eSchoolPlus+ Attendance Training...

eSchoolPlus+

Attendance Training Guide Version 2.4

February 2014

Arkansas Public School Computer Network

eSchoolPlus 2.4 Attendance

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TABLE OF CONTENTS

Attendance System Overview .................................................................................................................... 5 Attendance Entry Methods ......................................................................................................................... 6

Teacher Access ...................................................................................................................................... 6 Office Entry .............................................................................................................................................. 6

Teacher Access Center Attendance Entry ....................................................................................... 7 Attendance Entry ................................................................................................................................ 9 Attendance Entry By Activity .......................................................................................................... 14 Attendance Entry By Class ............................................................................................................. 19 Attendance Entry By Class for Homerooms ................................................................................. 23 Attendance Entry By Criteria .......................................................................................................... 27

Student Center Attendance Options ....................................................................................................... 32 Year View ............................................................................................................................................... 33

Student Attendance Detail by Period ............................................................................................. 34 Student Attendance by Range ........................................................................................................ 37 Attendance Audit Detail ................................................................................................................... 40 Student Attendance Cleanup .......................................................................................................... 42 View Attendance Day Totals for Selected Dates ........................................................................... 45 Printing Student Attendance ........................................................................................................... 46

Range View ............................................................................................................................................ 48 Attendance Error Scan ............................................................................................................................. 51

Attendance Error Scan Messages ...................................................................................................... 55 Attendance Day Totals Calculation ......................................................................................................... 58 Attendance Interval Totals Calculation ................................................................................................... 60 Student Day Totals .................................................................................................................................... 63 Student Interval Totals ............................................................................................................................. 66 Attendance Reports .................................................................................................................................. 68

Morning Bulletin.................................................................................................................................... 71 Teacher Report...................................................................................................................................... 73 Office Report ......................................................................................................................................... 76 Missing Submission Report ................................................................................................................ 79 End-of-Day Teacher Status Report ..................................................................................................... 81 Activity Absence Report ...................................................................................................................... 85 Attendance Trends by Course (Detail) Report ................................................................................... 87 Attendance Trends by Course (Summary) Report ............................................................................ 91 Attendance Trends by Period (Detail) Report .................................................................................... 95 Attendance Trends by Period (Summary) Report ............................................................................. 99 Perfect Attendance Report ................................................................................................................ 103 Full Student Attendance Register Report ........................................................................................ 106 Attendance Register Summary Report ............................................................................................. 111 Student Detail Attendance Register Report ..................................................................................... 115 Student Totals Attendance Register Report .................................................................................... 120 Enrollment Statistics Report ............................................................................................................. 126 Headcount Statistics Report .............................................................................................................. 129 ADA/ADM Statistics Report ............................................................................................................... 131 Audit Trail Summary Report .............................................................................................................. 135

Attendance Letters .................................................................................................................................. 138 Attendance Notification Groups........................................................................................................ 139 Attendance Notification Criteria ........................................................................................................ 140 Attendance Notification Calculation ................................................................................................. 152 Attendance Generate Notification Listing ........................................................................................ 155 Attendance Send Notification ............................................................................................................ 158 Attendance Remove Notification ...................................................................................................... 160 Attendance Mail Merge Fields ........................................................................................................... 163


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Attendance System Overview The eSchoolPlus Attendance System is designed to aid school personnel in recording, storing, and processing attendance information. Attendance can be recorded by homeroom or class. Users can generate attendance reports for teachers, office staff, and school administrators. The system also includes the ability to generate letters for district-defined absence criteria.

Prerequisites Prior to utilizing the Attendance System the following prerequisites performed by the system administrator or building personnel must be in place.

Attendance Validation Tables District-wide setups that define the types of groups the district may use to combine attendance information. (Optional)

Attendance Codes District-wide attendance codes that match the criteria entered in the Attendance Code Search.

Durations Building setups used for dividing up the school year, such as marking periods.

Marking Periods Building setups that defines the number of weeks and the start and end dates in each marking period.

Attendance Configuration Building setup that indicates how attendance is taken, how attendance notifications are sent to parents, how attendance information is entered in Teacher Access Center, and how the number of absences are calculated for the Administrator Dashboard.

Attendance Periods Building setup that defines when attendance should be recorded. Attendance may be taken by Homeroom, Period, or Timeslot.

Attendance Intervals Building setup that defines the periods of time for which attendance totals will be stored. Attendance Intervals may be defined by marking period, month, or specific date(s).

Attendance View Setup Building setup that defines how attendance totals should be calculated by the Day Totals Calculation to convert the entered attendance information for the day. This defines a building’s whole day/half day calculation for both quarterly attendance and possibly for marking reporting and/or attendance letter notifications.


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Attendance Entry Methods There are several methods by which student attendance can be entered or maintained:

Teachers can enter attendance from their classrooms by using Teacher Access Center.

Attendance can be entered in the office by using one of the following options: Attendance Entry, Entry by Activity, Entry by Class, or Entry by Criteria.

Student Attendance can be maintained by using the Year View option.

Note: Future attendance cannot be taken in TAC, but can be taken by the office.

Teacher Access Each teacher has one login ID that will access all classes/homerooms in which the teacher will take attendance. When the teacher logs in successfully they will be able to enter attendance for homeroom or classes.

Office Entry The office using one of the following methods can enter attendance: Attendance Entry Used to enter attendance for one or more attendance periods for

one or more days. Entry by Activity Used to enter attendance for all students in a club or team for one

or more days and/or for one or more attendance periods. Entry by Class Used to enter attendance for students in the same course section

or homeroom. Entry by Criteria Used to enter attendance for students based on Demographic,

Academic, Travel or Personal Information.

Classifications of Entries No matter which method of Attendance entry is used, a classification MUST be chosen for the entry. One of two classifications may be used:

Teacher Slip This classification is usually used as an initial entry to indicate attendance information received from teachers. Attendance from TAC (Teacher Access Center) goes to the “Teacher Slip” field. Office Entry This classification is usually used to enter information once the absence is determined by the office. For instance, the teacher marked the student absent, but student checked in Tardy through the office. If an audit trail is desirable, Teacher Slip entry may be used as the initial entry classification and then records can be updated using Office Entry.

Bottom Line Attendance The Bottom Line (or Official) Type setting in the building’s Attendance Configuration determines that the Office Entry takes priority in cases where an attendance period has absence codes for both sources.


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Teacher Access Center Attendance Entry Teachers may take attendance in Teacher Access Center (TAC) for students in either their homerooms or scheduled courses. If taking homeroom attendance teachers will see an attendance link next to a line titled “Homeroom” and if taking class attendance the attendance link is next to the course. Sample when using Period/Timeslot Attendance:

Note: The All P link (beside the Att link) is to be used if all students are present in class. This does not code as PRE – Present, but rather records that attendance has been taken by the teacher preventing the teacher as ‘Missing Submission’.

Take Attendance Screen in Teacher Access Center


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Sample when using Homeroom Attendance:

TAC Take Attendance Screen using Homeroom Attendance

The Take Attendance screens may vary from the above screens due to differences in districts’ setups for attendance in TAC. This screen allows teachers to take attendance by placing a check mark in the box under the appropriate columns:

A = Absent T = Tardy P = Present (Do NOT mark students present unless a correction to a previously saved entry is being made.)

Once attendance has been entered click on the Save button located at either the top or bottom of the page. A message will display: Save In Progress…Completed. Then click on the My Classes or Home button at the top of the page. This will take the teacher back to the My Home page where a green

checkmark should now be seen beside the Att link which indicates that attendance was submitted for that course. Note: If a student was marked absent by mistake or came into class after attendance was saved the teacher may go back in to the Att link and click in the P box beside the students name in order to correct the previously saved entry. Be sure to click Save after the correction is made. Note: If attendance has been entered on students from the office, the attendance will display in TAC in RED under the students name. Office Attendance may not be overridden by the Teacher.


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Attendance Entry The Attendance Entry option allows entry of attendance information for one or more attendance periods for one or more days. Students can be entered by using their ID or their name.

Menu Access: Attendance Center > Attendance Entry Sample Attendance Entry Window: (Attendance Configuration Period Type is Period)


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Sample Attendance Entry Window: (Attendance Configuration Period Type is Homeroom)

Field Descriptions: (*Asterisk notes a required field)

Attendance Entry Section Building* - The building to enter attendance information. Dates* - The date(s) for which attendance is being taken. Enter dates or click the calendar button to select dates. To enter attendance for multiple dates, enter dates in a comma-delimited list, for example, 09/04/2007,09/06/2007,09/07/2007.

Note: If an Attendance Lock Date is set up for the building, the system prevents user from selecting anything on or before that date.

Period* - The periods for which attendance is being taken. Depending on the setup for the building, periods shown here could be class periods or for homeroom attendance a user may see AM & PM for the periods. To enter attendance for multiple periods, CTRL+click the attendance periods needed. To select a range of periods, Shift+click the first and last period needed. By – Indicates the source of the attendance record.

O - Office – to indicate attendance was entered as an office entry. T – Teacher – to indicate attendance was entered as a teacher entry.


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Defaults Section

This section indicates the default absence or tardy information to assign to students. This applies to each student selected in the Students section, including those selected with the View Unverified Absences button. No Default – Selection indicating for the system not to assign a default absence code or tardy when students are added to the Students section. Select this option if using the View Unverified Absences button and defaults are not to be applied to all students with unverified absences. Absence Code (A) – The attendance code to enter if the A checkbox is checked for a student. Select this radio button if this absence information should be assigned to students by default.

Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.

Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.

Tardy Code (T) – The attendance code to enter if the T checkbox is checked for a student. Select this radio button if this tardy information should be assigned to students by default.

Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.

Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.

Students Section This section lists the selected students. Students are assigned the default for an absence or tardy by checking the A or T checkbox. Dismissal or arrival time may be entered for the absence. Student ID - The ID number of the student for whom attendance information is being entered. Student Name - The full name of the student for whom attendance information is being entered. Grade - The student’s current grade. A – Checked if the default Absence Code (A) information should be entered for the student.

T – Checked if the default Tardy Code (T) information should be entered for the student.

P – Checked if the student should be marked present. The student only needs to be marked present if correcting attendance that was previously entered for the student. Checking P removes the attendance entry that had been entered previously.


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By – Indicates the source of the attendance that is displayed. Office indicates it is an office entry; Teacher indicates it is a teacher entry. This value only displays for attendance which was previously saved.

Code – The attendance code to enter for the student if the absence or tardy defaults are not appropriate. Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if a dismissal time is not allowed for the selected attendance code. If Add Entry [+] is clicked to enter multiple rows for a student, there must be a dismissal or arrival time entered on each row. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if a dismissal time is not allowed for the selected attendance code. If Add Entry [+] is clicked to enter multiple rows for a student, there must be a dismissal or arrival time entered on each row. Add Entry – Click the Add Entry [+] to enter multiple rows of codes for a student. If Add Entry [+] is used there must be a dismissal or arrival time entered on each row.

Warning: Adding multiple codes for a student is not recommended as this may double the number of absences for a student as far as state reporting is concerned.

Clear Entry – Click the Clear Entry [-] to remove the added student or to clear any added codes for the student.

View Unverified Absences The Verifying Unverified Absences button is a utility to help districts that need bottom line attendance verification. Using the Verifying Unverified Absences procedure will display a list of students whose attendance information must be verified. For example, if the district requires that all attendance records are verified by the office, then this option allows for a list of attendance to display where only a teacher entry exist. After contacting the students’ parent/guardian to verify whether the student was legally absent, the bottom line attendance information can be updated per the district’s attendance standards. Warning: Make sure that the school district attendance policies are understood before using this procedure to affect existing attendance records.


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Procedures:

1. Select Attendance Center > Attendance Entry to display the Attendance Entry page.

2. Enter the building, date(s) and attendance period(s). 3. In the By field, select O – Office (default) or T – Teacher (default). 4. In the Defaults section of the screen, specify the Absence Code and/or Tardy Code

information to be saved for the selected students. If applicable, enter times. 5. In the Students section, enter an ID in the Student ID field or enter part of the

student’s name in the Student Name field. If the Student Name field is used, enter the name to search for, then tab to the next field to display the Student Search pop-up box and select the student.

Check the A or T box to save the default value for the student, or enter a specific absence reason in the Code field to override the defaults. Times can be entered if they apply to the absence code. Note: The P column is only used to delete existing attendance records.

6. Continue to the next line and enter the next student.

7. If multiple codes are needed for a student within the same period, click Add Entry [+].

Note: If entering multiple codes within the same attendance period, times must be entered. To remove the attendance line for a student click Clear Entry [-]. Warning: Adding multiple codes for a student is not recommended as this may double the number of absences for a student where state reporting is concerned.

8. When all students have been entered, click Save.

9. A pop-up box displays indicating the number of records processed.

10. The Attendance Entry page remains displayed. To add more attendance information, return to Step 2.

Note: Check the Attendance Entry Log to verify records saved or not. If students are not scheduled for a period, the records will not be saved and the system will not give any indication. The log will report whether or not the information is saved and the reason.


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Attendance Entry By Activity The Attendance Entry By Activity option can be used to enter attendance for all students in a club or team for one or more days and/or for one or more attendance periods. The clubs and/or teams must first be defined in Registration Center > Activities and the students must be added to the activity.

Menu Access: Attendance Center > Entry By Activity Sample Entry By Activity Page: Attendance Configuration Period Type set to Period or Timeslot

Sample Entry By Activity Page: Attendance Configuration Period Type set to Homeroom

Field Descriptions: (*Asterisk notes a required field) Attendance Entry By Activity Some fields will be required by the system and are indicated by the asterisk (*) following the field name. Building* - The building for which attendance information is being taken. Attendance Date(s)* - The date(s) for which attendance is being taken. Enter dates or click the calendar button to select dates. To enter attendance for multiple dates, enter dates in a comma-delimited list, for example, 09/04/2007,09/06/2007,09/07/2007.



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Attendance Period(s)* - The periods for which attendance is being taken. To enter attendance for multiple periods, CTRL+click the attendance periods needed. To select a range of periods, Shift+click the first and last period needed. Activity Code* – The activity for which attendance is being taken.

Sample Entry By Activity - Students Selected Page: Attendance Configuration Period Type set to Period or Timeslot


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Sample Entry By Activity - Students Selected Page: Attendance Configuration Period Type set to Homeroom


Attendance Entry By Activity Following are descriptions for the fields available after Enter Attendance is clicked. Note: Activity Code, Building, Dates and Periods fields are display only. By – Indicates the source of the attendance entries taken for students in the selected activity.


Defaults Section This section indicates the default absence or tardy information to assign to students. Absence Code (A) – The attendance code to enter if the A checkbox is checked for a student. Select the absence code to be assigned to students by default.


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Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.

Tardy Code (T) – The attendance code to enter if the T checkbox is checked for a student. Select the tardy code to be assigned to students by default. Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.

Students Section This section lists the selected students. Students are assigned the default for an absence or tardy by checking the A or T checkbox. Dismissal or arrival time may be entered for the absence. Student ID - The ID number of the student for whom attendance information is being entered. Student Name - The full name of the student for whom attendance information is being entered. Grade - The student’s current grade. A – Checked if the default Absence Code (A) information should be entered for the student.


P – Checked if the student should be marked present. The student only needs to be marked present if correcting attendance that was previously entered for the student. Checking P removes the attendance entry that had been entered previously. By – Indicates the source of the attendance that is displayed. Office indicates it is an office entry; Teacher indicates it is a teacher entry. This value only displays for attendance which was previously saved.


Warning: Adding multiple codes for a student is not recommended as this may double the number of absences for a student where state reporting is concerned.


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Clear Entry – Click the Clear Entry [-] to clear added codes for a student. This button is only available when the Add Entry [+] button has been used to add multiple rows of codes. Procedures:

1. Select Attendance Center > Entry By Activity to display the Attendance Entry By Activity page.

2. Enter the building, date(s), attendance period(s) and activity code.

3. Click Enter Attendance. A page listing the students in the activity displays.

4. In the By field, select O – Office (default) or T – Teacher (default).

5. In the Defaults section of the screen, specify the Absence Code and/or Tardy Code information to

be saved for the selected students. If applicable, enter times.

6. Enter attendance as follows:

To mark specific students Absent or Tardy with the default codes specified, click in the checkbox in the A or T column.

To mark all students with the default absence information, click Mark All Absent.

To mark all students with the default tardy information, click Mark All Tardy.

7. When the entering of attendance information is complete, click Save.


9. The Attendance Entry By Activity – Search page displays. To add more information, return to step 2.

Note: Check the Attendance Entry by Activity Log to verify records saved or not. If students are not scheduled for a period, the records will not be saved and the system will not give any indication. The log will report whether or not the information is saved and the reason.


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Attendance Entry By Class

The Attendance Entry By Class option can be used to enter attendance for students enrolled in a course. This option may be used to enter attendance information that is submitted on paper slips by teachers or substitutes. Additionally, this option may be used to enter attendance for multiple periods for students in a class.

Note: If the building takes attendance by homeroom, refer to Attendance Entry By Class for Homerooms section.

Menu Access: Attendance Center > Entry by Class Sample Entry By Class Page: Attendance Configuration Period Type set to Period or Timeslot


Attendance Entry By Class Some fields will be required by the system and are indicated by the asterisk (*) following the field name. Building* - The building for which attendance information is being taken. Attendance Dates(s)* - The date(s) for which attendance is being taken. Enter dates or click the calendar button to select dates. To enter attendance for multiple dates, enter dates in a comma-delimited list, for example, 09/04/2007,09/06/2007,09/07/2007.


Course-Section* – Enter the course-section of the students for whom attendance information is to be entered. Enter the course code and section number or click the down arrow to select a course-section from the Master Schedule Search window. Attendance Period(s)* - The periods for which attendance is being taken. To enter attendance for multiple periods, CTRL+click the attendance periods needed. To select a range of periods, Shift+click the first and last period needed.

Note: When periods are selected that do not match the periods of the selected course, users are prompted to verify that attendance is to be entered for other periods based on the course.


