It is often necessary to change the information recorded for student attendance after the roll has been confirmed for a class. A student may go to the medical room, an offsite education facility or leave school early. It is useful for the school to have an up to date log of where a student is, at any given time.
Each student has an attendance page within their profile. From there you can see their full attendance history as well as selected codes for absences. You are also able to view and update the attendance marks and notes during the day from any student page, as these are conveniently located in the student information section at the top of the page.
For example: if a student goes to the medical room, the attendance mark for that student can be updated at the same time a medical room post is being entered.
CREATING AN ATTENDANCE MARK FOR AN INDIVIDUAL STUDENT
1. Find the student using one of the search tools available.
2. Click on the student profile image, or the Information icon (i), or their pop up menu.
3. You will see the attendance entry field(s) for the current day. If your school uses more than one period, the current period and the next period will be displayed, based on the time of day.
4. Click on the code area to add a new attendance code.
5. Select the appropriate code from the dropdown selection list. Note: the selections will vary according to the code list for your country or state.
6. Click on the pencil to add or update the note.
7. If the first mark of the period/block has already been entered, updating a code, (i.e. the student has changed location) will require you to provide a reason for the change and the effective time (this defaults to the current time). This provides an accurate movement record for this student for the day. Click OK.
To remove the attendance mark completely, select Clear Mark.
VIEWING A STUDENT'S DAILY MOVEMENT
As attendance marks change during any given day, a movement log is created. This can be viewed from the student's attendance page.
1. Find the student using one of the search tools available.
2. Click on their pop up menu.
3. Click ATTENDANCE
4. View the calendar for the day/month you are interested in. A white clock icon in the top right corner of the cell indicates that only 1 attendance mark exists for that day so no movement has taken place. A dark clock indicates that multiple marks exist for that day.
5. Click the dark clock icon to view the movement information for that day.
6. Click the 'X' in the top right corner to close the window.
CORRECTING A STUDENT'S DAILY MOVEMENT RECORD
Mistakes do happen and it may be necessary to edit an attendance code without creating a new movement record.
1. Find the student using one of the search tools available.
2. Click on their pop up menu.
3. Click ATTENDANCE
4. Click the dark clock icon to view the movement information for that day.
5. Click the pencil icon to edit the code or notes. This will create a change record in the attendance change log.
6. Click the trash icon to remove the movement completely. It may sometimes be necessary to delete the movements and start again if the times have not been accurately recorded.
CORRECTING THE FIRST MARK OF THE DAY OR PERIOD FOR A STUDENT
If a student has not changed locations during the day a movement record will not exist for that student. If the first mark was entered incorrectly, this can be changed without creating a movement by using the same effective time.
1. Find the student as above and navigate to the Attendance Page.
2. If the clock is dark then movements do exist, so click the clock to update the first mark of the day.
3. If the clock is white, click the code to update the attendance.
4. Select the amended code from the dropdown list. The 'Update Attendance' popup will be displayed.
5. Enter the Reason for change and the Effective from time that relates to the start of the period. This time MUST be the start of the period in order for the code to be updated without creating a new movement.
6. To remove the attendance mark completely, select Clear Mark.
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