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.
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.
Attendance Management is available under the Attendance Accounting node at the school level on the Attendance Process Dashboard. It is available under both items C. Submitting and changing Attendance and D. Daily Activities.
It is also available by filtering "attendance management" under Pages or navigate to Attendance Accounting > Attendance Management
The Attendance Management Page is broken down into two tabs: the Verification tab and the Mass Add tab.
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.
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.
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.
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. The All Day code (ATT.AL) and the Period totals for the Flex Periods (FTF.STI) will display.
Selecting the hyperlink for the period totals will open an additional row which will display Flex Periods and absences for that student. Absences can be adjusted from within each flex period and changes will be saved automatically upon entering a code.
The Fill Periods options will determine how the absence code will be entered into the student's record.
The Fill Periods drop-down 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
A Close Periods button will close the displayed flex periods. Selecting the Period Totals hyperlink can also toggle the Flex Periods to be displayed or not displayed as well.
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 student's attendance during first period on the current date.
NOTE: If the School Settings option "Populate All-Day Attendance Code Automatically" is enabled, this option will automatically flag the All Day code in Attendance when all periods in a given day are flagged with absence code(s). If all periods contain the same absence code, the All Day code will receive that value, otherwise it will be flagged with the Unverified Absence (typically "A").
NOTE: If the School Settings option "Populate All-Day Attendance Code Automatically" is enabled, and the school has School Program of Remote Asynchronous or a Student has a Special Program of Remote Asynchronous, this option will automatically flag the All Day code in Attendance when all periods in a given day are flagged with absence code(s). If all periods contain the same absence code, the All Day code will receive that value, otherwise it will be flagged with the Unverified Absence (typically "A").
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 who will be added to a list of students who will have an Absence Code added.
Enter grade to change if not all: Select a grade, if needed, from the dropdown. If selected, the list of students will be restricted to that grade level. Note that selecting a grade does not automatically add all students in that grade to the list.
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.
The View Periods when selected will display the flex periods for the student. To close this pop-out window, select the Close Periods. This window is informational only and can not be edited from this screen. For editing attendance periods, use the Verification tab.
A user needs Read, Insert, and Update permissions to ATT to use the Attendance Management page. Permission will automatically apply to CAT table (Class Attendance) which is used in a Flex Scheduling school. 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).
For more information on Attendance Management, see the section under Attendance Accounting for regular non-flex schools