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Sample Entry By Class - Students Selected Page: Attendance Configuration Period Type set to Period or Timeslot


Attendance Entry By Class Following are descriptions for the fields available after Enter Attendance is clicked. Note: Class, Teacher, Room, Building, Dates and Periods fields are display only. By – Indicates the source of the attendance entries taken for students in the selected class.


Defaults Section This section indicates the default absence or tardy information to assign to students. Absence Code (A) – The attendance code to enter if the A checkbox is checked for a student. Select the absence code to be assigned to students by default. Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.


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Students Selected Section This section lists the selected students. Students are assigned the default for an absence or tardy by checking the A or T checkbox. Dismissal or arrival time may be entered for the absence. Student ID - The ID number of the student for whom attendance information is being entered. Student Name - The full name of the student for whom attendance information is being entered. Grade - The student’s current grade.

A – Checked if the default Absence Code (A) information should be entered for the student.





Clear Entry – Click the Clear Entry [-] to clear added codes for a student. This button is only available when the Add Entry [+] button has been used to add multiple rows of codes.

New Date/Period - Select a new date and period to enter attendance.


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Procedures:

1. Select Attendance Center > Entry By Class to display the Attendance Entry By class page. 2. Enter the building, date(s), attendance period(s), course and section. 3. Click Enter Attendance. A page listing the students in the course displays.

Note: If periods are selected other than the period(s) that the course meets, a warning will display listing the periods that were selected that are not when the course meets. Click Yes to continue or No to change the attendance information selected.

4. In the By field, select O – Office (default) or T – Teacher (default). 5. In the Defaults section of the screen, specify the Absence Code and/or Tardy Code

information to be saved for the selected students. If applicable, enter times. 6. Enter attendance as follows:

To mark specific students Absent or Tardy with the default codes specified, click in the checkbox in the A or T column.





9. The Attendance Entry By Class (Course/Section) – Search page displays. To add more attendance information, return to step 2.

10. Check the Attendance Entry by Activity Log.

Note: Check the Attendance Entry by Class log to verify records saved or not. If students are not scheduled for a class, the records will not be saved and the system will not give any indication. The log will report whether or not the information is saved and the reason.


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Attendance Entry By Class for Homerooms

The Attendance Entry By Class option can be used to enter attendance for students enrolled in a course by homeroom. This option may be used to enter attendance information that is submitted on paper slips by teachers or substitutes.

Note: If the building takes attendance by scheduled courses, refer to Attendance Entry By Class section.

Menu Access: Attendance Center > Entry by Class Sample Entry by Class (Homeroom) Page: Attendance Configuration Period Type set to Homeroom

Field Descriptions: (*Asterisk notes a required field) Attendance Entry By Class Some fields will be required by the system and are indicated by the asterisk (*) following the field name.

Building* - The building for which attendance information is being taken. Attendance Date(s)* - The date(s) for which attendance is being taken. Enter dates or click the calendar button to select dates. To enter attendance for multiple dates, enter dates in a comma-delimited list, for example, 09/04/2007,09/06/2007,09/07/2007.


Teacher Id* – Enter the homeroom teacher of the students for whom attendance information is to be entered. Enter the teacher number or click the down arrow to select a teacher from the Staff Information Search window. When the teacher number is selected, the primary homeroom for the teacher defaults in the Room field.

Room* - Enter the homeroom number of the students for whom attendance information is to be entered. Enter the homeroom number or click the down arrow to select teacher from the Room Information Search window. When the homeroom number is selected, the primary teacher for the homeroom automatically displays in the Teacher ID field. Attendance Period(s)* - The periods for which attendance is being taken. By default, the 1

st period for

the homeroom is selected. Only one period at a time may be selected using this option. If attendance is to be entered for multiple periods, the process will need to be entered again for each period, such as, the AM period and then the PM period.


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Sample Entry by Class (Homeroom) - Students Selected Page: Attendance Configuration Period Type set to Homeroom

Field Descriptions: (*Asterisk notes a required field) Attendance Entry by Class Following are descriptions for the fields available after Enter Attendance is clicked. Note: Teacher, Room, Building, Dates and Periods fields are display only. By – Indicates the source of the attendance entries taken for students in the selected homeroom.


Defaults Section This section indicates the default absence or tardy information to assign to students. Absence Code (A) – The attendance code to enter if the A checkbox is checked for a student. Select the absence code to be assigned to students by default. Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.


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Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code. Tardy Code (T) – The attendance code to enter if the T checkbox is checked for a student. Select the tardy code to be assigned to students by default. Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.





Code – The attendance code to enter for the student if the absence or tardy defaults are not appropriate. Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if a dismissal time is not allowed for the selected attendance code. If Add Entry [+] is clicked to enter multiple rows for a student, there must be a dismissal or arrival time entered on each row. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if a dismissal time is not allowed for the selected attendance code. Add Entry – Click the Add Entry [+] to enter multiple rows of codes for a student. If Add Entry [+] is used there must be a dismissal or arrival time entered on each row.



New Date/Period – Allows the user to select a new date and period to enter attendance.


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Procedures:

1. Select Attendance Center > Entry By Class to display the Attendance Entry By Class page. 2. Enter the building, date(s), teacher id, room and attendance period. 3. Click Enter Attendance. A page listing the students in the homeroom displays.

4. In the By field, select O – Office (default) or T – Teacher (default).

5. In the Defaults section of the screen, specify the Absence Code and/or Tardy Code

information to be saved for the selected students. If applicable, enter times. 6. Enter attendance as follows:

To mark specific students Absent or Tardy with the default codes specified, click the checkbox in the A or T column.





9. The Attendance Entry By Class (Homeroom) – Search page displays. To add more attendance information, return to step 2.

10. Check the Attendance Entry by Activity Log.

Note: Check the Attendance Entry by Class log to verify records saved or not. If students are not scheduled for a class, the records will not be saved and the system will not give any indication. The log will report whether or not the information is saved and the reason.


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Attendance Entry By Criteria The Attendance Entry by Criteria option can be used to enter attendance for students based on Demographic, Academic, Travel or Personal Information. Attendance can be entered for multiple dates and periods.

Menu Access: Attendance Center > Entry by Criteria Sample Entry by Criteria Page: Attendance Configuration Period Type set to Period or Timeslot

Sample Entry By Criteria Page: Attendance Configuration Period Type set to Homeroom


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Field Descriptions: (*Asterisk notes a required field) Attendance Entry By Criteria Some fields will be required by the system and are indicated by the asterisk (*) following the field name. Building* - The building for which attendance information is being taken. Attendance Dates(s)* - The date(s) for which attendance is being taken. Enter dates or click the calendar button to select dates. To enter attendance for multiple dates, enter dates in a comma-delimited list, for example, 09/04/2007,09/06/2007,09/07/2007.


Attendance Period(s)* - The periods for which attendance is being taken. To enter attendance for multiple periods, CTRL+click the attendance periods needed. To select a range of periods, Shift+click the first and last period needed. Student Criteria Filter – Enter the criteria for the students that should display.

Sample Entry By Criteria - Students Selected Page: Attendance Configuration Period Type set to Period or Timeslot


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Sample Entry By Criteria - Students Selected Page: Attendance Configuration Period Type set to Homeroom

Field Descriptions: (*Asterisk notes a required field) Students Selected Page Following are descriptions for the fields available after Enter Attendance is clicked. Note: Building, Dates and Periods fields are display only. By – Indicates the source of the attendance entries taken for the selected students.


Defaults Section This section indicates the default absence or tardy information to assign to students. Absence Code (A) – The attendance code to enter if the A checkbox is checked for a student. Select the absence code to be assigned to students by default.


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Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. If time is entered it must be a time that is in one of the selected attendance periods. The field is disabled if a dismissal time is not allowed for the selected attendance code.






Code – The attendance code to enter for the student if the absence or tardy defaults are not appropriate. Dismiss Time – The dismissal time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if a dismissal time is not allowed for the selected attendance code. If Add Entry [+] is clicked to enter multiple rows for a student, there must be a dismissal or arrival time entered on each row. Arrive Time – The arrival time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if dismissal time is not allowed for the selected attendance code. If Add Entry [+] is clicked to enter multiple rows for a student, there must be a dismissal or arrival time entered on each row.


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Add Entry – Click the Add Entry [+] to enter multiple rows of codes for a student. If Add Entry [+] is used there must be a dismissal or arrival time entered on each row.



New Date/Period – Allows the user to select a new date and period to enter attendance.

Procedures:

1. Select Attendance Center > Entry By Criteria to display the Attendance Entry By Criteria page. 2. Enter the building, date(s), and attendance period(s). 3. In the Student Criteria Filter section, enter lines of criteria to select students.

4. Click Enter Attendance. A page listing the students who meets the criteria displays.

5. In the By field, select O – Office (default) or T – Teacher (default). 6. In the Defaults section of the screen, specify the Absence Code and/or Tardy Code information to

be saved for the selected students. If applicable, enter times. 7. Enter attendance as follows:

To mark specific students Absent or Tardy with the default codes specified, click in the check box

in the A or T column. To mark all students with the default absence information, click Mark All Absent. To mark all students with the default tardy information, click Mark All Tardy.



10. The Attendance Entry By Criteria – Search page displays. To add more information, return to step 2.


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Student Center Attendance Options The options on the Attendance menu for Student Center allow users to view attendance trends for a student, to enter attendance for a date or range of dates, to view an audit log of the changes to attendance, and to view attendance totals. Additionally, if the user has the appropriate security they may be able to delete invalid attendance information for the student.

Menu Access: Student Center > Attendance Year View - Used to view a student’s attendance for the entire year. The following options may be selected from Year View.

Student Attendance Detail by Period - Used to view or update a student’s attendance for a single day.

Attendance Audit Detail - Used to view changes in a student’s attendance.

Student Attendance by Range - Used to update a student’s attendance for a range of periods/days.

Student Attendance Cleanup - Used to delete attendance that is invalid for a student.

Printing Student Attendance – Used print all attendance records for a student.

Student Day Totals - view a student's calculated attendance day information from the Day Totals

Calculation program. Range View - Used to view or enter a student’s attendance for a range of dates. Day Totals - Used to view a student’s calculated attendance day information from the Day Totals Calculation program. Interval Totals - Used to view a student’s calculated attendance interval information from the Interval Calculation program.


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Year View The Year View option allows the user to view a single student’s attendance for the entire year. Attendance can be viewed, entered, updated or printed from the Year View page for a single student. The View option allows users to select whether to see attendance by period, class, or all attendance for the day. To change the attendance seen, click the View Field and select from the drop down menu another class period, an AM or PM period, or course in buildings that use Period attendance. If the student has attendance for a date, the background of the date will display as a color from the Color Legend. The Color Legend is configured under the district configuration screen. When using Multi-codes, the system assigns a unique color to Year View attendance code legend. Multi-codes will show on the Morning Bulletin. Move the mouse pointer over a day that has absences to see detailed information on the absences for the selected attendance periods. The sample page below includes an example of the detailed information for a day.

Menu Access: Student Center > Attendance > Year View Sample Year View Page:


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Student Attendance Detail by Period The day number link on each cycle day on the Attendance Year View page displays the Student Attendance Detail by Period page, which allows users to enter or update attendance information for a student for a single day. If the building has locked attendance entered for dates prior to a reporting submission, the attendance information for the locked dates cannot be changed unless user has security to update locked attendance. Add additional attendance information for a period by clicking [+].

Menu Access: Student Center > Attendance > Year View Sample Student Attendance Detail by Period Page:

Field Descriptions: (*Asterisk notes a required field) Student Attendance Detail by Period Attendance Date - The date to record attendance information, as selected on the Year View page. Default Source – Select the option for the source of the attendance entry, Office or Teacher. Apply To All - Checked if user wants to update the source for attendance entered for all periods. If user checks this box, the Change Source box will be checked for all periods. If the change source box is


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checked for a period when user saves, the attendance information for the student will be updated with the source selected in the Default source field. Atnd Bldg. - The building where attendance is being taken. Attendance Period - The attendance period in which attendance can be entered. Course – If taking attendance by period or timeslot, the course that the student attended during the time period. Schd Period - The scheduling period in which the course met. In most cases, this will be the same value as the attendance period. This field only displays if the building takes period or timeslot attendance. Homeroom – Room number for the student’s homeroom and the staff name for the instructor assigned to that homeroom. This field only displays if the building takes attendance by homeroom. Atnd Code - The attendance code to enter for the student. If multiple codes have already been entered, the final code displays here. Details can be seen by clicking View Audit Log.

In cases where an attendance period has both Office and Teacher absence code entries, the system uses the Bottom Line Type field from the building’s Attendance Configuration to determine which entry serves as the official (bottom line) record.

Dismiss Time - The dismissal time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if a dismissal time is not allowed for the selected attendance code. If multiple attendance rows are entered for a student, there must be a dismissal or arrival time entered on each row. Arrive Time - The arrival time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if an arrival time is not allowed for the selected attendance code. If multiple attendance rows are entered for a student, there must be a dismissal or arrival time entered on each row. Current Source – Indicates who entered the attendance that is displayed, either Office or Teacher. Change Source – Checked if user wants to change the source of attendance to the source selected in the Default source field. To check the Change source box for all periods, enter a check in the Apply to All box displayed above the attendance period grid. Add – Click the Add [+] to enter multiple rows of codes for a student. For changes to an attendance code, do not use the add button, simply change the code.


Delete – Check the Delete box to remove the attendance code for the course.

Warning: Simply wiping out the Attendance Code will not remove the entry from a saved record. The Delete option must be used.

Comment (Unlabeled field) - Text describing the absence or tardy or reason for excuse. [Character/255]. The comment code is seen by teachers in TAC and displays on the Morning Bulletin.


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Procedures:

1. Select Student Center > Attendance > Year View to display the Student Attendance Year View page.

2. Use the Search option to select a student.

3. In the Attendance View field, select a particular period to be displayed. To see the whole day,

select Entire Day.

4. Click on the date. The Student Attendance Detail by Period page will display.

5. Select Office or Teacher as the Default Source.

6. Update the attendance by changing the ATND code and adding times if applicable.

7. If desired, enter a free text comment.

8. Click Save when all changes/additions are complete.


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Student Attendance by Range The Student Attendance by Range page allows users to update a student’s attendance for a range of periods or days. In the top section of the page, select the attendance information to be entered. The bottom section displays the periods that will be updated, and if attendance is tied to scheduling periods, the course that met in each period will also be displayed. If the building has locked attendance entered for dates prior to a reporting submission, the attendance information for the locked dates cannot be changed unless user has security to update locked attendance.

Menu Access: Student Center > Attendance > Year View Check the dates and click the Range button on the Attendance Year View page to display the Student Attendance by Range page. Sample Student Attendance by Range Page:


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Field Descriptions: (*Asterisk notes a required field) Student Attendance by Range Attendance Code- The attendance code to enter for the student. Source – Indicates who is entering the attendance, either Office or Teacher. Dismiss Time - The dismissal time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if a dismissal time is not allowed for the selected attendance code.

If multiple periods have been selected, the start time for the period will be used as the dismissal time for periods that meet after the dismissal time that that is entered. For example, if user selected period 2 (meets 9:00 – 9:55 AM) and period 3 (meets 10:00 – 10:55 AM) and user enters a dismissal time of 9:15, the absence record for period 2 will have a dismissal time of 9:15 and the absence record for period 3 will have a dismissal time of 10:00 AM.

Arrive Time - The arrival time. Enter time in HH:MM AM or HH:MM PM format. This field is disabled if an arrival time is not allowed for the selected attendance code.

If multiple periods have been selected, the end time for the period will be used as the arrival time for periods that meet before the arrival time entered. For example, if user selected period 2 (meets 9:00 – 9:55 AM) and period 3 meets (10:00 – 10:55 AM) and user enters a arrival time of 10:15, the absence record for period 2 will have a arrival time of 9:55 and the absence record for period 3 will have a arrival time of 10:15 AM. Note: If entering attendance for student taking courses in multiple buildings, there may be a situation where the Arrival Time entry or Dismiss Time entry falls within two attendance periods with overlapping Start and End Times. In this case, the system records the Attendance Code and Arrival Time or Dismiss Time for both Attendance Periods.

Current Information The fields in this section display the student’s current attendance information for the selected dates and periods. Additionally, this section displays an Exclude box that can be checked to indicate that attendance should not be applied to this period when Save is clicked. Date- Attendance date for which attendance will be updated unless user exclude the attendance period. Attendance Period – Attendance period for which attendance will be updated unless user excludes the attendance period. Current Bottomline - The existing attendance code that is the final attendance code for reporting purposes. Source – Indicates whether the current bottom line attendance was entered as a teacher entry or an office entry. Course Building – If attendance periods are associated with scheduling periods, this field indicates the course building for which attendance will be taken for the period. Course – If attendance periods are associated with scheduling periods, this field indicates the course for which attendance will be taken for the period.

Homeroom - The room number for the student’s homeroom if the building takes homeroom attendance.


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Teacher – The name of the staff member serving as the student’s homeroom teacher for buildings that take homeroom attendance. Exclude – Checked if user wants to exclude this period from being updated for the range.

Procedures:



3. In the Attendance View field, select a particular period to be displayed. To see the whole day,

select Entire Day.

4. Click on each date for which the student was absent. All selected dates will be updated with the same attendance code.

5. Click the Range button at the top or bottom of the page.

6. Select the attendance code to be applied to these dates for the student.

7. If applicable, change the source from Office (default) to Teacher.

8. Click Save when all changes are complete.


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Attendance Audit Detail

The View Audit Log button on the Student Attendance Detail by Period page is used to view changes in a student’s attendance. The amount of information included depends on what type of logging is selected in the building’s Attendance Configuration Audit Type field.

Partial logging – the last add or change for teacher or office entry is included.

Full logging – all adds, changes, and deletions are included.

Menu Access: Student Center > Attendance > Year View Check the dates and click the Range button on the Attendance Year View page to display the Student Attendance by Range page. Click the View Audit Log button.

Sample Student Attendance Audit Log Page:

Note: There is an Audit Trail Summary Report available under the Reports menu. See the Reports section of this guide for details.


