The following steps should be used for daily and weekly attendance accounting.
First Day(s) of School
NOTE: Before initializing attendance, the Posting Codes, Calendar, and Terms must be set up, and Attendance History must be enabled. See School Setup Task Chart.
- Initialize attendance - as close to the first day of school as possible.
- Before initializing attendance:
- No students have Attendance records (ATT).
- No students have Course Attendance (CAR) records.
- Attendance cannot be taken.
- After initializing attendance:
- On Attendance Enrollment, an attendance entry Ent/Lv record (ATT.CD = E) is entered for each student where Date (ATT.DT) is the first date of the school year calendar (DAY).
- On Course Attendance, the class entry date is entered in Start Date (CAR.DS) which is the first date of the school year calendar (DAY), for each student's section.
- These records effectively enroll all active students as of the first day of school.
- Before initializing attendance:
- Use the No Show Managerto identify and manage students who do not attend on the first day(s) of school.
- View students who have absences at the start of the school year.
- Update a student's enrollment to start on the first day of attendance for those who are absent at the beginning of the school year.
- Update program records to the student's actual enrollment date.
- Mark students as No Show if applicable.
Teachers must submit attendance each day, and schools must verify absences to ensure all students are attending school regularly. Six-week reconciliation will be an easy process if daily procedures are established and followed. Listed below are suggested practices.
NOTE: Due to procedure changes related to COVID-19, your school may allow a bigger window of time, such as 24 hours, for recording daily attendance.
- Teachers post attendance in one of two ways:
- Teachers submit attendance from the Classroom Attendance page in Teacher Portal. Also, teachers should enter a Rmt Asynchronous Note for any student who is not present for class or onsite on a particular date (e.g., ill) but engages remotely at some point during the day.
- Teachers submit written attendance to the office on a Class Roster.
- Use one or more of the following resources to confirm that all teachers have posted attendance:
- Run the Attendance Submission Log Report (all attendance submission for a range of dates).
- Run the Missing Attendance Report (only missing attendance for a range of dates).
- If recording absences for each period, run the Period Absence Audit Report to locate anomalies and potential errors, such as a student who was marked present only one period during the day. You can select Limit to a Single Period Present to easily identify these students.
If a mistake is found, print the report and have the teacher sign and/or change the attendance for the student.
- Run the Attendance Notes Report with the Remote Asynchronous code selected to monitoring for any student who was marked absent earlier in the day but engaged later, and update attendance accordingly. Teachers should be entering the Remote Asynchronous Notes every time this happens.
- Use the Attendance Management page to find all unverified absences (All Day Code or Period Code). Note that an absence entered by a teacher is considered unverified until campus staff verifies it.
- Notify parents of absences.
- If using an auto-dialer, send messages to parents via phone, text, or email.
- If manually contacting the parents, use the Attendance Management page to view a list of absent students, and click the Contact Icon to view contact information.
- Use the Student Attendance page to update attendance data for individual students with information received from parents, such as changing an unexcused absence to excused when a parent submits a doctor note. Verify that all absences are reported as Excused or Unexcused. On the Verification tab under Filters and Options, you can select Unverified Only and specify the dates to be verified.
- Identify and correct any data problems using the following resources.
These reports should be run daily for the first two weeks, then weekly for the remaining weeks.
- Run the Attendance Audit Listing Report to identify and resolve any errors such as invalid data.
- Run the Course Attendance Audit Report to identify and resolve any attendance and enrollment issues with student scheduling (CAR), such as discrepancies between attendance fields on the Student Demographic form and the Attendance Enrollment form.
- Monitor truancy according to district policy.
- (Optional) Use Mass Change ATT Codes to apply an all Day Code (Period Attendance schools only).
See also Mass Change ATT Codes for Hybrid Students.
- (Optional) Teachers verify and sign a weekly attendance report confirming attendance submission. Aeries provides a Weekly Attendance Report that can be run and distributed to teachers for signatures.
- Run the Attendance Audit Listing Report to identify and resolve any errors. Run daily for the first two weeks, then weekly for the remaining weeks.
- Run the Period Absence Audit Report to identify attendance submission errors by teachers, such as students who were absent and then present at the end of the day or vice versa. It is recommended that inactive students be included.
- Run the Course Attendance Audit Report to identify and resolve any attendance and enrollment issues with student scheduling (CAR), such as discrepancies between attendance fields and Attendance Enrollment. Run daily for the first two weeks, then weekly for the remaining weeks.