Table of Contents

Overview 

Security

Tables/Fields

Student Attendance

Flex Period Headers

Period Attendance


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
ReadView 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


TablePermissionDescription
Flex Student Attendance (Query Only) (CAT)ReadQuery the CAT table
Flex Attendance Changes Log (Query Only) (CAL)ReadQuery the CAL table
Flex Attendance Submission Log (Query Only) (CAS)ReadQuery the CAS table



Tables/Fields


TableFieldNote
ATT - Attendance Data (Existing)AL - All dayExisting 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 as opposed to Period. They replace the individual period fields used in traditional scheduling on the ATT table.

- Teachers entering Flex Period attendance codes 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 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. 








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 is scrolled, and if the student schedule changes based on CAR records, the new headers displaying any change in classes will stick to the top of the calendar. 


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. Will use ATT data (all-day code only).
    • Fill all class periods with this reasonall class periods will be updated. Will use CAT data.
  • 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 report will be updated to support support Flex Scheduling in a future update.
  • 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. The report will be updated to support support Flex Scheduling in a future update.

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.