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Field Descriptions: (*Asterisk notes a required field) Attendance Audit Log Date - The date of this attendance record. Period – The attendance period of this attendance record. Source - Indicates whether attendance was entered as Office or Teacher. Code - The attendance code that was entered for the student. If the code field is blank, then an attendance record was deleted for the attendance period. If the Bottomline field is No for all records for an attendance period, this indicates that the student’s attendance for the period was deleted and the student was present for the period. Dismiss Time - The dismissal time in HH:MM AM or HH:MM PM format. Arrive Time - The arrival time in HH:MM AM or HH:MM PM format.

Bottomline – Yes indicates this attendance record is the final code for the student for reporting purposes. No indicates another code is the final code. If the Bottomline field is No for all records for an attendance period, this indicates that the student’s attendance for the period was deleted and the student was present for the period. Entry User - The login ID of the person who entered attendance.

Entry Date - The day and time that this entry was made.

Comment - Text describing the absence or tardy or reason for excuse.

Procedures:


2. Use the Search option to select a student. 3. In the Attendance View field, select a particular period to be displayed. To see the whole day,

select Entire Day. 4. Click on the date. The Student Attendance by Period page will display. 5. Click the View Audit Log button to view changes in a student’s attendance. 6. Click Close when viewing is complete.


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Student Attendance Cleanup

The Student Attendance Cleanup page is used to delete attendance that is invalid for a student. Attendance data that was valid when it was entered, but is no longer valid due to data changes may need to be deleted. In most cases, invalid attendance information will be cleaned up when the Attendance Error Scan is run to find invalid attendance. But, there may be situations that require for a student’s attendance to be reviewed in order to delete records that are invalid. Only users with the proper security resource will be able to clean up a student’s attendance from this screen. Warning: This page displays all absence information for the student for the selected dates. Therefore, it is likely that the list will include both valid and invalid attendance information. Users must carefully review attendance and make sure that the Delete box is checked only for attendance that is invalid.

Menu Access: Student Center > Attendance > Year View

Select the Clean Up Attendance button.

Sample Student Attendance Cleanup Page


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Field Descriptions: (*Asterisk notes a required field) Student Attendance Cleanup Start Date: – First date in the date range to review attendance information. End Date: – Last date in the date range to review attendance information. Atnd Date – Attendance date for which attendance was taken. If the date displays bold, then this is the first record displayed for the date. Atnd Bldg. – Building for which attendance was taken. If the building displays bold, then the building in the row above is different from this building. Period – Attendance period for which attendance was taken. Code – The existing attendance code that is the bottom line attendance code for reporting purposes. Dimiss - The dismissal time. Enter time in HH:MM AM or HH:MM PM format.

Arrive - The arrival time. Enter time in HH:MM AM or HH:MM PM format.

Comment – The comment that was entered to provide more detail about the attendance taken. Source – Indicates whether the current bottom line attendance was entered as a teacher entry or an office entry.

Locked – A Y will display for attendance dates on or before the building’s lock date. The building can lock attendance so that information cannot be updated after attendance has been verified and reported officially. Users cannot delete attendance that is locked unless they have security to change locked attendance. Delete – Checked if user wants to delete the attendance record for the attendance date and period. Since this page displays all attendance information for the selected dates, make sure to delete only the attendance that has been determined as invalid for the student.


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Procedures:


2. Use the Search option to select a student. 3. To clean up attendance for dates that are not in a range, check the box for the desired dates. To

view attendance for a range of dates, do not select any dates. 4. Click Clean Up Attendance.

5. If no dates are selected, enter dates in the Start Date and End date fields. Then click Find

Attendance. 6. Review the attendance records displayed. Check the box in the Delete column for the records to

delete. 7. Click Delete. 8. The following dialog box displays. Click Yes to delete the records or No to cancel the delete.


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View Attendance Day Totals for Selected Dates This page is used to view a student’s calculated attendance day information from the Day Totals Calculation program. The totals are based on the views set up by the Building, for report cards or state reporting. Prerequisite: Day Totals Calculations must be performed.

Note: See Student Day Totals section for field descriptions.

Menu Access: Student Center > Attendance > Year View 1. Check the box for each date to be viewed and click the Day Totals button on the Attendance Year

View screen to display the Student Day Totals screen.

2. Select the attendance View Type to be displayed. 3. Click Load Totals to display the totals. Sample Student Day Totals Page


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Printing Student Attendance Users can print all attendance records for a student from the Student Attendance Year View page. The report is sent directly to a printer and is not stored as a file.

Menu Access: Student Center > Attendance > Year View Click the Printable button. Sample Student Attendance Print Page


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Options:

Summary – Pulls up the Student Summary Page in a separate window.

Year View –Opens the Year View Screen in a new window.

Print – Allows for printing the attendance information seen on the screen.

Close – Closes the Student Attendance Print screen.

Procedures:



3. Click Printable.

4. A pop-up window displays attendance in a list. Scroll to the bottom of the list to display a total

number of days for which the student has attendance information and a total for how many attendance records the student has.

5. Click Print to print the student’s attendance information.


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Range View The Range View option allows the user to view, enter or update a student’s attendance for a range of dates. Any existing attendance for the date range selected is shown.

Menu Access: Student Center > Attendance > Range View Sample Range View Page:

Procedures:

1. Select Student Center > Attendance > Range View to display the Student Attendance Range View page.


3. In the top section of the screen, enter the desired Start Date and End Date. Make sure the

appropriate days and periods are checked.

4. Click Update View to change the view. The page may take a few moments to refresh.

Note: If the system displays a calendar date from the range in italics, it means the student was not enrolled in the building for that date.


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5. To view/enter/update attendance for a single day, click the day number link to display the Student

Attendance Detail by Period page. Update attendance as needed and click Save. Note: See Student Attendance Detail by Period section for field descriptions.

Sample Student Attendance Detail by Period Page:

6. To view/enter/update attendance for a range of days, check the box on each date to be updated. To update an entire day, click the checkbox next to the date. To update the same period for multiple days, click the checkbox in the appropriate column heading.

7. Click Range to display the Student Attendance by Range page.

Note: See Student Attendance by Range section for field descriptions.


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Sample Student Attendance by Range Page:

8. Enter the attendance code, source, and if appropriate, arrive time, or dismiss time.

9. If any of the selected periods should be skipped, click the Exclude checkbox for that row.

10. Click Save to update the appropriate attendance periods.


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Attendance Error Scan The Attendance Error Scan option identifies errors in attendance data. Use the Attendance Error Scan page to specify criteria to run the Error Scan to verify attendance data against other setups or student data, such as Entry/Withdrawal information and Scheduling. The Error Scan can be set up to:

Detect attendance data for a non-attendance day or day not in the calendar.

Detect a student with attendance information in a building for a date when the student is not enrolled in that building.

List invalid absences in the attendance files or list and update/delete them if the user has the proper security.

Absences are considered invalid for the following reasons, among others:

A student is not enrolled in a building for the date of absence.

The course the student was in for the period is defined not to take attendance.

The date of the absence is not in the calendar of the building where the student is enrolled.

The student does not have a course scheduled for the period/day of absence.

For more detailed information, refer to the Attendance Error Scan Messages section. The Error Scan MUST be run BEFORE:

Calculating Day Totals

Calculating Interval Totals

Calculating attendance letters

Transferring absences to Report Cards or Interim Progress Reports.

Running all cumulative reports

Running state reports

Note: APSCN recommends running Attendance Error Scan before running any Attendance reports or letters.


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Menu Access: Attendance Center > Error Scan Sample Attendance Error Scan Page:

Field Descriptions: (*Asterisk notes a required field) Attendance Error Scan Building* – Select the building of the students to include in the report. Attendance Start Date – Select:

By Date – to use a set date as the start date. Enter the first date to check for errors or leave blank to include all errors from the beginning of the year.

By Prior Days – to run the report for a set number of days. Enter the number of prior days to include in the report. Prior days count backward from the end date. For example, if the error scan is being run on Friday to process all dates for the week, enter 4. This option is useful when the report is scheduled to run periodically.

Attendance End Date- Select:

Today – to use today as the last date to check. This option is useful if the report is scheduled to run periodically.

By Date – to use a set date as the end date of the report. Enter the last date to check for errors. Note: If Error Scan is run as a scheduled process using the Run options, set start date to first day of school and end date as Today.


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Scan Student Data: – Checked if the system is to scan student attendance information and log invalid absences.

If attendance is taken by timeslot or period, the error scan checks if the student is scheduled for the timeslot/period and if the timeslot/period meets on a calendar day. If the Error Scan is to be run for both setup data and student data, scan setup data first and resolve any setup errors before scanning student data.

Delete Student Info Errors – Checked if the system is to log attendance errors and delete the flawed attendance information. Special security is required to delete errors.

Uncheck if the system should log errors without deleting attendance information. Run the Error Scan at least twice: first with the box unchecked to list the errors for review so that they may be corrected as necessary, and then with the box checked to delete invalid absences.

Scan Setup Data: – Checked if the system should scan attendance setup information as follow:

State and district groups are checked to make sure they are defined and that criteria use only valid attendance codes. Attendance periods are checked to make sure they meet in valid times and that intervals meet within the defined marking periods/weeks for the school year.

If the Error Scan is to be run for both setup data and student data, scan setup data first and resolve any setup errors before scanning student data.

Recalculate Absence Minutes: – Checked if the system is to recalculate absence minutes based on the minutes assigned to each attendance period and arrival and dismissal times entered for the students.

The system recalculates the value in the minutes_absent field in the att_bottom_line and att_audit_trail tables based on the current times as defined in either Attendance Period or Timetable setup, depending on the building’s Attendance configuration.

Log Statistics: – Checked if the system is to print the prompts and selection criteria used to run the error scan as the first page of the report. Otherwise, when the report is run, a log page will only be created if an error occurs.


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Procedures:

1. Select Attendance Center > Error Scan to display the Attendance Error Scan page.

2. Select the appropriate building.

3. Define Error Scan parameters including the calendar dates to include, the types of attendance data to scan, and the type of processing the system is to perform. Note: Leave the Delete Student Info Errors box unchecked to run the Error Scan without deleting student data error records in order to produce a report that lists attendance that the system considers invalid.

4. Click Run.

5. Make changes to attendance, entry/withdrawal data, and/or calendars to correct attendance that

the system incorrectly determined was invalid. Re-run the Error Scan until all attendance corrections are made.

6. Re-run the Error Scan and delete the invalid attendance.

Sample Attendance Error Scan Statistics Log:


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Attendance Error Scan Messages Setup Scan Error Message When selecting to scan setup information, the following error message may display.

Error Message Reason

Building Attendance Code (XX) not found in Attendance Code Table.

There is an attendance code defined for the building that does not have a corresponding record in Attendance Codes.

Default Tardy Code (XX) not found in Building Attendance Code table.

The Default Tardy Code entered in the Attendance Configuration for the building is not defined in the Attendance Codes option

Default Absence Code (XX) not found in Building Attendance Code table.

The Default Absence Code entered in the Attendance Configuration for the building is not defined in the Attendance Codes option.

Attendance District Code (XX) not found in Attendance District Group Code table.

An attendance code is assigned a district group that is not defined in the District Group validation table.

Attendance State Code (XX) not found in Attendance State Group Code table.

An attendance code is assigned a state group that is not defined in the State Group validation table.

Evaluation code (XX) not found in Attendance table for building: 999

The notification criteria are defined to calculate letters based on attendance codes and the specified code is not a valid attendance code for the building.

Evaluation code (XX) not found in District Group table for building: 999

The notification criteria are defined to calculate letters based on district groups and the specified code is not a valid district group.

Evaluation code(XX) not found in State Group table for building: 999

The notification criteria are defined to calculate letters based on state groups and the specified code is not a valid state group.

Attendance Period [XX] not defined in Attendance Period table for building: 999

The notification criteria are defined to check for absences in an attendance period that is not valid for the building.

Attendance Period (XX) for building: 999 is not valid scheduling period

In the Attendance Periods option, the period is associated with a scheduling period that does not have a record in Scheduling.

Attendance Period (XX) for building:999 is not a standard scheduling period

The scheduling period associated with the attendance period is defined as a nonstandard period. Typically, attendance is not taken for courses scheduled to meet in scheduling periods defined as non-standard.

Attendance Interval Begin Span MM/DD/YYYY not an attendance day in calendar.

Date for interval is not an attendance day in any calendar for the building.

Attendance Interval End Span MM/DD/YYYY not an attendance day in calendar

Date for interval is not an attendance day in any calendar for the building.

Attendance Interval Begin Span Month (XX) not in range of Attendance Calendar months

Month for interval is not a month that has been included in the school calendar.

Attendance Interval End Span Month (XX) not in range of Attendance Calendar months

Month for interval is not a month that has been included in the school calendar.

Attendance Interval Begin Span Week 999 not in range for Marking Period Weeks

Week number for interval is not a valid week number based on the weeks defined in Marking Period Weeks.


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Attendance Interval End Span Week 999 not in range for Marking Period Weeks

Week number for interval is not a valid week number based on the weeks defined in Marking Period Weeks.

Begin Span ’XX’ not a defined marking period Marking period for interval is not defined as a marking period in Marking Period Weeks.

End Span ’XX’ not a defined marking period Marking period for interval is not defined as a marking period in Marking Period Weeks.

Student Scan Error Message


Activity Code (XX) Prerequisite not met The student is enrolled in an activity for which the student does not meet the prerequisites. You will not get this error for a student if you selected to override prerequisites when you enrolled the student in the activity. Note: If Current Status = A is in prerequisite filter, then a student withdrawing from the district could be removed or made inactive in the activity.

Attendance Building Code (XX) not in Attendance Building Table

The attendance code is not valid for the building of attendance.

Attendance Code (XX) not in Attendance Table An invalid attendance code has been entered.

Attendance Date MM/DD/YYYY is before the entry date MM/DD/YYYY

The student’s entry date was changed after attendance was entered. If the entry date is correct, delete the invalid attendance.

Attendance Date MM/DD/YYYY is later than withdrawal date MM/DD/YYYY

The student was marked absent on a date when he or she was actually withdrawn from school. This error may indicate that you were notified that a student withdrew from school after the student stopped attending school or that attendance information was entered in advance for family vacations or other absence types.

Attendance Date MM/DD/YYYY is not a valid Attendance Day in the Attendance Building

The calendar was changed after attendance was entered. For example, a student has absences for family vacation for the week of December 10, but on December 11 school is closed for a snow day and the calendar is changed to indicate that the date was not an attendance day.

Attendance Dismiss Time is Required and missing The attendance code is defined to require that users enter a dismiss time, but the student does not have a dismiss time for this absence.

Attendance Arrive Time is Required and missing The attendance code is defined to require that users enter an 'arrive' time, but the student does not have an 'arrive' time for this absence.

Attendance Dismiss Time was entered but is not used for the attendance code entered

The attendance code is defined to not allow users to enter a dismiss time, but the student has a dismissal time for this absence.

Attendance Arrive Time was entered but is not used for the attendance code entered

The attendance code is defined to not allow users to enter an 'arrive' time, but the student has an arrival time for this absence.


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Missing Scheduling configuration for building 999 Attendance periods are based on scheduling periods and the Scheduling configuration needs to exist.

Missing Scheduling Timetable for building 999 Attendance periods are based on the scheduling timetable and the timetable needs to exist.

No Timetable record for timeslot 999 and cycle XX Attendance was entered for an attendance period that does not meet on the cycle day. This error indicates that the timetable was changed after attendance was entered for students.

No attendance courses scheduled for period XX and cycle XX

Attendance was entered for the student for an attendance period, but the student is not scheduled for any course in this period

The Attendance Period is invalid for the building in which attendance was taken.

Attendance was entered for the student for an attendance period that is not valid for the building. This error should only occur if attendance periods were changed after attendance was entered.

Start or End time is blank for Attendance Period XX The attendance period does not have a start or end time specified. attendance periods are required to have both a start and end time if the building takes attendance by homeroom or by period, but does not use the timetable. This information is used to calculate minutes and to validate arrive and dismiss times.

Date: MM/DD/YYYY Dismiss time (HH:MM) is after the period end time (HH:MM) for Attendance Period XX

The student has a dismiss time entered that is not valid for this attendance period. The error scan only checks for this condition when you select to recalculate minutes.

Date: MM/DD/YYYY Dismiss time (HH:MM) is before the period start time (HH:MM) for Attendance Period XX

The student has a dismiss time entered that is not valid for this attendance period. The error scan only checks for this condition when you select to recalculate minutes.

Date: MM/DD/YYYY Arrive time (HH:MM) is before the start time (HH:MM) for Attendance Period XX

The student has an 'arrive' time entered that is not valid for this attendance period. The error scan only checks for this condition when you select to recalculate minutes.

Date: MM/DD/YYYY Arrive time (HH:MM) is after the end time (HH:MM) for Attendance Period XX

The student has an 'arrive' time entered that is not valid for this attendance period. The error scan only checks for this condition when you select to recalculate minutes.


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Attendance Day Totals Calculation Use the Attendance Day Totals Calculations to run calculations for the views and intervals selected. The Day totals Calculation creates membership day records for all selected students and attendance day records for students who met the absence criteria entered in the selected view(s). Register reports use these totals to report on student attendance information. Additionally, the calculated day totals are used for some state reporting options and could be used for attendance notifications. This program must be run prior to the Attendance Interval Calculation. Also, note that day totals information does not generate for students who are not scheduled.

Note: The Day Totals Calculation will total to current date. Absences added for dates in the future will

not be included in these calculations. Prerequisites

Verify that all attendance information to be included in the calculation has been entered.

Run the Attendance Center > Error Scan. Be sure to run the error scan for all buildings and all dates to be included in the calculation. Correct invalid attendance, if necessary. Rerun the Error Scan again to ensure attendance changes are valid.

Menu Access: Attendance Center > Calculations > Day Totals Calculation Sample Attendance Day Totals Calculation Page:


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Field Descriptions: (*Asterisk notes a required field) Building:* – Building for which to run the calculate attendance totals option. It is not recommended to use the All option due to the transfer buildings that exist. View Types: – Select:

All – to calculate for all views types.

