The Student Hall Pass Report accessible from Student Info contains two tabs, Hall Pass Activity and Student Restrictions. The Hall Pass Activity tab allows users to view hall pass activity in a specified date range for an individual student. The Student Restrictions tab is used to set restrictions on the individual student, including passes per day, restricted students, and restricted locations. Hall passes can also be created for the student from this screen.
Clicking the student's name link on the Hall Passes screen or the Hall Pass Trends report also opens the Student Hall Pass Report screen for the student.
The Hall Pass Activity tab provides an overview of the student's hall pass usage during a specified date range, which defaults to the current school year. At the top of the report, the number of Expired Passes, the Total Number of Passes, and the Time Out of Class is displayed for the defined date range. The Time Out of Class is calculated as the total number of minutes the student has spent out of class during the date range.
Only users with the View profile permission to the Hall Passes screen have access to the Hall Passes tab in Student Info.
1. In the Students menu, click Student Info.
2. On the Search Screen, enter search criteria to locate the student and click Search.
See Searching for Students for detailed instructions on the various ways to search for students.
3. In the search results, click the student's name.
4. Click the Hall Passes tab.
The Student Hall Pass Report is opened to the Hall Pass Activity tab. The Start Date and End Date of the report default to the first day of the current school year through today's date. The Expired Passes, Total Number of Passes, and Time Out of Class are displayed at the top of the report for the specified date range. The hall passes are listed in the report with the most current at the top.
5. To adjust the report date range, select the Start Date and End Date and click Search.
The report includes:
- Status - Displays the status of the pass, including Active, Ended, Not Ended, Expired, Request Canceled, Request Expired, Canceled - Attendance, Late check out, No check in, No check out, and Denied.
- Destination - Displays the location category icon, location category title, and location title.
- From - Displays the room number the student departed from.
- Total Pass Time - Displays the total time the student was out of class over the time the pass was issued for. This field will be highlighted in red if the pass time was exceeded.
- Start - Displays the date and time the pass became active.
- Check In - For locations where check in/check out is required, displays the date and time the student checked in. The field will be highlighted in red if the student did not check in or travel time was exceeded.
- Check Out - For locations where check in/check out is required, displays the date and time the student checked out. The field will be highlighted in red if the student did not check out or checked out late.
- End - Displays the date and time the hall pass was ended.
- Notes - Displays any notes entered by a teacher or administrator. Click the Notes field to view the notes in a pop-up window.
- Initiator - Displays who initiated the pass.
- Referral - Displays an "Add Referral" button for passes where the pass length or travel time for check in or check out was exceeded. Additionally, the button will display if a student checks in or out with a kiosk at a location that is not the location for their hall pass. Click the button to add a referral in a pop-up window. The column displays a "View Referral" button when a referral was entered for the hall pass. Click the button to view the referral in a pop-up window.
Click the Expand View icon to view the hall pass information in a pop-up window.
The Student Restrictions tab is used to set restrictions on the individual student, including passes per day, restricted students, and restricted locations.
Location and teacher restrictions are set in Setup > Hall Pass Setup > Restrictions tab.
Access to the Student Restrictions tab is controlled by the View and Edit permissions for Student Restrictions under Hall Passes.
1. In the Students menu, click Student Info.
2. On the Search Screen, enter search criteria to locate the student and click Search.
See Searching for Students for detailed instructions on the various ways to search for students.
3. In the search results, click the student's name.
4. Click the Hall Passes tab.
5. Click the Student Restrictions tab.
6. To limit the number of hall passes the student can be issued per day, enter the Number of Passes Per Day.
The system preference "Max number of student passes per day" set in Setup > System Preferences > General tab is used to set the maximum number of passes per student per day. The student restrictions for number of passes a day set in the Student Restrictions tab for specific students should be less than the number set in System Preferences. Student-specific restrictions are prioritized over the system preference.
7. Click Save.
8. To restrict the student from having an active hall pass at the same time as another student, select the student in the Restricted Students pull-down in the blank row in the table.
9. Enter a Comment, if desired.
10. Click Save.
11. To restrict the student from having a hall pass issued for specific locations, select the Locations in the blank row in the table.
12. Enter a Comment, if desired.
13. Click Save.
A student can have a restriction from having an active hall pass at the same time as a specific student for a specific location. Set both the Restricted Students and Locations fields in the restriction record.
14. When a restriction is no longer needed, select the End Restriction check box on the record.
15. Click Save.
When a student restriction is in place, users with an admin or teacher profile type will be presented with a pop-up listing the restriction in place, as well as a prompt to cancel the creation of the pass or override the restriction and create the pass.
Students will be prevented from requesting passes through the student portal or mobile app if the request matches the criteria set in the restriction.
Hall passes can be created for the student directly from this screen.
The Create button is only available to users with the "Create Hall Pass" profile permission under Hall Passes.
1. In the Students menu, click Student Info.
2. On the Search Screen, enter search criteria to locate the student and click Search.
See Searching for Students for detailed instructions on the various ways to search for students.
3. In the search results, click the student's name.
4. Click the Hall Passes tab.
5. Click Create.
The Create Hall Passes pop-up window is displayed.
6. The Departing From pull-down will populate with the room number from the student’s schedule at the time that the pass is being created for. Select a different room if needed.
7. Click the location category that represents the student's Destination.
If more than one location is associated with the location category, the available locations will display for selection (if only one location is associated with the location category, no locations will display for selection). If more than six locations are associated with the location category, the location options will display in a pull-down.
8. Click the Location, if applicable.
If a restriction is in place, as set up in Setup > Hall Pass Setup > Restrictions tab or Students > Student Info > Hall Passes tab, an icon will display in the Restrictions section of the screen. Hover over the icon to view the restriction information. For student restrictions and location restrictions, users with an administrator profile can choose to override the restriction and create the pass, or cancel the pass.
9. Select whether the pass will be created for Now (the current time), or will be Scheduled for a future date/time.
When Scheduled is clicked, select the Date and enter the Time for the hall pass.
10. The Total Time will populate with the number of minutes set in the Pass Length column for the location in Setup > Hall Pass Setup > Locations tab. Users with an admin or teacher profile type can adjust the total time of the hall pass as needed.
11. The Travel Time field will populate with the number of minutes set in the Travel Time column for the location in Setup > Hall Pass Setup > Locations tab, if defined. The travel time indicates the number of minutes in which a student is expected to check in to their destination. Users with an admin or teacher profile type can adjust the travel time of the hall pass as needed.
12. Enter any Notes, if desired. Notes entered by administrators and teachers are visible on the Hall Passes screen for all users, except for parents and students, who cannot view notes added to hall passes.
13. Click Create Hall Pass.
The hall pass is created for the student. The Hall Passes screen is displayed, with the Active tab opened if the pass was created for Now, or the Upcoming tab opened if created for a future date or time. Hall passes created by administrative users do not require approval.
If a hall pass was created for a student who has an attendance code (specified in Setup > Hall Pass Setup > Settings > Attendance Code(s)) at the time that the pass will be active, the hall pass will automatically be canceled by Focus and will display on the Inactive tab with a status of "Canceled - Attendance."
If a restriction is in place, as set up in Setup > Hall Pass Setup > Restrictions tab or Students > Student Info > Hall Passes > Restrictions tab a message will display indicating the restriction type. For student restrictions and location restrictions, users with an administrator profile can choose to override the restriction and create the pass, or cancel the pass.
