calendar section.
- The current day is highlighted in bold letter and the page will load .
- The RED FLAG icon, located at the top left corner, which is used to flag any student with attendance issues. By clicking the flag icon, an attendance Red Flag will be created and an attendance comment can be added for a student. Before adding a Red Flag, check district protocol and procedures.
Multi-School Views
Aeries has recently enhanced Student Attendance to allow users to view a student's attendance that exists in any school the student attended in the current year. However, only the Student Attendance at the school the user is logged into will be available to edit.
When logged into Student Attendance for a specific school, the default view is for that school. If you wish to view attendance details for this student at another school they attended, select the school from the drop-down menu. Notice that this view is Read-Only.
The Fill Periods, Update ATT Data, Refresh Totals, and Print Readmit Slip buttons are not displayed when in Read-Only view. The Legend, Quick Print, and Print Attendance Notes buttons are available in Read-Only view.
Attendance is only editable at the school you are logged into.
Colors
Absence codes can have a color assigned to them through the Update Absence Code page. If colors are assigned to an absence code the colors will display on the Student Attendance page as well as the Attendance legend.
Information on assigning Absence code colors is described in this document Setup Absence Codes.
When colors are assigned to Absence codes, the Attendance page will display a color options feature so users can select how or if they want the colors to display.
Flex Period Headers ↑
Each student will have a different number of column headers display based on the number of Flex Periods they have in their Class Schedule at any given point throughout the school year.
As the calendar page is scrolled, if the student schedule changes based on CAR records, the header display will change to reflect the matching classes per Course Attendance and will lock the period header to the top of the Attendance Calendar page.
In the example below, this student has a class during Flex Period 7 with a Stop Date of 12/20/2019. On 1/2/2020, this student will no longer have a 7th period class and an "N/A" is noted in the header for that column. The remaining calendar days in this column will be grayed out unless another change in the student's schedule is made where it will require a Flex Period to display.
Changes to the headers may occur while scrolling through the calendar to alert the user that at one point in time, this student had or will have another class change based on CAR.
Holidays or days where school is not in session based on the school's calendar setup will display a row that is grayed out and will display date ranges if they span multiple days.
If a particular class does not meet on a given date, the class will be grayed out for that particular day. If a class is marked as non-attendance (MST.ST = 'Y' or 'Z'), the dates will also be grayed out for that class.
Period Attendance ↑
Clicking in the All Day code field on the Attendance form will manually input an absence code for a specific date and auto-populate all the periods assigned for the day. Entering a code in the All Day field will populate the ATT.AL field and the Flex Period fields will populate in the CAT table.
Clicking a specific Period for a student on the Attendance form will manually input an absence code for individual periods stored in the CAT table.
Fill Periods, located below the attendance calendar, can be selected at the bottom of the form for additional options.
Selecting the Update ATT Data button, will result in the following:
- The Update ATT Data button will update a student’s attendance for a specified date range with the selected Absence Code from the dropdown. Any Unverified absence codes (usually "A") in the period fields will be updated by this process. Classes setup as meeting on different days will be honored based on the Class Calendars assigned to the sections.
- Update All Day code with this reason - The All Day code will be updated and will store code in ATT table (all-day code only).
- Fill all class periods with this reason - All class periods will be updated and will store code in CAT table.
- The Quick Print button will print the student’s full year of attendance. Clicking the button will open a new tab or window and automatically trigger the browser to print once the content is loaded.
- The Print Attendance Notes button will print all notes for the entire year or a specific date range.
- The Refresh Totals button will refresh totals after entry on the Attendance page. Both the totals and summary sections will be updated using the latest data including the CAT table.
- The Print Readmit Slip button will print from a receipt printer or from a laser printer.
If updating attendance will affect attendance totals and ADA reporting, such as the Monthly Attendance Report, a warning will display. It is recommended that attendance changes that affect ADA reporting be verified before continuing with changing the attendance data.
Attendance Enrollment ↑
The Attendance Enrollment page will display enter or leave records if a student has had their Attendance Initialized or dropped. Adding an Enter code (E) is usually done in mass at the beginning of the year or individually when a student enrolls after the first day of school. If a student has their Attendance Enrollment records ended during the school year, a Leave code (L) will display.
If a student's enrollment is ended by adding a Leave Record, the system will prompt the user to delete any existing attendance that exists after the leave date. Click Yes to delete the records.
When changing an existing leave date to an earlier date and attendance records exist, a message will display prompting to delete the records between these dates letting the user know there may be orphaned records. Click Yes to delete the records.
If the user selects to not delete these records, the student may end up with orphaned attendance records. These records will display on this page and the user with delete permissions to ATT will have the ability to delete these records individually. The orphaned records will display in two separate categories in a Flex School.
- All Day Attendance Without Enrollment - Will display the orphaned records coming from the All Day column which is stored in the ATT table.
- Class Attendance Without Enrollment - Will display the orphaned records coming from Class Attendance (period attendance) which is stored in the CAT table.
To delete these records on an individual basis, select the delete icon to the left of the date. After the message prompt appears, click OK.
NOTE: All orphaned Attendance or Class Attendance records will display on the Attendance Audit Listing. It is important to run this regularly and clean up any errors appearing on the report.