Selected – to select the view types to calculate. Run Calculation: - Indicates the time range for the calculation. Select:

From Time Last Calculated to Today – to run the calculation from the date it was last calculated for the selected students through today’s date. If this option is chosen, the calculation updates day totals information for attendance records with change dates later than a student’s Last calculated Date, in addition to standard processing. This includes attendance records for dates prior to the Last Calculated Date.

For Entire Year – to run the calculation for all intervals for the entire year. Use this option if the calendar has membership days that changed to non-membership days. This corrects day total membership and attendance records for the students.

For Interval – to select the interval to run the calculation for. Only intervals associated with the selected view(s) may be selected.

Procedures:

1. Select Attendance Center > Calculations > Day Totals Calculation to display the Attendance Day Totals Calculation page.


3. Indicate how the calculation is to be run by selecting the appropriate view type, run calculation

option and filter list.

4. Click Run.

5. To check the results of the Day Totals Calculation:

1. Browse to Student Center > Attendance > Day Totals 2. Use Search to select a student 3. If necessary, change the interval or date range selected and click on the Load Totals

button.


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Attendance Interval Totals Calculation Use the Attendance Interval Totals Calculations to run calculations for the views and intervals selected. The attendance interval totals are used for printing report cards and transcripts. The Interval Totals Calculation totals attendance by attendance code, district group, or state group, based on what has been indicated to sum in the Attendance interval setup. Totals are based on the converted day total codes created by the Attendance Day Totals calculation. For an attendance interval set up to sum by:

Attendance code: The calculation creates totals for each code designated in the Convert to Code field in the selected attendance views.

State or District group: The calculation creates totals for each converted code (from the attendance view) that is included in a state or district group. An attendance code is associated with a state group and district group in Attendance Codes (Attendance Center > Setup > Codes). The results are totaled in the state or district group name. For example, an attendance view could have two converted codes, EXC and UNX. These might be totaled into two district groups, EXC and UNX, but be totaled into one state group, ABS.

Prerequisites

Verify that all attendance information to be included in the calculation has been entered.

Run the Attendance Center > Error Scan. Be sure to run the error scan for all buildings and all dates to be included in the calculation. Correct invalid attendance, if necessary. Rerun the Error Scan again to ensure attendance changes are valid.

Run Attendance Center > Calculations > Day Totals Calculation for all buildings, attendance views, and dates that are to be included in the interval calculation.


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Menu Access: Attendance Center > Calculations > Interval Calculation

Sample Attendance Interval Calculation Page:

Field Descriptions: (*Asterisk notes a required field) Building:* – Building for which to run the calculate interval totals option. View Types:* – Indicates whether to run the calculation for all view types or only selected view types. Select:

All – to calculate for all views types.

Selected – to select the view types to calculate. Run Calculation:* - Indicates the time range for the calculation. Select:

For Current Interval(s) Only – to run the calculation for the current interval(s) only. Prior and future intervals will not be processed.

For all Intervals for the Entire Year – to run the calculation for all intervals for the entire year.

For Interval – to select the interval to run the calculation for. Only intervals associated with the selected view(s) may be selected.


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Procedures:

1. Select Attendance Center > Calculations > Interval Calculation to display the Attendance Day Totals Calculation page.


3. Indicate how the calculation is to be run by selecting the appropriate view type, run calculation

option and filter list.

4. Click Run.

5. To check the results of the Interval Totals Calculation:

a. Browse to Student Center > Attendance > Interval Totals b. Use Search to select a student c. If necessary, change the Day View or the Code/District Group/State Group Display

selected, and click on the Show Totals button.


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Student Day Totals The Student Day Totals option allows the user to view calculated attendance for a student based on the views’ setup for the building for report cards or state reporting. Each day shows the membership value, building, grade, calendar, and, if applicable, track. If a student was absent on a day, it also shows the calculated attendance code and absence value, total attendance periods for the calculation, the student’s scheduled and unscheduled periods or minutes (if applicable), and number of attendance periods present and absent. Pre-requisites: Day Totals Calculations program must have been run to be able to view a student’s calculated attendance from the Student Day Totals screen.

Menu Access: Student Center > Attendance > Day Totals

Settings:

View Type: Selections available are set by the district. The Day Views may convert multiple absence codes into one absence code and convert attendance to half and whole day.

Select the radio button for either Interval or Date Range.

Interval: Selections available are set by the district. Intervals will determine what period of time for which the absences are totaled

Date Range: Select a Date Range for the totals

Load Totals: This button will update the lower portion of the screen to display the totals for the View Type and Interval or Date Range selections.

Sample Student Day Totals Page:


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Field Descriptions: (*Asterisk notes a required field) Student Day Totals Date – Date for which the Day Totals Calculation was run. Att Code – The attendance code that was calculated based on the attendance entered for the student for a day and the setup of the attendance view. Value – The day’s absence value that was calculated based on the attendance entered for the student for a day and the attendance view setup.

Mbrship – The day’s membership value; for example, 0 for a non-membership day or 1 for a regular membership day. Bldg. – The building where the student was enrolled for attendance. Grade – The student’s grade level on the attendance date. Cal – The student’s calendar on the attendance date. The calendar indicates which dates the student should attend school.

Track – The student’s school year track, if applicable. Attendance views can be defined to calculate attendance totals based on the number of periods in a day or the number of minutes. The next five fields that display on the Student Day Totals page are different for views calculated by periods and views calculated by minutes. These totals only show if the student has an absence code for a particular calendar date. The fields are blank for all days where no absence code exists.

Views Calculated by Periods Total Day Periods – The total number of attendance periods on this date. Student Sched Periods – The total number of attendance periods that the student was scheduled to attend a course that takes attendance on this date for this attendance view.

Student Unschd Periods – The total number of attendance periods that the student was not scheduled to attend a course that takes attendance on this date for this attendance view. Present Periods – If the student had an absence, the number of attendance periods the student was present. Absent Periods – If the student was absent, the total number of attendance periods the student was absent.

Views Calculated by Minutes - (Not used in Arkansas) Total Day Minutes – The total number of possible instructional minutes for the building on this calendar date.


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Student Sched Minutes – The total number of minutes that the student was scheduled to attend a course that takes attendance on this date for this attendance view.

Student Unschd Minutes – The total number of minutes that the student was not scheduled to attend a course that takes attendance on this date for this attendance view. Present Minutes – If the student had an absence, the number of minutes that the student was present. Absent Minutes – If the student was absent, the total number of minutes that the student was absent.

Procedures:

1. Select Student Center > Attendance > Day Totals to display the Student Day Totals page. 2. Use the Search option to select a student. 3. If the Attendance View is not set to the desired View Type, click the drop-down list and select the

appropriate type. 4. Select whether to view totals for:

Interval: Enter the attendance interval or click the drop-down list and select.

Date Range: Enter the dates.

5. Click Load Totals to display the totals.


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Student Interval Totals The Student Interval Totals option allows the user to view a student’s calculated attendance interval information from the Interval Calculation program. The totals are based on the views setup for the building. The page displays totals by attendance code, district group, or state group. Totals only display if the Interval Totals calculation has been run. The Interval Values section always shows the membership value, as well as the appropriate codes or groups, for the intervals selected in the view. The Detailed Day View Criteria shows, for each criteria in the attendance view, the total attendance periods for the calculation, the student’s scheduled and unscheduled periods or minutes (if applicable), and number of attendance periods present and absent. Pre-requisites:

Day Totals Calculations

Interval Calculations

Menu Access: Student Center > Attendance > Interval Totals Settings:

Day View: Selections available are set by the district. The Day Views may convert multiple absence codes into one absence code and convert attendance to half and whole day.

Display: Select Code. (District and State Groups are not used in Arkansas)

Show Totals: This button will update the lower portion of the screen to display the totals for the Day View and Display selections.

Sample Student Interval Totals Page:


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Field Descriptions: (*Asterisk notes a required field) Interval Values The totals in this section show the total attendance for the student as calculated based on the selected attendance view. The view selected may convert multiple absence code into one absence code or group. Membership – The total membership value for the selected interval type. (Code or Group Name) – The total absence value for the code or group that was calculated based on the attendance entered for the student and the attendance view setup.

Detailed Day View Criteria The totals in this section show the totals for the interval broken down into the detailed information that was calculated for the view. The grid shows detailed information for each criterion that the student met for the view. For each criterion, the total number of periods or minutes that were calculated for the criterion for the displayed interval is shown. Criteria – Number of the criterion. A view type may have multiple criteria to convert attendance records into totals. For each criterion, the grid shows the totals for the number of periods or minutes calculated for the criterion based on how it was defined. Total Day Periods – The total number of attendance periods or minutes for the criterion that is part of the attendance view. Student Scheduled Periods – The total number of attendance periods or minutes in which the student had a scheduled course for which attendance is taken.

Student Unscheduled Periods – The total number of attendance periods or minutes in which the student did not have a scheduled course for which attendance is taken.

Present Periods – If the student had an absence, the number of attendance periods or minutes the student was present. Absent Periods – If the student was absent, the total number of attendance periods or minutes the student was absent.

Procedures

1. Select Student Center > Attendance > Interval Totals to display the Student Interval Totals page.


3. If the Day View is not set to the desired View Type, click the drop-down list and select the

appropriate type.

4. In the Display field, select whether to view totals for attendance codes, district groups, or state groups.

5. Click Show Totals to display the totals.


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Attendance Reports The following reports will assist users in verifying attendance information and informing staff of student absences: The following standard reports display information from the attendance records:

Morning Bulletin

Teacher Report

Office Report

Attendance Missing Submission

End-of Day-Teacher Status Report

Activity Absence

Trends by Course (Detail and Summary)

Trends by Period (Detail and Summary)

Perfect Attendance

Audit Trail Summary Report The following standard reports display information from the day totals records:

Full Student Register Report

Register Summary Report

Student Detail Register Report

Student Totals Register Report

ADA/ADM Statistics The following standard reports display registration enrollment information often used in tandem with attendance:

Enrollment Statistics

Headcount Statistics

Report Procedure and Options To print the reports:

1. Select Attendance Center > Reports > (report name)

2. Indicate the specifications of the report by completing the appropriate sections of the page. For more information on completing a section, see the following sections:

Filtering Reports

Sorting Reports

Scheduling Reports

3. Click Run.

4. From the Home page, open the report and click to send the report to the printer.


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Filter Filters allow users to select the records to include in a report or in a process. The system compares the criteria against the corresponding fields in the records being searched and selects only those records containing data that matches. The filter will be saved as the default filter for the next time the report is run. To filter the records processed:

1. In the criteria lines, define the criteria to select records.

Area: Select the table to search.

Field Name: Select the field to search.

Condition: Select the condition to use for search. The conditions available depend on the selected field's data type.

Value: Enter the value on which to search. If using the Is In condition, enter a comma-delimited list of values.

2. If defining more than one line of criteria, select either And or Or for any additional line in the Filter.

And - to limit records retrieved to those matching all criteria specified.

Or - to return records that match the criteria line or the criteria line above it.

Sorting Sorting allows users to specify how records should be ordered in a report. Enter lines of sort criteria and the system compares the sort criteria against the corresponding fields in the records being searched and prints records in either ascending or descending order based on the sort fields. To sort the records processed: 1. Select the appropriate sort criteria from the drop-down lists:

Area: The table to use to sort.

Field Name: The field to use to sort based on values.

Sort Order: Defines how to sort values. Users can sort in ascending or descending order.

2. If needed, add another line to the sort. Repeat Step 1 to add a line of criterion.


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Scheduling Reports Use the Run option to schedule when a report should run. Some reports can be scheduled for a single time; others can be run daily, weekly, or monthly.

To schedule a report:

1. Select the appropriate option in the Schedule section of the page.

Now – Runs the report immediately, rather than scheduling it. Once – Sets up the report to run at one specific time and date.

Time: Enter the time that the report should run. Click a.m. or p.m. Date: Enter the date that the report should run.

Daily – Runs the report either once a day or once every few days. Time: Enter the time that the report should run. Interval: Enter 1 to run every day. Enter a higher number to run every nth day; for example, 2 to run every other day.

Weekly – Runs the report either once a week or once every few weeks. Time: Enter the time that the report should run. Interval: Enter 1 to run every week. Enter a higher number to run every nth week; for example, 2 to run every other week. Days of the Week: Check the day of the week that the report should run on. Users can check multiple days, if desired, for example, Monday and Friday.

Monthly – Runs the report on a specific day each month. Time: Enter the time that the report should run. Day of the Month: Enter the day number on which the report should run.

2. After clicking Run, the My Home page displays listing the scheduled task for the report.

Note: When Scheduling a Report/Task only 10 buildings will process at a time. Therefore, if it is desired to run by district and there are more than 10 buildings, this will require setting up an additional scheduled report.


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Morning Bulletin The Morning Bulletin displays a quick listing of all students for whom attendance was entered during attendance entry. The purpose of the report is to provide teachers with a list of student absenteeism early in the day. This report can be run throughout the day and the attendance will be listed up to that point in time. This report is available from both Teacher Access Center and eSchoolPlus and displays on the page immediately, rather than in an Acrobat Reader format. The report initially displays for the current day. The report lists:

the students for whom attendance was entered

the attendance period for which attendance was entered

the attendance that was entered including the source of attendance and comments, if any.

course code and description for the course where attendance was entered if the building is set up to take attendance based on timeslot or based on period with the timetable used to validate times.

Menu Access: Attendance Center > Reports > Morning Bulletin Sample Morning Bulletin Page:

Field Descriptions: (*Asterisk notes a required field) Attendance Date - Select the date to include in the report. Show - Select:

All Students - to view any absences in the selected building(s).

Only My Students - to view only absences for students who are in the teacher’s classes. This option is only available for teachers with TAC access login.

Building - Select All Building or select the building of the students to include in the report. Sort Order – Determines the sort order to use in listing students. (v2.4 added additional Sort options) Select:

Student Name - to list students by last name/first name.

Period Order - to list students first by period, then by name.

Grade Order - to list students by grade.

Team Order - to list students by team.


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Grade/Team Order - to list students by grade, then by team.

Student Name/Course Building - to list students by name, then by course building. This allows seeing all of the student's absences for a day sorted together even if the student takes courses in other buildings.

Sample Morning Bulletin Report:

Procedures:

1. Select Attendance Center > Reports > Morning Bulletin to display the Morning Bulletin page.


3. Indicate how the report is to be sorted.

4. Click Refresh Bulletin.

5. View Student Summary information by clicking on a student name link.

Note: If the Attendance dashboard has been added to the My Home page, the Morning Bulletin can be viewed by clicking on the Absentees link. See the General Information Training Guide for information on adding the Attendance Dashboard.


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Teacher Report The Teacher Report lists the students who have an absence in one or more of the selected periods. The teacher Report is typically generated and distributed daily to the building’s teachers after attendance entry is complete so that each teacher has a listing of student attendance to refer to and, if necessary, to add to or change. This report indicates any free periods or periods in which attendance is not taken. If the student is enrolled in a non-attendance-taking course, “Attendance not taken” prints in the attendance period. If the student is not enrolled in any course, “Free” prints in the attendance period. If the Teacher Report is sent by email, a message of the user’s choice may also be included. The message may be used, for example, to make announcement to the reports readers, such as information on early dismissal or special meetings.

Menu Access: Attendance Center > Reports > Teacher Report

Sample Teacher Report Page:

Field Descriptions: (*Asterisk notes a required field) Building* – Building of the students to include in the report.


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Attendance Date* - Select:

Today – to use the current day as the date to check. This option is useful if the report is scheduled to run periodically.

By Date – to use a set date as the date for the report.

Bell Schedule – If the building is set up to use multiple bell schedules, select the bell schedule (timetable) for which the report is to be run. If a timetable is selected, the report lists only students assigned to a house/team that is assigned to the selected timetable and the list of periods includes only periods in the timetable. If the building is not set up to use multiple bell schedules, this field is inaccessible.

If this field is left blank and the building is set up to use multiple bell schedules, the report will use the first bell schedule that is found. If a period that is selected is not included in the timetable processed, the period is skipped.

Period List* – The attendance periods to include in the report. If the report is to include attendance for multiple periods, Ctrl+click the attendance periods desired. Print Arrival/Dismissal Times – Checked if the attendance period arrival and dismissal times are to be included in the report. Uncheck this box to print the report without these times. Report-break Type – Indicates the effect on headings and page breaks when there is a change in the first value used in sorting, as entered in the Sort section of the page. Select:

None – there is no indication of the change.

Line Break on first Sort criteria – a new heading is printed each time the first sort value has changed.

Page Break on first Sort criteria – a new page and heading is printed each time the first sort value has changed.

Log Statistics – Checked to print the prompts page as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run. Send To Teachers In Email – Checked if the report is to be sent out as an email to all teachers in the building. The report will be sent as a pdf file. The subject of the email is Attendance Teacher report.

To send email, there must be an email address entered in the Sender Email Address field on the Notification tab of the Attendance Configuration.

Email Message – Text message to include in the email. For example, “EARLY DISMISSAL AT 1:30 PM.” [Character/255] There will be no content in the body of the email if a message is not entered.


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Sample Teacher Report:

Note: “Free” under an attendance period denotes the student is not enrolled in any course. “Attendance not taken” denotes course student is enrolled in for this period is set to not take attendance.


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Office Report The Office Report is typically generated after attendance entry is complete. For each period selected, this report lists the students in the selected building who have an absence in one or more of the selected periods. An important feature of the Office Report is the option to print selected guardians’ telephone numbers, so the office can report student attendance to parents or guardians. The report indicates any free periods or periods in which attendance is not taken. If the student is enrolled in a non-attendance-taking course, “Attendance not taken” prints in the attendance period. If the student is not enrolled in any course, “Free” prints in the attendance period.

Menu Access: Attendance Center > Reports > Office Report Sample Office Report Page: (v2.4 Include FERPA Information field)


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Field Descriptions: (*Asterisk notes a required field) Building* – Building of the students to include in the report. Attendance Date* - Select:


By Date – to use a set date as the date for the report. Guardian Relationships* – Select the type(s) of relationships of guardians to be included on the report. Bell Schedule – If the building is set up to use multiple bell schedules, select the bell schedule (timetable) for which the report is to be run. If a timetable is selected, the report lists only students assigned to a house/team that is assigned to the selected timetable and the list of periods includes only periods in the timetable.

If this field is left blank and the building is set up to use multiple bell schedules, the report will use the first bell schedule that is found. If a period that is selected is not included in the timetable processed, the period is skipped. If the building is not set up to use multiple bell schedules, this field is inaccessible.

Period List* – The attendance periods to include in the report. If the report is to include attendance for multiple periods, Ctrl+click the attendance periods desired. To select a range of dates, Shift+click the first and last period desired. Print Students Enrolled In Other Building – Checked if the report should include student absences for the selected building regardless of whether the student is also enrolled in that building. Otherwise, the report only shows period absences for students enrolled in the selected building. Print Unlisted Phone Numbers – Checked if user wants to print home phone numbers, whether or not, they are unlisted. Unchecked if unlisted phone numbers should display only as UNLISTED on the report. User must have the security resource to view or print unlisted numbers in order to print unlisted.

Note: eSchoolPlus includes the functionality to track whether guardians have given permission to list the student’s phone number according to the Family Educational Rights and Privacy Act (FERPA). If the FERPA Privacy Flags on the Personal page have the Student’s Phone box checked, the student’s phone number will not be printed on the report regardless of what option is selected.

Print Arrival/Dismissal Times – Checked if the attendance period arrival and dismissal times are to be included in the report. Uncheck this box to print the report without these times. Report-break Types – Indicates the effect on headings and page breaks when there is a change in the first value used in sorting, as entered in the Sort section of the page. Select:

None – there is no indication of the change.

Line Break on first Sort criteria – a new heading is printed each time the first sort value has changed.

Page Break on first Sort criteria – a new page and heading is printed each time the first sort value has changed.

Log Statistics – Checked to print the prompts page as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run. Include FERPA Information - Checked to override the FERPA Privacy Flag and print phone numbers for all students. If the FERPA Privacy flag for the Student’s Phone number is checked in Demographics, then


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the contact number displays on the report ONLY when this option is checked. If checked, the following text prints on the report: "This report is for internal use only. Do not distribute outside of the district."

Sample Office Report

Note: “Free” under an attendance period denotes the student is not enrolled in any course. “Attendance not taken” denotes course student is enrolled in for this period is set to not take attendance.


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Missing Submission Report The Missing Submission Report lists teachers who have not submitted attendance information in Teacher Access Center for the specified period(s) on the selected date. The report can be selected to automatically send a notification via email to the listed teachers when the report is run. If the report is emailed, a copy of the report will also be sent to the users designated in the Email Missing Submission Report To field on the Teacher Access tab in the Attendance configuration. In order to send an email to teachers, the sender email address of [email protected] must be entered in the Missing Submission Sender Email Address field on the Teacher Access tab in the Attendance Configuration for the building.

Menu Access: Attendance Center > Reports > Attendance Missing Submission Sample Mission Submission Report Page:

Field Descriptions: (*Asterisk notes a required field) Building: – Building of the teachers to include in the report. Attendance Date:* - Select:



Periods:* – The attendance periods to include in the report. If the report is to include attendance for multiple periods, Ctrl+click the attendance periods desired. To select a range of periods, Shift+click the first and last period desired.

https://northcentral.k12.ar.us/owa/redir.aspx?C=34bb26e18826484794bef1efce55c488&URL=mailto%3anoreply.tac%40arkansas.gov


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Email Teachers: – Checked if missing submission notifications should be sent to teachers via email. In order to send an email to teachers, a sender email address must be entered in the Missing Submission Sender Email Address field on the Teacher Access tab in the Attendance Configuration for the building.

Warning: Checking this option will send additional email to teachers when report is run.

Log Statistics – Checked to print the prompts page as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run.

Sample Missing Submission Report:


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End-of-Day Teacher Status Report The End-of-Day Teacher Status Report lists the attendance taken for a teacher’s classes so the teacher can verify that attendance information is accurate. Attendance information is sorted first by teacher number in the report. Each teacher has a class-by-class attendance list in period order. For each course, it lists any student who was absent in the course for the date(s) listed and the attendance code. The report is typically generated and distributed to teachers after attendance entry is complete for the day. Teachers can use the report as a reference when they update their student attendance records. If there is only an attendance entry that is not the bottomline entry, a message can be included next to the code by entering a message in the Non-Bottomline Entry field. Teachers can also run a version of this report from Teacher Access Center. Prerequisite: Verify that all attendance information that is to be included on the report has been entered. If teachers enter attendance in Teacher Access Center, run the Attendance Missing Submission report to see who has not submitted data.

Menu Access: Attendance Center > Reports > End-of-Day Teacher Status Sample End-of-Day Teacher Status Report Page:


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Field Descriptions: (*Asterisk notes a required field) Building – Building of the teachers to include in the report. Start Date* – First attendance date to print. Select:

By Date – to use a set date as the start date. Enter the first date to check information.

By Prior Days – to run the report for a set number of days. Enter the total number of days to include in the report. Prior days count backward from the end date. This option is useful if the report is scheduled to run periodically.

End Date* – Last attendance date to print. Select:


By Date – to use a set date as the end date of the report. Enter the last date to check for information. If the dates are going to print as columns, 5 days will print per page. If date range is select that spans more than 5 days, the attendance information for a student will print on multiple pages.

Periods(s) To Include – Determines the period(s) to include in the report. If periods is selected, the report will print courses that meet in the selected periods. Select:

All – to run for all scheduling periods.

Selected Period(s) – to run for specified scheduling periods. Enter the list of periods to include.

Show All Students – Checked if all students in the class or homeroom are to be included. Unchecked if only students who had an absence entered are to be included. Show Dropped Students – Checked if the report should include students who have dropped the class. Include Attendance – Attendance entry to include on the report. Select:

Show Bottomline– to print the official attendance entry. The building administrator has selected whether the office entry or teacher entry is the bottomline entry.

Show Last Office Only – to print the attendance code last entered as an office entry.

Show Last Teacher Only – to print the attendance code last entered as a teacher entry.

Show Last Office and Teacher – to print both the attendance code last entered as an office entry and the attendance code last entered as a teacher entry.

Message For Non-Bottomline Entry – Enter a message to display next to attendance codes that were entered by entry type that is not considered the bottomline entry. Typically, the office entry is considered the bottomline entry, in which case, the message entered in this field would be printed where only a teacher entry was made. [Character/255]

This field is inaccessible if selecting to print the bottomline entry.

Group Attendance By – Determines how attendance is printed. Select:

Student – to list next to each student’s name the dates when a student was absent in the selected date range. If dates are to be printed as columns, to group attendance by student must be selected.

Date – to list each date as a heading, with students listed underneath that date.


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Include Secondary Teachers – Check to list courses for both primary and secondary staff. For example, if a course has two teachers, both teachers would have the course listed for them. Uncheck to list courses only for primary staff. Page Break On Teacher – Check if the report is to break to a new page after each teacher’s courses or homeroom. Uncheck if the report may include information from multiple teachers on the same page. Include Signature – Check to include a signature. Uncheck if no signature line should be included.

Print Dates As Columns – Check to print attendance dates as columns and Group Attendance By Students is selected. Five columns of days will print per page. If date ranges is selected that spans more than five days, the attendance information for a student will print on multiple pages. Uncheck if Group Attendance By Dates is selected or if dates are not to be printed as columns.

Code To Print For Days Present – Text to print for a day when there is no attendance entry for the student, if to print dates as columns is selected. Typically, this is an indicator that the student is present. If a present absence code is entered for students for the building, a different code may be used to distinguish between students who have a present code entered and students who have no attendance code entered. [Character/6]

Print Attendance Code Key – Check to print a key of the attendance codes and descriptions after the signature line. Log Statistics – Checked to print the prompts page as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run.


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Sample End-of-Day Teacher Status Report:


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Activity Absence Report For the activity selected, the Activity Absence Report lists the students in the activity that have an absence in one or more of the selected periods. The report can be distributed daily to the building’s teachers. To ensure that any student that may have a different absence code already entered, it is recommended to run the Activity Absence Report before using the Attendance Entry By Activity option. Also, the listing can be used to inform the activity teacher or coach which students will not be participating because they are absent.

Menu Access: Attendance Center > Reports > Activity Absence Sample Activity Absence Report Page:

Field Descriptions: (*Asterisk notes a required field) Building* – Building of the students to include in the report. Attendance Date* - Select:




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Activity List* – Activities for which to print a student absence list.

If the report is to include attendance for multiple activities, Ctrl+click the activities desired. To select a range of activities, Shift+click the first and last activity desired.

Period List* – The attendance periods to include in the report. If the report is to include attendance for multiple periods, Ctrl+click the attendance periods desired. To select a range of dates, Shift+click the first and last period desired.


Sample Activity Absence Report:


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Attendance Trends by Course (Detail) Report The Attendance Trends by Course (Detail) Report allows users to select students based on a specified number of absences and then review attendance information for potential trends. For example, users can search for students with five or more absences so that checks can be made to see if students are frequently missing first period on Mondays and Fridays. For each student selected, the report lists absences by course, date, and attendance code. Use this attendance trend report if information is desired by course, not period, with each date listed. Note: This report is applicable to Period Attendance and not if using Homeroom Attendance.

Menu Access: Attendance Center > Reports > Trends by Course (Detail) Sample Attendance Trends by Course (Detail) Report Page:


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Field Descriptions: (*Asterisk notes a required field) Building* – Building of the students to include in the report. Start Date* – First attendance date to print. Select:

By Date – to use a set date as the start date. Enter the first date to check for trends. By Prior Days – to run the report for a set number of days. Enter the total number of days to include in the report. Prior days count backward from the end date. This option is useful if the report is scheduled to run periodically.



By Date – to use a set date as the end date of the report. Enter the last date to check for trends. Calculate On – The type of attendance grouping to use. The value selected in this field determines the data that is available in the next field. Select:

Code – to check absences for specific attendance codes.

District Group – to check absences within a district group. Multiple attendance codes can be combined into one district group.

State Group – to check absences within a state group. Multiple attendance codes can be combined into one state group.

List of Attendance Codes/District Group/State Group – The codes or groups to be checked. The name of the field and the available options depend on the selection in the previous field. Days to Check* – Select the days that should be included in the report. Check to include the day in the report. If only a single day is selected, such as Friday, then consecutive days in the Occurrence Criteria would be consecutive Fridays. Page Break On Student – Check to break to a new page for each student.


Occurrence Criteria Section Select one of the rows to determine which absences to check for the days selected.

To check whether students had… Then select…

a certain number of absences, Option 1. Enter the range of absences to be selected.

a certain number of absences in the same course

Option 2. Enter the range of absences for the same course to be selected.

a certain number or recurring pattern of absences per day, on either multiple days or multiple consecutive days,

Option 3. Enter the range of absences and indicate whether to check for consecutive or cumulative attendance for the courses. Then enter the range of days and indicate whether to check for consecutive or cumulative days.

Note: The low end of the range must be greater than 0 (zero). This report will not return results for students who had none of the selected absence codes. Use the Perfect Attendance report to find students who had no absences for the selected list of absence codes.


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Option 1 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences anywhere in the reporting cycle.

This statement looks for students with the selected attendance codes in any course within the date range and days selected. The system will check for any course absences. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field. The range of absences can be filled by multiple absences on one day, absences on multiple days, or a combination of the two.

Option 2 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences, entered for the same course.

This statement looks for students with the selected attendance codes in any course within the date range and days selected. Only courses where a student had the selected range of absences are included in the report. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field. If there are courses that cross periods (start period and end period differ), each period absence is counted separately.

Option 3 – Include only students who have at least *[Low end range] absences, but not more than *[High end of range] [Consecutive or Cumulative] absences in the selected attendance periods, and these absences were entered for at least *[Low end of range] days, but not more than *[High end of range] [Consecutive or cumulative] days.

This statement checks for one or more absences per day, on one or more days. The statement has two parts:

Absences for criteria: Select whether the statement checks for the specified number of absences to be consecutive (attendance periods are in a row) or cumulative (any period in the day).

Days for criteria: Select whether the statement checks that absences were entered for the specified number of days that are consecutive (in a row) or cumulative (occurring anywhere in the reporting cycle).


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Sample Attendance Trends by Course (Detail) Report:


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Attendance Trends by Course (Summary) Report The Attendance Trends by Course (Summary) Report allows users to select students based on a specified number of absences and then review attendance information for potential trends. For example, users can search for students with five or more absences so that checks can be made to see if students are frequently missing first period on Mondays and Fridays. For each student selected, the report lists absences by course, date, and attendance code. Use this attendance trend report if information is desired by course, not period, with each date listed.

Note: This report applicable to Period Attendance and not for buildings using Homeroom Attendance.

Menu Access: Attendance Center > Reports > Trends by Course (Summary) Sample Attendance Trends by Course (Summary) Report Page:


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By Date – to use a set date as the start date. Enter the first date to check for trends.




By Date – to use a set date as the end date of the report. Enter the last date to check for trends.

Calculate On – The type of attendance grouping to use. The value selected in this field determines the data that is available in the next field. Select:




List of Attendance Codes/District Group/State Group – The codes or groups to be checked. The name of the field and the available options depend on the selection in the previous field. Days to Check* – Select the days that should be included in the report. Check to include the day in the report. If only a single day is selected, such as Friday, then consecutive days in the Occurrence Criteria would be consecutive Fridays. Page Break On Student – Check to break to a new page for each student.


Occurrence Criteria Section

Select one of the rows to determine which absences to check for the days selected.



a certain number of absences in the same course

Option 2. Enter the range of absences for the same course to be selected.


Option 3. Enter the range of absences and indicate whether to check for consecutive or cumulative attendance for the courses. Then enter the range of days and indicate whether to check for consecutive or cumulative days.



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Option 1 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences anywhere in the reporting cycle.

This statement looks for students with the selected attendance codes in any course within the date range and days selected. The system will check for any course absences. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field. The range of absences can be filled by multiple absences on one day, absences on multiple days, or a combination of the two.

Option 2 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences, entered for the same course.

This statement looks for students with the selected attendance codes in any course within the date range and days selected. Only courses where a student had the selected range of absences are included in the report. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field. If there are courses that cross periods (start period and end period differ), each period absence is counted separately.

Option 3 – Include only students who have at least *[Low end range] absences, but not more than *[High end of range] [Consecutive or Cumulative] absences in the selected attendance periods, and these absences were entered for at least *[Low end of range] days, but not more than *[High end of range] [Consecutive or cumulative] days.





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Sample Attendance Trends by Course (Summary) Report:


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Attendance Trends by Period (Detail) Report The Attendance Trends by Period (Detail) Report allows users to select students based on specified absence criteria and then review attendance information for attendance periods for potential trends. For example, a search can be made for students with five or more absences to check to see if students are frequently missing first period on Mondays and Fridays. For each student selected, this report lists absences by period, date and attendance code.

Menu Access: Attendance Center > Reports > Trends by Period (Detail) Sample Attendance Trends by Period (Detail) Report Page:


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End Date* – Last attendance date to check. Select:







List of Attendance Codes/District Group/State Groups – The codes or groups to be checked. The name of the field and the available options depend on the selection in the previous field. Count Period Absences – Determines whether absences show up in the report by day or for each individual period. Select:

Count across all selected periods – to have absences listed by day in the report. Users will only be able to use option 1 in the Occurrence Criteria section. If this option is selected, the attendance period is not printed in the report.

Only count within each separate attendance period – to have absences totaled by period on the report. Use any of the Occurrence Criteria.

Days to Check* – Select the days that should be included in the report. Check to include the day in the report. If only a single day is selected, such as Friday, then consecutive days in the Occurrence Criteria would be consecutive Fridays. Attendance Periods to Check – Select the periods that should be included in the report. Ctrl+click each period to include. Page Break On Student – Check to break to a new page for each student.



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a certain number of absences in the same period,

Option 2. Enter the range of absences for the same attendance period to be selected.


Option 3. Enter the range of absences and indicate whether to check for consecutive or cumulative attendance for the periods. Then enter the range of days and indicate whether to check for consecutive or cumulative days.


Note: When using Homeroom Attendance with an AM and PM period, in this report each absence is counted as one (1). Therefore, if searching for a student with five (5) FULL day absences, the range amount would be ten (10). Additional example: A Tardy would be counted as one (1) which is possibly the expected result.

OPTION 1 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences anywhere in the reporting cycle.

This statement looks for students with the selected attendance codes in any period within the date range and days selected. The system will check for any period absences. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field. The range of absences can be filled by multiple absences on one day, absences on multiple days, or a combination of the two.

OPTION 2 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences, entered for the same attendance period.

This statement looks for students with the selected attendance codes in any period within the date range and days selected. Only periods where a student had the selected range of absences are included in the report. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field.

OPTION 3 – Include only students who have at least *[Low end range] absences, but not more than *[High end of range] [Consecutive or Cumulative] absences in the selected attendance periods, and these absences were entered for at least *[Low end of range] days, but not more than *[High end of range] [Consecutive or cumulative] days.





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Sample Attendance Trends by Period (Detail) Report:


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Attendance Trends by Period (Summary) Report The Attendance Trends by Period (Summary) Report allows users to print a list of students who meet specified absence criteria. For each student selected, this report lists the total number of absences by period, and attendance code for the selected date range.

Menu Access: Attendance Center > Reports > Trends by Period (Summary) Sample Attendance Trends by Period (Summary) Report Page:


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List of Attendance Code/District Group/State Groups – The codes or groups to be checked. The name of the field and the available options depend on the selection in the previous field. Count Period Absences – Determines whether absences show up in the report by day or for each individual period. Select:

Count across all selected periods – to have absences listed by day in the report. Users will only be able to use option 1 in the Occurrence Criteria section. If this option is selected, the attendance period is not printed in the report.

Only count within each separate attendance period – to have absences totaled by period on the report. Use any of the Occurrence Criteria.

Days to Check* – Select the days that should be included in the report. Check to include the day in the report. If only a single day is selected, such as Friday, then consecutive days in the Occurrence Criteria would be consecutive Fridays. Attendance Periods to Check – Select the periods that should be included in the report. Ctrl+click each period to include.

Page Break On Student – Check to break to a new page for each student.



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a certain number of absences in the same period

Option 2. Enter the range of absences for the same attendance period to be selected.



Note: The low end of the range must be greater than 0 (zero). This report will not return results for students who had none of the selected absence codes. Use the Perfect Attendance report to find students who had no absences for the selected list of absence codes. Note: When using Homeroom Attendance with an AM and PM period, in this report each absence is counted as one (1). Therefore, if searching for a student with five (5) FULL day absences, the range amount would be ten (10). Additional example: A Tardy would be counted as one (1) which is possibly the expected result.

OPTION 1 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences anywhere in the reporting cycle.

This statement looks for students with the selected attendance codes in any period within the date range and days selected. The system will check for any period absences. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field. The range of absences can be filled by multiple absences on one day, absences on multiple days, or a combination of the two.

OPTION 2 – Include only students who have at least *[Low end of range] absences, but no more than *[High end of range] absences, entered for the same attendance period.

This statement looks for students with the selected attendance codes in any period within the date range and days selected. Only periods where a student had the selected range of absences are included in the report. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field.

OPTION 3 – Include only students who have at least *[Low end range] absences, but not more than *[High end of range] [Consecutive or Cumulative] absences in the selected attendance periods, and these absences were entered for at least *[Low end of range] days, but not more than *[High end of range] [Consecutive or cumulative] days.





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Sample Attendance Trends by Period (Summary) Report: (Count across all selected periods)

Sample Attendance Trends by Period (Summary) Report: (Only count within each separate attendance period)


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Perfect Attendance Report For each student selected, the Perfect Attendance Report lists students who do not have any of the selected absences in the specified time period. It includes student ID, name, grade, and gender. The report can be selected to output in PDF (Adobe) or XLS (Microsoft Excel) format.

Menu Access: Attendance Center > Reports > Perfect Attendance Sample Perfect Attendance Report Page:


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List of Attendance Codes/District Group/State Groups – The codes or groups that would exclude the student from having perfect attendance. The name of the field and the available options depend on the selection in the previous field.

Days to Check* – Select the days that should be included in the report. Check to

include the day in the report.

Attendance Periods to Check – Select the periods that should be included in the report. Ctrl+click each period to include.


Output Format – Format in which to publish the report. Select:

PDF: Adobe – to send the report to a pdf.

XLS: Microsoft Excel – to send the report to a Microsoft Excel spreadsheet.


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Sample Pdf Perfect Attendance Report:

Sample Excel Perfect Attendance Report


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Full Student Attendance Register Report For each student selected, the Full Student Attendance Register Report lists the entry and withdrawal codes and dates, calendar, and grade. Attendance totals are given for the selected absence codes for the date range or interval, as well as year-to-date. Subtotals can be included for up to three of the following selected NCLB (No Child Left Behind) data fields: 504-Disabled, Classification, Curriculum, ESL, Race, Gender, Meal Status, Migrant Status, Residency, Hispanic, or Federal Code. The report includes totals for the selected primary sort, NCLB subtotal fields, and entire report. The following totals are printed for each grouping:

Count of students.

Membership day total. This total prints under the column heading MBR.

For each absence code or group selected, total of day total values for the code or group.

Present day total which is calculated by summing the total day value for all selected absence codes or groups and subtracting the sum from the membership day total. This total prints under the column heading PR.

If all codes are selected to print, total of day total values for each code or group that was not specifically selected.

The Day Totals Calculation for the appropriate view type and interval must be run before running this report. The report provides totals based on the Student Day Totals table, not the student’s actual attendance. Prerequisites

1. Verify that all attendance information to be included in the calculation has been entered. If teachers enter attendance in Teacher Access Center, run Attendance Center > Reports > Attendance Missing Submission to see who has not submitted data.

2. Run Attendance Center > Error Scan. Be sure to run the error scan for all buildings and all

dates that are to be included in the calculation. Correct invalid attendance, if necessary. Rerun the Error Scan again to ensure attendance changes are valid.

3. Run Attendance Center > Calculations > Day Totals Calculation.


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Menu Access: Attendance Center > Reports > Full Student Register Report Sample Attendance Full Student Register Report Page:

Field Descriptions: (*Asterisk notes a required field) Building List*– Select:

All – to include students in all buildings to which user has security access.

Selected – to select building(s). Enter a single building or Ctrl+click multiple buildings.

Primary Sort – The primary grouping for students in the report. Totals will be provided by this group. Select:

Grade – to sort the report by grade and include subtotals for each grade.

Track – to sort the report by track and include subtotals for each track.

Calendar – to sort the report by calendar and include subtotals for each calendar.


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First NCLB Subtotal – The first grouping by NCLB data. Subtotals within the Primary Sort group will be provided by this group.

If a field is selected that is program tracked, the student’s value during the selected interval or range of dates is used. If the student’s value changes during the interval or date range, the student will be listed under both values and the day total information will reflect the appropriate days based on the program tracking dates for the student. For example, if to include residency is selected as a NCLB subtotal and a student was identified as R (for resident) for the first five days of the range and then identified as N (for non-resident) for the last ten days, the student will be listed under R with a membership total of five days and under N with a membership total of ten days.

Second NCLB Subtotal – The second grouping by NCLB data. This breaks down subtotals within the Primary Sort group and First NCLB subtotal group.

For information on the effect of selecting a field that is program tracked, refer to the First NCLB Subtotal field definition.

Third NCLB Subtotal – The third grouping by NCLB data. This breaks down subtotals within the Primary Sort group and the first two NCLB subtotal groups.


Print Grade – Determines the description to print for grade. Select:

Registration Grade – to print the code that displays in Student Demographics.

State Equivalent Grade – to print the State Equivalency code defined for the grade in the Grades table.

View Type* – Determines the view type to use to total attendance for the report. The system checks the Student Day Totals table for entries with this view and the codes selected in the Codes for Absences field. Dates* – Select:

Attendance Interval – to enter the interval to be totaled on. This option is useful if the report is scheduled to run periodically.

Date Range – to enter a start and end date for the totals. The report includes columns to display absence information. There are 16 available columns. If the interval or date range selected exceeds 16 attendance days, only the first 16 will be displayed.

List By – The type of attendance grouping to use. The value selected in this field determines the data that is available in the next field. Select:

Attendance Codes – to check absences for specific attendance codes.




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Codes for Absences* – The codes or groups to total as absences. The total of absences is subtracted from the MBR (membership) total to determine the PRS (Present) total. Select:

All – to select all attendance codes or groups.

Selected – to select specific attendance codes or groups. The totals are based on the converted data in the Student Day Totals table.

Print All Codes – Check to print totals for the attendance codes or groups that were not selected in the Codes for Absences fields. The additional codes or groups will be listed after the PR column in the report.

If only printing attendance totals for the selected codes or groups, leave this box unchecked.

Header Text – Text that will print at the top of every page of the report. [Character/unlimited]

Calculate Day Totals – Check to run the Day Totals Calculation automatically before generating the report.

Log Statistics – Checked to print the prompts page as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run. Note: Because the report includes year-to-date totals, the report includes students who are enrolled at any time during the year. To include only students who are currently active or who were active at any time during the selected date range, use a filter to select students.


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Sample Attendance Full Student Register Report:


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Attendance Register Summary Report For the selected students, the Attendance Register Summary Report gives attendance totals for the selected absence codes for the date range or interval, as well as year-to-date. Subtotals can be included for up to three of the following selected NCLB (No Child Left Behind) data fields: 504-Disabled, Classification, Curriculum, ESL, Race, Gender, Meal Status, Migrant Status, Residency, Hispanic, or Federal Code. The report includes totals for the selected primary sort, NCLB subtotal fields, building and entire report. The count of students for each grouping is included. Interval and year-to-date totals are included for the following columns:



Present day total which is calculated by summing the total day value for all selected absence codes or groups and subtracting the sum from the membership day total. This total prints under the column heading PRS.








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Menu Access: Attendance Center > Reports > Register Summary Report Sample Attendance Register Summary Report Page:



Selected – to select building(s). Enter a single building or Ctrl+click multiple buildings. Primary Sort – The primary grouping for students in the report. Totals will be provided by this group. Select:







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Second NCLB Subtotal – The second grouping by NCLB data. This breaks down subtotals within the Primary Sort group and First NCLB subtotal group. For information on the effect of selecting a field that is program tracked, refer to the First NCLB Subtotal field definition.

Third NCLB Subtotal – The third grouping by NCLB data. This breaks down subtotals within the Primary Sort group and the first two NCLB subtotal groups. For information on the effect of selecting a field that is program tracked, refer to the First NCLB Subtotal field definition. Print Grade – Determines the description to print for grade. Select:





Date Range – to enter a start and end date for the totals.







Selected – to select specific attendance codes or groups.

The totals are based on the converted data in the Student Day Totals table. Print All Codes – Check to print totals for the attendance codes or groups that were not selected in the Codes for Absences fields. The additional codes or groups will be listed after the PRS column in the report. Note: If only printing attendance totals for the selected codes or groups, leave this box unchecked. Header Text – Text that will print at the top of every page of the report. [Character/unlimited]


Log Statistics – Checked to print the prompts page as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run. Note: Because the report includes year-to-date totals, the report includes students who are enrolled at any time during the year. To include only students who are currently active or who were active at any time during the selected date range, use a filter to select students.


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Sample Attendance Register Summary Report:


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Student Detail Attendance Register Report For each student selected, the Student Detail Attendance Register Report lists the grade and entry and withdrawal codes and dates. The report lists attendance entries for the student, for the selected absence codes for the date range or interval, as well as year-to-date. The report can only include 32 school days. Students can be grouped for up to three of the following selected NCLB (No Child Left Behind) data fields: 504-Disabled, Classification, Curriculum, ESL, Race, Gender, Meal Status, Migrant Status, Residency, Hispanic, or Federal Code. The Day Totals Calculation for the appropriate view type and interval must be run before running this report. The report provides totals based on the Student Day Totals table, not the student’s actual attendance. Prerequisites





Menu Access: Attendance Center > Reports > Student Detail Register Report

Sample Student Detail Attendance Register Report Page:


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Field Descriptions: (*Asterisk notes a required field) Building List* – Select:















View Type* – Determines the view type used to total attendance for the report. The system checks the Student Day Totals table for entries with this view and the codes selected in the Codes for Absences field. Dates* – Select:




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Codes for Absences* – The Student Detail Attendance Register Report displays absences for all codes or groups regardless of what is selected in this field. Print All Codes – This field does not affect the output of the Student Detail Attendance Register Report. Header Text – Text that will print at the top of the report. [Character/unlimited]


Log Statistics – Checked to print the prompts page as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run. Note: The report includes students who are enrolled at any time during the year. To include only students who are currently active or who were active at any time during the selected date range, use a filter to select students.


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Sample Student Detail Register Report:


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Student Totals Attendance Register Report For each student selected, the Student Totals Attendance Register Report lists the student’s grade and entry and withdrawal codes and dates. Attendance totals are given for the selected absence codes for the date range or interval, as well as year-to-date. Subtotals can be included for up to three of the following selected NCLB (No Child Left Behind) data fields: 504-Disabled, Classification, Curriculum, ESL, Race, Gender, Meal Status, Migrant Status, Residency, Hispanic, or Federal Code. The report includes totals for the selected primary sort, NCLB subtotal fields, building and entire report. The count of students for each grouping is included. Interval and year-to-date totals are included for the following columns:



Present day total which is calculated by summing the total day value for all selected absence codes or groups and subtracting the sum from the membership day total. This total prints under the column heading PRS.








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Menu Access: Attendance Center > Reports > Students Total Register Report

Sample Student Totals Attendance Register Report Page:








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Selected – to select specific attendance codes or groups. The totals are based on the converted data in the Student Day Totals table.


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Print All Codes – Check to print totals for the attendance codes or groups that were not selected in the Codes for Absences fields. The additional codes or groups will be listed after the PRS column in the report.

If only printing attendance totals for the selected codes or groups, leave this box unchecked.

Header Text – Text that will print at the top of the report. [Character/unlimited]


Log Statistics – Checked to print the prompts as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run. Note: Because the report includes year-to-date totals, the report includes students who are enrolled at any time during the year. To include only students who are currently active or who were active at any time during the selected date range, use a filter to select students.

Sample Student Totals Attendance Register Report:


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Enrollment Statistics Report The Enrollment Statistics Report provides a total count of students who were enrolled at least one of the days in the selected date range. If students withdrew and re-entered during the selected date period, they will be counted multiple times. Students with a preregistered status are counted in totals unless eliminated by a filter. Totals are grouped into separate totals for selected entry codes, non-selected entry codes, selected withdrawal codes, and non-selected withdrawal codes. Subtotals are always given by gender. Totals may be by grade, track, or calendar. Subtotals can be included for up to three of the following selected NCLB (No Child Left Behind) data fields: 504-Disabled, Classification, Curriculum, ESL, Race, Meal Status, Migrant Status, Residency, Hispanic, or Federal Code.

Menu Access: Attendance Center > Reports > Enrollment Statistics or Registration Center > Reports > Enrollment Statistics Sample Enrollment Statistics Report Page:




Dates* – Select:




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Print Codes – Determines whether the district code or state equivalency code for grade are used for totaling and printing on the report. This may also affect how items total. Select:

District Codes – to print the code that displays in Student Demographics.

State Equivalency Codes– to print the State Equivalency code defined for the grade. Primary Total – The primary grouping for students in the report. Totals will be provided by this group. Select:



Calendar – to sort the report by calendar and include subtotals for each calendar. First NCLB Subtotal – The first grouping by NCLB data. Subtotals within the Primary Total group will be provided by this group.

Second NCLB Subtotal – The second grouping by NCLB data. This breaks down subtotals within the Primary Total group and First NCLB subtotal group.

Third NCLB Subtotal – The third grouping by NCLB data. This breaks down subtotals within the Primary Total group and the first two NCLB subtotal groups.

Entry Codes* – Select the entry codes to total into one group. Non-selected codes will be totaled into another group.

Withdrawal Codes* – Select the withdrawal codes to total into one group. Non-selected codes will be totaled into another group.

Log Statistics – Checked to print the prompts as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run.

Note: The report includes all students enrolled on the selected date(s). To exclude students who are preregistered, use a filter to include only students with a current status that is not equal to P.

Sample Enrollment Statistics Report:


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Headcount Statistics Report The Headcount Statistics Report provides a total count of students who were enrolled on a selected date. Subtotals for each grouping are always given by gender. Note: Preregistered students are not considered enrolled. Totals may be by grade, track, or calendar. Subtotals can be included for up to three of the following selected NCLB (No Child Left Behind) data fields: 504-Disabled, Classification, Curriculum, ESL, Race, Meal Status, Migrant Status, Residency, Hispanic, or Federal Code.

Menu Access: Attendance Center > Reports > Headcount Statistics or Registration Center > Reports > Headcount Statistics Sample Headcount Statistics Report Page:




Date* – Select:

Today – to enter the current day as the date to check. This option is useful if the report is scheduled to run periodically.

Date – to enter a specific date.


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Print Codes – Determines whether the district code or state equivalency code for grade are used for totaling and printing on the report. This may also affect how items total. Select:


State Equivalency Codes – to print the State Equivalency code. Primary Total – The primary grouping for students in the report. Totals will be provided by this group. Select:



Calendar – to sort the report by calendar and include subtotals for each calendar. First NCLB Subtotal – The first grouping by NCLB data. Subtotals within the Primary Total group will be provided by this group. Note: If a field is selected that is program tracked, the count will reflect the students who enrolled in the program on the selected date.

Second NCLB Subtotal – The second grouping by NCLB data. This breaks down subtotals within the Primary Total group and First NCLB subtotal group. Note: If a field is selected that is program tracked, the count will reflect the students who enrolled in the program on the selected date.

Third NCLB Subtotal – The third grouping by NCLB data. This breaks down subtotals within the Primary Total group and the first two NCLB subtotal groups. Note If a field is selected that is program tracked, the count will reflect the students who enrolled in the program on the selected date.

Log Statistics – Checked to print the prompts as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run. Note: The report includes all students enrolled on the selected date. To exclude students who are preregistered, use a filter to include only students with a current status that is not equal to P.

Sample Headcount Statistics Report:


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ADA/ADM Statistics Report The ADA/ADM Statistics Report provides a total count of aggregate days of attendance (ADA) and aggregate days of membership (ADM) for students who were enrolled during a selected date range or interval, by gender. It also shows average daily attendance, average daily membership, and percent of attendance. Totals may be by grade, track, or calendar. Subtotals can be included for up to three of the following selected NCLB (No Child Left Behind) data fields: 504-Disabled, Classification, Curriculum, District of Residence, ESL, Race, Gender, Meal Status, Migrant Status, Residency, Hispanic, Primary Homeroom, or Federal Code. The report provides totals based on the Student Day Totals and Student Membership tables, not the student’s actual attendance which is stored in Attendance Bottomline. The totals are calculated as follows:

Aggregate Daily Membership (ADM) is equal to the value of all days the students were enrolled for the selected date range or attendance interval. The withdrawal rule for the state, as indicated in the State validation table, determines whether the withdrawal date is counted as a membership day.

Aggregate Daily Attendance (ADA) is equal to the value of ADM – (minus) Total Absences, where absences are totaled from the Student Day Totals table, based on the absences and view selected in the prompts.

Average Daily Attendance is equal to the value of ADA / (divided by) Max Days Taught (which is the maximum number of membership days for any student in the group).

Average Daily Membership is equal to the value of ADM / (divided by) Max Days Taught (which is the maximum number of membership days for any student in the group).

Percent of Attendance is equal to the value of the Average Daily Attendance / (divided by) Average Daily Membership.

Disclaimer: This report may or may not reflect the same data as reported in Arkansas State Reporting. Prerequisites






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Menu Access: Attendance Center > Reports > ADA/ADM Statistics or Registration Center > Reports > ADA/ADM Statistics

Sample ADA/ADM Statistics Report Page:



Selected – to select building(s). Enter a single building or Ctrl+click multiple buildings. View Types* – Determines the view type to use to total attendance for the report. The system checks the Student Day Totals table for entries with this view and the codes selected in the Codes for Absences field.

Dates* – Select:


Date Range – to enter a start and end date for the totals. Print Codes – Determines whether the district code or state equivalency code for grade are used for totaling and printing on the report. This may also affect how items total. Select:


State Equivalency Codes– to print the State Equivalency code.


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Primary Total – The primary grouping for students in the report. Totals will be provided by this group. Select:



Calendar – to sort the report by calendar and include subtotals for each calendar. First NCLB Subtotal – The first grouping by NCLB data. Subtotals within the Primary Total group will be provided by this group.

Selections are:

504-Disabled Curriculum

Classification Residency

ESL Primary Homeroom

Race District of Residence

Meal Status Hispanic

Migrant Status Federal Code

If a field is selected that is program tracked, the student’s value during the selected interval or range of dates is used. If the student’s value changes during the interval or date range, the student will be listed under both values and the day total information will reflect the appropriate days based on the program tracking dates for the student. For example, if to include residency is selected as a NCLB subtotal and a student was identified as R (for resident) for the first five days of the range and then identified as N (for non-resident) for the last ten days, the student will be listed under R with a membership total of five days and under N with a membership total of ten days. If the student does not have a program tracking record for the date range, the student will not be included in the totals on the report.

Second NCLB Subtotal – The second grouping by NCLB data. This breaks down subtotals within the Primary Total group and First NCLB subtotal group. For information on the effect of selecting a field that is program tracked, refer to the First NCLB Subtotal field definition.

Third NCLB Subtotal – The third grouping by NCLB data. This breaks down subtotals within the Primary Total group and the first two NCLB subtotal groups. For information on the effect of selecting a field that is program tracked, refer to the First NCLB Subtotal field definition. Absence Codes – The codes or groups to total in order to determine the absence total. The absence total is subtracted from the membership total to calculate the attendance total. This uses the converted data in the Student Day Totals table.


Log Statistics – Checked to print the prompts as the first page of the report. Otherwise, a log page will only be created if an error occurs when the report is run.


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Sample ADA/ADM Statistics Report:


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Audit Trail Summary Report The Audit Trail Summary Report page allows users to view information from the attendance audit trail table for students in all or selected buildings in the district. Users can specify criteria to select the data to view, then select Run to generate either a PDF or Excel file which can be saved to a PC or printed. (v2.4)

Menu Access: Attendance Center > Reports > Audit Trail Summary Report



Selected – to select building(s). Enter a single building or Ctrl+click multiple buildings. Dates - Specify the attendance interval or dates to print. Select:

Attendance Interval - to select an attendance interval.

Date Range - to run the report for a range of dates. To include data from previous years, enter a check in the Include previous years box.

Attendance Periods - Select the attendance period(s) to include in the report. The report will print courses that meet in the selected periods.


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The report can be run for multiple buildings. The Attendance Periods field can be left blank to select all periods within a building. If the period codes are different between the selected buildings, the Attendance Periods field should be left blank to run for all periods in any of the selected buildings. Bottomline Only - Checked to include only the official bottomline attendance entry. This is normally the Office Entry and is determined by the building configuration. Include Absence Legend - Checked to include a legend of absence codes and descriptions on the report. Group By - Determines how attendance is printed. Select:

Attendance Date - to list each date as a heading, with students listed underneath that date.

Building - to list each building as a heading, with students listed by building

Student - to list each student as a heading, with students in alphabetical order.

Entered User - to list each entry person's name as a heading, with attendance in date order underneath.

Page Break On Group - Checked if the report should break to a new page after each change in the grouping selected in the Group By field. Unchecked if the report may include information for multiple groupings on the same page. File Type - Select whether to print the report to a PDF file or to an Excel file. Log Statistics - Checked to print the prompts as the first page of the report. Otherwise, a log page will be created only if an error occurs. Task/Report Name - Enter a name that will help the user identify this task/report in eSchoolPLUS.

Sample PDF Audit Trail Summary Report


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Sample Attendance Code Legend page:

Excel file procedures: From the My Home page, right click on the report name and select either Open in new window or Save target as. The system will prompt the user for a logon. While downloading the below screen will display.

Sample Excel Audit Trail Summary Report:


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Attendance Letters The eSchoolPLUS software allow users to generate attendance letters (notifications) by determining which students should receive letters. The system produces a data file that can be merged into a word processing program such as Microsoft Word. Another option for Arkansas users is running a Cognos letter(s). The Error Scan must be run prior to calculating letters. Prerequisites:

1. Prior to the start of the school year, establish Notification Groups (related sets of form letters) such as Absences or Tardies. These groupings must be set up for each building that generates letters.

2. Prior to the start of the school year, establish Attendance Notification Criteria, such as “8 Absences” or “5 Tardies.” The criteria will be used by the Notification Calculation to determine which students should receive letters. One criterion must be set up for each form letter that will be sent home. Each criterion must be associated with a single Notification Group. Letter criteria should be set up for each building that will generate attendance letters.

3. In the student’s record, the Attendance Notifications print flag must be checked on at least one contact either the Student’s Address screen or on a Guardian type contact. If the attendance merge file is to contain the Guardian’s name, the Attendance Print Flag must be checked on a Guardian type contact.

Basic processing steps using Mail Merge:

1. Throughout the school year, run the Attendance Notification Calculation program on a regular basis (typically daily) to identify students who should receive a letter.

2. If necessary, run the Generate Notification Listing to produce a report listing details about the students who have been identified to receive letters.

3. Run the Send Notifications program to produce a data file that can be merged with a word processing program such as Microsoft Word. This data file contains information about the name of the form letter and the language of the form letter that is expected by the mail merge program. It also contains details that can be merged into the form letter, such as parent and student names, addresses, absence totals, absence dates, and demographic information.

4. From the My Home page, save the data file to the local PC. 5. Merge the data file with the form letter via the word processing software. 6. If students were “caught” for a notification letter too soon (for example, if the student’s absences

were changed from absent to present after the letters were generated), letter records can be deleted using the Remove Notifications program.

Basic processing steps using Cognos:

1. Contact an APSCN Field Representative or Helpdesk to setup Cognos Letters. 2. Throughout the school year, run the Attendance Notification Calculation program on a regular

basis (typically daily) to identify students who should receive a letter. 3. If desired, run the Generate Notification Listing to produce a report listing details about the

students who have been identified to receive letters. 4. Go to Cognos and run the letter(s). 5. Run the Send Notifications program to prevent duplicate letters from printing in Cognos on future

letter runs. 6. If students were identified for a notification letter too soon (for example, if the student’s absences

were changed from absent to present after the letters were generated), letter records can be deleted using the Remove Notifications program.


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Attendance Notification Groups The Attendance Notification Groups page is used to add or change an attendance notification group. Attendance criteria within the same group will be processed in the order given in the criteria. Students can receive notifications for only one attendance criterion within a group for a specific set of absences and date. However, they could get notifications for attendance criteria in other groups at the same time. Example: A building might have two groups: one group for absences and one group for tardies. If users are taking class attendance, a student might be notified for having reached a total of five absences and for having reached a total of five tardies. Buildings might also need a separate group in the following situations:

If users want to generate a discipline incident based on a student meeting an attendance notification criteria and the user wants to send a letter for the same criteria to parents.

If users want to use attendance notification criteria to evaluate student athletic eligibility and the criteria to determine ineligibility are different than those used for the letters that are sent.

Menu Access: Attendance Center > Notifications > Groups Sample Attendance Notification Group Page:

Field Descriptions: (*Asterisk notes a required field) Building – Building associated with the attendance notification group. To select a different building, click Building List, then click the building link. Notification Group – Code identifying the notification criteria group. [Character/5]

Description – Description of the notification criteria group. [Character/255]

Note: Remove a group by checking the Delete box for the group and then click Save. User cannot delete a notification group if notification criteria has been defined for the group.


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Attendance Notification Criteria The Attendance Notification Criteria page is used to set up rules determining when notifications should be sent for student absences. For example, buildings could have one criterion for five absences, another for 10 absences, and so forth. Criteria are grouped so that students will only receive a notification from one criterion in the group for the same set of absences and trigger date (the date on which the student met the criterion). Absence calculations can be based on either the Attendance Bottomline table or the Student Day totals table. The difference between the two is described below:

Attendance Bottom Line: Checks the official entries made for each day. The bottomline is normally the Office Entry and is determined by the building configuration. The Attendance Notification Calculation calculates based on the attendance code and either the attendance period or minutes absent fields in the attendance bottomline table. Calculation totals may be by period or course, depending on the criteria selected.

Day Totals: Uses the view type, attendance code, and the attendance code value, present time, or absent time fields in the Day Totals table. This provides more flexibility, because users can have multiple half-day absences (attendance code value =.5) totaled together. If the absent time or present time fields hold minutes, users can also use this to check for students who have specific minute values of absences. Users cannot check for absences by course in this case.

In addition to creating attendance letters, attendance notification criteria can be used to:

Determine athletic eligibility. On the Eligibility tab, users can select how the eligibility status for athletic eligibility should be set for students who meet this criterion. The Attendance Notification Calculation updates student athletic eligibility if a student meets a criterion that is defined to update eligibility status.

Create a discipline incident. On the Discipline tab, users can specify criteria to create a discipline incident when a student meets attendance notification criteria. An attendance notification criterion that creates a discipline incident will not create an attendance notification. If users want to send an attendance notification and create a discipline incident for the same absence(s), the user must create two separate criteria.

Menu Access: Attendance Center > Notifications > Criteria Sample Attendance Notification Criteria List Page:

Select the criterion to display the criterion page.


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Sample Attendance Notification Criteria Section

Field Descriptions: (*Asterisk notes a required field) Building – Select the building of the students to process for the criterion.


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Attendance Notification Criteria* (Code) – Code to identify this criterion. [Character/5] If the school is utilizing Cognos letters, this should be a one digit numeric value.

Attendance Notification Criteria (Description) – Description of this criterion. Description displays on the screen and in the Remove Notification list. [Character/255]

Notification Group* – Group that this criterion belongs to. Attendance criteria within the same group will be processed in the order given in the criteria.

Students can receive notifications for only one attendance criterion within a group for a specific set of absences and trigger date. However, they could get notifications for attendance criteria in other groups at the same time.

Processing Hierarchy* – The order in which this criterion should be processed in its attendance group.

Maximum Letters – The highest number of letters a student can receive for this criterion. A blank value will allow an unlimited numbers of letters.

Examples: If a user enters a range of absences, but only want to send one letter for this range, the user would enter a maximum of 1. If a user enters a range of absences, and want to send a separate letter each for this range, the user would leave the Maximum Letters field blank.

Calculations Tab To clarify field references, numbers are associated with each field on the Calculation tab. Additionally, the image of the tab has been divided to illustrate the fields that change based on the option selected in field five in the following image.

Sample Attendance Notification Criteria – Calculation Tab


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Attendance Notification Criteria – Calculation Tab

A new reporting cycle will begin each… – When a new notification period starts. Absences before

this period are ignored. For example, some letter calculations reset at semester; others run for the entire year. Select:

Y – Year – to count all absences from the beginning of the year.

S – Semester – to count all absences from the beginning of the current semester or term.

A – Attendance Interval – to count all absences from the beginning of the current interval selected in the following field.

…Select the interval type to use – Only accessible if the user selected A-Attendance Interval in the

previous field. Select the type of interval. Choices depend on what is defined in the Attendance Intervals setup, but could include:

Date – (user-defined periods) Refers to any Interval Type that uses Date as the selection. This is not often used.

Month – would reset letters each month that is setup in the Interval Setup.

Marking Periods (or other duration) – would reset letters according to the Interval Types that uses a duration, such as, M – 9 Weeks.

The calculation should look at attendance on…days – Select the days that should be included in

the calculation. Enter a check in the box for each day to include.

This calculation is based on… – The type of attendance grouping to use. Determines what is

available in field 6 (“This calculation will include these codes/groups…”) Select:




…from (attendance bottom line/day totals) – Indicates which table should be checked for

absences. Select:

A – Attendance Bottom Line – to check the official attendance that is entered by TAC and/or office personnel, as entered for courses or periods.

D – Day Totals – to check the totals calculated using the Attendance Day Totals Calculation. For example, the building might take attendance by course period, but want to calculate letters based on whether the student has absences worth 5.0 days. Using Day Totals, it could catch half-day and full day absence values, to reach a total of 5.0. If users choose this option, field 10 (“The calculation will check…view type”) will display so that users can select the Attendance View Type to use. If users select to calculate based on Student Day Totals, they can select only option 1 in the “Choose one of the following” section at the bottom of the page.


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This calculation will include these codes/groups – The codes or groups to be checked. The data

available depends on whether the user selects to base the calculation on attendance codes, district groups, or state groups. Ctrl+click to select multiple values. Important: If using Day Totals, the code(s) selected MUST be a code that exists in the Convert to Code field of an Attendance View.

The notification will include a history of absences… - The length of attendance history to include

in the notification. Select:

L – Since the Last Notification – to include all attendance history since the last time the student was notified for the same attendance group.

R – For the Reporting Cycle – to include all attendance history since the beginning of the reporting cycle selected in the New Reporting Cycle field.

Y – Year to Date – to include the attendance history for the entire year.

Display the date history – The order in which attendance history should display. Select:

Ascending – to display the earliest date at the top of the list and the most recent at the bottom.

Descending – to display the most recent date at the top of the list and the earliest date at the bottom.

Period Selection and Options for Criterion that Calculates Based on Attendance Bottomline

The calculation will check students’ attendance during the following attendance periods

(attendance bottom line only) – Select the period that should be included in the report. Ctrl+click each period to be included. This option is only available if user chooses to calculate based on the Attendance Bottom Line table. Although Bottom Line is not often used with Homeroom Attendance, when it is there are normally two periods which consist of AM and PM.


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View Selection and Options for Criterion that Calculates Based on Day Totals

The calculation will check students’ attendance for the view type: (Day Totals Only) – Select

the attendance view that creates the day totals to be used in the calculation. If users want to select to calculate on minutes, they must make sure the view selected calculates totals for minutes as well. This option is only available if user chooses to calculate based on the Day Totals table.

Attendance Notification Occurrence Criteria

Select one of the rows to determine which absences to check for the days selected. If user uses a range in any of these options, students will receive a letter for each time they fall into the range, until the Maximum Letters count has been reached. For more information on an option, see the table below.

If user calculates the letter based on…

and user want to check whether students had...

Then select:

day totals a certain number of absent minutes, present minutes, or day view value from the day totals records,

Option 1. Enter the range of absences for the letter and select whether the numeric range entered is compared to the present minutes, absent minutes, or day total value for student day total records.

If user calculates the letter based on…

and user want to check whether students had...

Then select:

attendance bottomline

a certain numbers of absences or minutes absent in any period,

Option 1. Enter the range of absences for the letter and select whether the numeric range entered is compared to the absences or minutes absent from the attendance bottomline record. (Double the number if using AM/PM periods, as each period counts as 1.)

a certain number of absences in the same period, or course.

Option 2. Enter the range of absences for the letter and select whether to check for absences in the same attendance period or course.

A certain number or recurring pattern of absences per day, on either multiple days or multiple consecutive days,



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Option 1 – Notify if students have at least *[Low end of range] [Type of attendance total], but no more than *[High end of range] [Type of attendance total] anywhere in the reporting cycle. This statement can be used if letters are to be calculated based on day totals or attendance bottomline. Calculating Based on Day Totals:

This statement looks for students with any of the selected attendance codes in any day total record within the date range and days selected. The range of absences can be filled by multiple day totals records in one day, day totals records on multiple days, or a combination of the two. The system will check for any day total record. The reporting cycle is limited by two factors: the Start and End dates for the time period selected (Year, Semester, or Attendance Interval), and the days selected in the Days to Check field. To select the type of attendance total, choose absent minutes, present minutes, or day total value to specify which field in the day total record it checks. The Attendance View can be set to calculate totals as minutes or periods. If a view is set to calculate minutes, user can use one of the minutes options, if desired. Each criteria in an attendance view also assigns a value to the calculated attendance, such as 1.0 for a full-day absence or .5 for a half-day absence.

Calculating Based on Attendance Bottomline:

This statement looks for students with the selected attendance codes in any course/period within the date range and days selected. The system will check for any course/period absences. The reporting cycle is limited by the Start and End Date and the days selected in the Days to Check field. The range of absences can be filled by multiple absences on one day, absences on multiple days, or a combination of the two. For the type of attendance total, user can select absences or minutes absent to specify which field from the attendance bottomline record it checks.

Option 2 – Notify if students have at least *[Low end of range] absences, but no more than *[High end of range] absences entered for the same [Course/Attendance Period] This statement looks for students with the selected attendance codes in any course/attendance period within the date range and days selected. Only course/attendance period where a student had the selected range of absences are included. The reporting cycle is limited by two factors: the Start and End dates for the time period selected (Year, Semester, or Attendance Interval), and the days selected in the Days to Check field. If there are courses that cross periods (start period and end period differ), each period absence is counted separately.

Option 3 – Notify if students have at least *[Low end range] absences, but not more than *[High end of range] [Consecutive or Cumulative] absences in the selected attendance periods, and these absences were entered for at least *[Low end of range] days, but not more than *[High end of range] [Consecutive or cumulative] days. This statement checks for one or more absences per day, on one or more days. The statement has two parts:

Absences for criteria: Select whether the statement checks for the specified number of absences to be consecutive (attendance periods are in a row) or cumulative (in any period in the day).



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Attendance Occurrence Criteria Examples Occurrence criteria are used in the Attendance Trends reports and the Attendance Notification Criteria to determine which absences will be included. Following are examples of different setups. Example 1: Attendance is taken by Homeroom in an AM and PM period. Create a letter at 5 and then at 10 days absence showing attendance code of ABS in the detail. (The attendance code could vary, such as A – Absent or ABS – Absent.) Prerequisite: Have an Attendance View with a Convert to Code of ABS (or desired code to print). Letter 1 Setup for 5 days:

Letter 2 Setup for 10 days - Same as above example with the exception of the bottom ‘Choose one of the following:’ section shown below:


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Example 2: Attendance is taken each period (class). Check for students who have (ABS) absences for 5 for the same class period and then at 10 days. Note: In the below example, the “Choose one of the following:” setting could be updated to track within the same Course versus Attendance period as shown. Letter 1 Setup for 5 days:

Letter 2 Setup for 10 days - Same as above example with the exception of the bottom ‘Choose one of the following:’ section shown below:


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Eligibility Tab If this letter criterion is to be used to update athletic eligibility for students, use the fields on this tab to select how the eligibility status should be set for students who meet this criterion.

Sample Attendance Notification Criteria – Eligibility Tab

Eligibility Tab Activity Eligibility – Checked if this criterion is used to determine eligibility for students who participates in activities. This check box must be checked in order to access any of the other fields on this tab. Set Eligibility Status Based on Calculation Only – Use this option if eligibility is based solely on the notification criteria. Meeting this criterion will set the student’s eligibility status for attendance to the specified status regardless of the student’s current eligibility status for activities. The student’s overall eligibility status is determined based on the most severe status that is actively assigned to the student for one of the eligibility types. If this option is selected, select the status to assign in the Ineligibility Status field.

Ineligibility Status – If Set Eligibility Status Based on Calculation Only is selected, select the code to assign as the Ineligibility Status for students who receive this letter.

Eligibility Based on Current Status – Use this option if eligibility is based not only on the calculation criteria, but also on the current status of the student. Meeting this criterion will set the student to the specified status based on the student’s current eligibility status.

If this option is selected, specify how to change the student’s current status to a new status in the rows of fields below this option. For example, there may be a criterion that sets the student to a Probation status if the student is currently eligible to participate or sets the student to an Ineligible status if the student is already set to a Probation status.

If Current Status is in [current status] then change to [new status] – If Eligibility Based on Current Status option is selected, specify how to change the student’s current status to a new status in these fields. To select multiple codes for the current status, Ctrl+click each code to include or enter a comma-delimited list.

Duration of Status* – Select the appropriate duration for which the student should be ineligible for activities based on meeting this criterion. The duration types available are specific to the selected building. Select:


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School Days – to specify that the student is ineligible for a specific number of school days. This will only include days that are specified as membership days in the calendar when determining the expiration date for the ineligibility. For example, if a student should be ineligible for 3 weeks of school days, enter 15.

Regular Calendar Days – to specify that the student is ineligible for a specific number of days, regardless of whether school meets on those days. Weekend days and non-membership days are included in the count of days when calculating the expiration date for ineligibility. For example, if a student should be ineligible for 3 weeks, enter 21.

Duration periods for the building – the types of durations defined for the building are also available as options to set the status to ineligible for the current or next reporting period. Depending on the school’s duration types, users might see Quarter and Next Quarter or Marking Period and Next Marking Period. If the building has multiple types of durations, for example, both Marking Periods and Rotation, the options will be for Marking Period, Next Marking Period, Rotation, Next Rotation.

Duration Type Examples (Quarter)

Quarter – Use this option to specify that the student is ineligible for the remainder of the current marking period. The expiration date for the ineligibility will be set to the end date of the marking period as specified in the Marking Period Weeks records.

Next Quarter – Use this option to specify that the student is ineligible for the entire next marking period. The effective date for the ineligibility will be set to the start date of the next marking period as specified in the Marking Period Weeks records and the expiration date will be set to the end date of the next marking period as specified in the Marking Period Weeks records.

Number of Days – Indicates the number of days the student is ineligible for activities if School Days or Regular Calendar Days is selected in the Duration of Status field. There is no need to enter a number when a duration period is selected in the Duration of Status field.

Discipline Tab If a discipline incident should be created for students who meet this criterion, use this tab to define how the incident should be created. A criterion that creates a discipline incident will not create an attendance notification in the merge file. To send an attendance notification and create a discipline incident for the same absences(s), two separate criteria must be created. The criteria must be in unique notification groups since a student can only be selected by one criterion within a group. Sample Attendance Notification Criteria – Discipline Tab


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Discipline Tab Discipline – Checked to create a discipline incident for students who meet this criterion. If this box is checked, this criterion will no longer create attendance notifications in the merge fine and will only create discipline incidents. Reported By* – Type of person who reported the incidents created. Select:

Staff – to enter a staff member as the person who reported the incident. If this option is selected, the ID and name fields will be validated by Staff Catalog information.

Other Non-Student – to enter a non-student as the person who reported the incident. If this option is selected, the ID and name fields will be validated by Non-Student information.

ID (unlabeled field) – Identification number of the person who reported the incidents created. Enter an ID or search by name.

Name (unlabeled field) – Name of the person who reported the incidents created. Enter and ID or search by name. Incident Code* – Discipline incident code to assign to the incidents that are created.

Action Code* – Action code to assign to the offender when the Offender Action record is created.

Include Fine – Checked to assign the Fines and Costs defined in the Discipline District Setup page to the discipline incident created by this criterion.


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Attendance Notification Calculation The Attendance Notification Calculation page is used to calculate which students should receive attendance letters. The calculation creates separate runs to check counts of absences. The calculation always starts at the first day in the reporting period chosen in the criteria, and goes to the date entered in the Date to Calculate Notification From field to determine the student’s initial count of absences. It then creates a separate run to each additional date, as specified in the Date to Calculate Notification To. This allows users to run once a week, and not miss any students who may have reached one count early in the week and another later. Example: Building has 2 letter criteria, one for 3 absences and one for 5 absences, for a reporting period of the entire year. A student has had 2 absences in September. In the first week of October, the student has one absence each on Monday, Tuesday, Wednesday, and Friday. User runs calculation for the first week. Because the calculation starts at the beginning of the reporting period, the student is caught for 3 absences on Monday, and for the 5 absences on Wednesday. Running for just the last day of the week would miss these letters, because the student’s count would be above 5 absences at that point. This calculation also checks that letters that were previously calculated are still valid. If attendance information was updated since the letter was generated and the student no longer meets the criterion on the trigger date, the letter record will be updated to indicate that the letter is invalid. By updating the existing letter record to invalid, the student may now be selected by the criterion again when the student’s attendance totals meet the criterion.

Prerequisites






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Menu Access: Attendance Center > Notifications > Notification Calculation

Sample Attendance Notification Calculation Page:

Field Descriptions: (*Asterisk notes a required field) Attendance Notification Calculation Building* – Building for the students to be processed by the calculation. Calendar* – The calendar to use when determining the start and end dates for intervals. This prompt does not affect the students processed by the calculation.

Date to calculate notification from* – The first date to use as an endpoint of calculations. Calculations always run from the reporting period start date to this first date. Select:

By Date – to use a set date as the start date. Enter the first date to use in the report.

By Prior Days – to run the report for a set number of days. Enter the total number of days to include in the report. Prior days count backward from the end date selected in the Date to Calculate Notification To field. This option is user if the report is scheduled to run periodically.

Date to calculate notification to* – The ending date of calculations. Select:


By Date – to use a set date as the end date of the report. Criteria list to evaluate* – The notification criteria to check.


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Receiving notification type – Select the type of list (or none) that should be created. Select:

N - None – no list is created

S – Summary – This list contains the calculation dates, criteria, student ID and name, notification date, attendance codes, absence count, absence totals, and whether the notification was sent.

D – Detail – This list contains the summary information, plus a list of each absence for the student, with the period or course listed (depending on the criteria used).

Send Notifications – Checked if the notification letter file should be created. The letter file can then be downloaded to the user’s PC and merged with form letters created in Microsoft® Office Word.

Arkansas Note: If using the Cognos Attendance Letters, do NOT check this option. Generate Single Letter Per Criteria – If the Send Notification box is checked, indicate whether to generate a single letter per criteria. Checked to generate a single letter for the student using the most recent trigger date for the selected date range.

The merge file will still include the letter multiple times if more than one contact is defined to receive attendance notifications.

Download SPI letter template – This option is not implemented at the current time.


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Attendance Generate Notification Listing The Attendance Generate Notification Listing page is used to print a listing of all notifications generated on the selected dates. Select to print the notification listing in a summary format or a detail format. If the Summary type is selected, the report file is named Notification Listing Summary. This report lists the students who received notifications during the selected date range. For each notification, the report lists the date of the notification and the attendance codes, absence count, and absences for the letter. Additionally, the Send indicator displays. If the letter has been processed by the Send Attendance Notification option, the letter will be designated as sent. If the Detail type is selected, the report file is named Notification Listing Detail. This report lists the students who received notifications during the selected date range. For each criteria and notification date, the report lists the attendance date and detailed course or period information, as well as attendance information. The detailed information that is included differs based on how the building is set up to take attendance and the definition of the notification criteria that generated the letter record.

For notifications that are calculated based on the attendance bottomline where the building takes attendance by period or timeslot and validates times based on the timetable, the report will list the course.

For notifications that are calculated based on the attendance bottomline where the building takes attendance by period or timeslot, but does not validate times based on the timetable, the report will list the start and end times of the attendance periods.

For notifications that are calculated based on the attendance bottomline where the building takes attendance by homeroom, the report will list the start and end times of the attendance periods.

For notifications that are calculated based on the day totals, the report will list day total information and will not include course or period information.

Prerequisite: The Notification Calculation (Attendance Center > Notifications > Notification Calculation) must have been run.


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Menu Access: Attendance Center > Notifications > Generate Notification Listing

Sample Generate Notification Listing Page:

Field Descriptions: (*Asterisk notes a required field) Generate Notification Listing Building* – Building of the students to include in the report.

First notification date* – Select:

By Date – to use a set date as the start date. Enter the first date to use in the report.

By Prior Days – to run the report for a set number of days. Enter the total number of days to include in the report. Prior days count backward from the Last notification date. This option is used if the report is scheduled to run periodically.

Last notification date* – The ending date of calculations. Select:


By Date – to use a set date as the end date of the report. Report type – The amount of attendance information to include in the report.

S – Summary – To include totals only.

D – Detail – To include each absence date and code.


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Include notifications – Series of boxes which allow the user to select whether valid, sent, or invalid letters should be included in the report. Select:

Valid, Not Sent – Checked to include letters that are valid, but have not been sent.

Valid, Sent – Checked to include letters that are valid and have been included in a merge file created by the Send Notification option.

Invalid – Checked to include letters that were made invalid because attendance data was changed after the notification was created.

Sample Notifications Summary Report

Sample Notifications Detail Report


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Attendance Send Notification The Attendance Send Notification page is used to create the merge file for attendance notification. The merge file will include letter records for notifications generated on the selected dates. A student may have multiple records per notification if multiple contacts have selected to receive attendance notifications. This process also updates the “Send Flag’ on the attendance letter record to indicate that a letter has been sent. The name of the merge file generated is defined in the Attendance Configuration for the building in the Mail Merge Data Source Filename field. The usual naming is ‘att’. Once the merge file is generated, it must be downloaded to a PC and merged with a letter template in Microsoft® Office Word. Arkansas Note: If using Cognos Letters, this option should be ran AFTER the letters have been printed from Cognos. This prevents duplicate letters from printing in Cognos after the next Notification Calculation.

Prerequisite: Run Attendance Center > Notifications > Notification Calculation.

Menu Access: Attendance Center > Notifications > Send Notifications Sample Attendance Send Notifications Page:

Field Descriptions: (*Asterisk notes a required field) Attendance Send Notifications Building* – Building of the students to include in the merge file.


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First notification date* – Select:

By Date – to use a set date as the start date. Enter the first date to use in the report and update the Send Flag.

By Prior Days – to run the report for a set number of days. Enter the total number of days to include in the report. Prior days count backward from the end date. This option is used if the report is scheduled to run periodically.

Last notification date* – Select:


By Date – to use a set date as the end date of the report. Generate Single Letter Per Criteria – Checked to generate a single letter for the student using the highest trigger date, which is the trigger date closest to the last notification date that was entered for the selected date range. For example, if a date rage of 3/24/2008 to 4/11/2008 is entered and a student had letter records for criterion 1 for 3/28/2008 and 4/10/2008, only the letter for 4/10/2008 would be included in the merge file.

The merge file will still include the letter multiple times if more than one contact is defined to receive attendance notifications.

Include Published Notifications – Checked to include notifications that have previously been sent in the merge file. This option will include letter records in the merge file that have been updated to indicate that the record was already processed by the Send Notification option. Download SPI Letter Template – This option is not implemented at the current time.


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Attendance Remove Notification The Attendance Remove Notification page is used to view the students who will receive the notification for the trigger date. One or more students can be removed from the notification list, if needed. If a notification criterion is defined to create an incident in the Discipline package, it is not recommended to delete notification for the criterion. If the notification is removed, the incident is not deleted. If a notification criterion is defined to update athletic eligibility, removing the notification will not delete the attendance eligibility information. The attendance eligibility information on the Student Activities Summary page displays the calculated eligibility status and the duration that the status should apply to the student. Additionally, the Ineligibility Reason and Attendance Detail columns display detailed information about the absences that met the notification criterion. If the notification for the student is removed, the status and duration information are retained but the Ineligibility Reason displays as Eligible.

Menu Access: Attendance Center > Notifications > Remove Notifications Sample Attendance Remove Notifications List Page:


Attendance Remove Notification List Building – Building associated with the attendance notification.

Report Cycle Date – First date in the reporting cycle used by this report. Trigger Date – Date on which absences resulted in a notification Notify Criteria – Code and description of the attendance notification criterion that was met.


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Menu Access: Attendance Center > Notifications > Remove Notifications > click link on trigger date Sample Attendance Remove Notifications Student Section Page

Field Descriptions: (*Asterisk notes a required field) Notification Student Section Student ID – ID of the student. Student Name – Name of the student. Attendance Date – Date of the attendance that was included in the notification. Sent – Indicates if the notification has been included in the merge file for attendance notifications. Invalid – Indicates if the notification was calculated to be invalid because attendance information was changed. For example, if a student received a notification for 3 unlawful absences, but attendance was changed for one of those days so not the student only has a total of 2 unlawful absences on the trigger date. Course Info – Displays the course code and description for the course associated with the attendance record. The course information only displays if the notification criterion is defined to calculate based on attendance bottomline and the building is configured to take attendance in one of the following ways:

Take attendance by period and use the timetable to validate time

Take attendance by timeslot. Otherwise, N/A displays.

Attendance Period– If the notification criteria is based on attendance bottomline, the period for which attendance was entered. Otherwise, N/A displays. Attendance Code– Displays the attendance bottomline code, state group code, or district group code for the period or the attendance code, state group code, or district group code for the student’s day total record.


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Attendance Count – Displays the attendance count for the record.

Absence Info – Displays information about the absence totals for the notification. The information that displays is based on how the attendance notification criterion was defined.

The following examples illustrate the possible values:

1 Absence – criterion defined to calculate based on attendance bottomline absences.

.5 Days – criterion defined to calculate based on day totals day view value.

100 Absence Minutes – criterion defined to calculate based on attendance bottomline minutes absent or day totals absent minutes.

100 Present Minutes – criterion defined to calculate based on day totals present minutes.


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Attendance Mail Merge Fields

Merge Field Information to print

file_name Name of the form letter file to use for this letter record.

student_id ID number of the student.

report_cycle_date First date in the report cycle for which letter was calculated.

trigger_date Date on which attendance information triggered the letter. This is the date that the absences that fulfilled the criteria occurred on.

notify_criteria Criteria number for which the letter record was created.

report_cycle_type Code for the type of reporting cycle for which the criteria calculates.

send_letter Indicates if letter was already sent to student and/or guardians.

first_name Student’s first name.

middle_name Student’s middle name.

last_name Student’s last name.

parent_first_name Guardian contact’s first name. If more than one guardian is selected to receive attendance notifications, the student will have multiple letter records in the merge file.

parent_last_name Guardian contact’s last name. If more than one guardian is selected to receive attendance notifications, the student will have multiple letter records in the merge file.

use_for_mailing Indicator of whether the language for the student or guardian should be used for mailing.

language Primary language of letter recipient.

title Title for the recipient.

apartment Apartment number for recipient.

complex Complex name for recipient.

street_number House number for recipient.

street_prefix Prefix for street name for recipient.

street_name Street name for recipient.

street_suffix Suffix for street name for recipient.

street_type Type of street for recipient. For example, Ave or St.


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Merge Field Information to print

city City for recipient.

state State for recipient.

zip Zip code for recipient.

email Email address for recipient.

email_preference Indicator of whether recipient has elected to receive notifications by email.

first_date First date for which the Notification Calculation was run.

last_date Last date for which the Notification Calculation was run.

counselor_name Name of the student’s counselor.

counselor_phone Phone number of the student’s counselor.

perfect_attendance Indicator of whether the criteria indicates that the student has perfect attendance.

attendance_count Number of absences being reported in the letter.

history_of_absences A list of attendance history information including the date, period and/or course information, and the absence codes for all absences included in history. Headings are printed above the columns of data.

This field cannot be included in the middle of a paragraph. It should be included below the letter text.

Tip: Format this merge field in a non-proportional font so that headings align correctly. Additionally, it may be necessary to adjust margins and use a smaller font size in order to fit the data appropriately.

building Building for which attendance was entered.

grade Student’s grade.

track Student’s track code.

calendar Student’s calendar code.

house_team Student’s house/team code.

homeroom_primary Student’s primary homeroom.

homeroom_staff_id Student’s homeroom teacher’s staff ID number.

homeroom_staff_name Student’s homeroom teacher’s name.

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