The Attendance Chart screen makes it possible to review and edit students’ attendance records. Users can set a date range for which to view attendance. Users have the option to review all students, a specific student, or a defined subset of students indicated by the More Search Options feature. In addition to reviewing and editing students’ attendance data, users can also export, print, and filter listed data.
1. From the Attendance menu, click Attendance Chart.
2. If searching for specific students by name or student number, type the information directly into the Student Search text box.
To generate report cards for all students, leave the Student Search text box empty.
3. For a more advanced search and the ability to define a specific subset of students, click More Search Options. In the example shown, Gradelevel 11 has been selected; therefore, report cards will be generated only for students in 11th grade.
Apply as many search options, as needed.
See Searching for Students for details about conducting and saving student searches.
4. To run the parameters against a Student Group, select the applicable group from the corresponding pull-down.
5. Select the Search All Schools check box to include students from all schools in your search.
6. Select the Include Inactive check box to include students who do not have an active enrollment record at the selected school or all schools (if Search All Schools is selected).
7. Select the Previous Years check box to include previous year of inactive data in your search, when Include Inactive is enabled.
8. Select the Use Most Recent Enrollment check box to use the most recent enrollment records when conducting a search with Include Inactive enabled.
9. Click Search.
Conducting a search navigates to a new Attendance Chart screen where you can set different parameters for reviewing the students’ attendance.
1. To adjust the attendance chart to reflect a specific period of time, use the Report Timeframe date text boxes to enter a date range. You can also click on the calendar icons to select the dates.
2. You have the option to choose whether you’d like to see the attendance by day or by period. This option will default to Daily. Use the pull-down to select a period instead.
The Daily attendance code cannot be edited because it is based on Period attendance codes combined.
3. Select the Display Scheduled and Attended Hours as Decimal check box for the display of the Att Hrs and Sched Hrs columns as a decimal values instead of in the HH:MM format, which will appear on the report and in the exported file. Note: This optional is only available for Post Secondary schools using hourly attendance.
The Display Scheduled and Attended Hours as Decimal option can only function if a Period is selected from the Daily pull-down. If Daily is selected, no changes will display.
4. Click Update.
In the attendance chart displays the Student name, Student ID, the student’s Grade level, the number of Absences reported during the time frame selected, and, in this case, because Daily was selected, each day along with the documented attendance code.
5. Here you can review the attendance codes for each day. While the code and the color can help you decipher the students’ attendance, you always have the option to hover over each attendance code for more information.
Be sure to scroll all the way to the right to see all of the dates set in the Report Timeframe.
The details given in hovering over codes will vary depending on the selection made from the daily or period pull-down. If you selected Daily, the details will simply state the code’s meaning: Present and Absent.
If you selected a specific period, such as Period 02, the details will show the Code, the Course, Section, Last updated by, and the day and time the attendance was Last updated.
Each district sets up attendance codes via Attendance > Attendance Setup. The district enters each attendance code’s Title, Short Name, Sort Order, Type, Color, etc. Therefore, the colors shown in the above examples may differ from district to district.
Depending on your profile permissions, you may or may not have the ability to edit attendance from this screen. If you have Viewing and Editing permissions, then you will also be able to edit students’ attendance. This permissions is set via Users > Profiles > Attendance (Attendance Chart).
6. When viewing the report based on attendance by period, you can click the existing attendance code or question mark to edit the attendance code. The option to edit daily attendance codes, is not supported because the daily code is based on all period codes combined.
7. Click Save to apply changes.
8. Click the student's name in the Student column in order to view and/or edit a breakdown of their attendance. For more information on viewing a specific student’s attendance chart, see The Attendance Chart Breakdown per Student.
Clicking the student name and opening the individual student's Attendance Chart is beneficial if more than one period of attendance in a day must be updated. Changing the attendance code for any period will update the daily attendance code.
1. Click on the Student name for an Attendance breakdown for that specific student, as shown in the image. From this screen, you have the ability to review the student’s daily attendance displayed by period. The Report Timeframe pulls in the dates selected on the previous Attendance Chart screen, but can be changed as needed.
2. While reviewing the absence Chart, you have the option to click Summary in order to navigate to Absence Summary.
5. Click the student name to view Student Info.
In a specific student’s Attendance Chart, you see the Course, the number of Absences per period/course, Att Periods (the number of attended periods), Sched Periods (the number of periods scheduled), Daily Att %, (daily attendance percentage), and the attendance code per day as listed.
For Post Secondary schools using hourly attendance, you will see the Course, the number of Absences per period/course, Attn Hrs (number of attended hours), Sched Hrs (the number of scheduled hours), Hourly Att % (hourly attendance percentage), and the attendance code per day as listed.
Notice the totals listed at the bottom of each column. The Total Present and Total Absent numbers are listed along with a total percentage.
6. Review the attendance codes for each day. While the code and the color can help you decipher the student’s attendance, you always have the option to hover over each attendance code for more information.
The details will show the Code, the Course, Section, Last updated by, and the day and time the attendance was Last updated.
Each district sets up their own attendance codes via Attendance > Attendance Setup. The district enters each attendance code’s Title, Short Name, Sort Order, Type, Color, etc. Therefore, the colors shown in the example above may differ from district to district.
Be sure to scroll all the way to the right to see all of the dates originally set in the Report Timeframe.
Depending on your profile permissions, you may or may not have the ability to edit attendance from this screen. If you have Viewing and Editing permissions, then you will also be able to edit student attendance. This permissions is set via Users > Profiles > Attendance tab > Attendance (Attendance Chart).
7. Click any of the underlined attendance codes or question marks to edit the code.
8. Click Save to apply changes made.
If letters and templates are set up in Students > Print Letters & Send Email and/or Students > Communication and attached to the Attendance tab (Attach to Tab), you can generate and send attendance letters directly from the Attendance Chart for students with absences.
1. From the Attendance Chart screen, conduct a student search and select a student.
2. At the top of the tab, select a letter from the Print a Form/Letter pull-down.
Letters/Templates created in Communication display with (Communication) in the name of the letter/form and have additional Print Options. All others were created in Print Letters & Send Email.
A PDF preview of the letter is displayed in a pop-up window.
3. Select the check boxes in the right panel to Email Student, Email Student Personal Email, Email Linked Users, and/or Email Custodial Contacts.
4. Select the Send to Student Log to record the letter in the student's letter log. This option displays as Add Log Records if the form/letter is from Communication.
5. Enter any additional email addresses in the provided text box.
6. Select the Include Student Name/ID on Each PDF Page (Print Only) to include the student's name and student ID on each printed page of the letter.
7. Click Send Letter to send the letter to all applicable parties selected.
8. Click the arrow to download the letter to your computer. Click the printer to print the letter.
Follow the prompts on your computer to print or save the letter.
9. Click Done when finished to close the pop-up window.
If Protected students are listed, and you do not have permission to View Protected Students (Users > Profiles), you will still be able to view student data; however, the protected students' names will not be clickable links. The “DO NOT RELEASE STUDENT INFO” warning will display for all users. For information on how to set up Protected students, see Student Fields: Protected Student.
If the chart contains several pages of information, Page numbers display. Click the Prev and Next buttons to sift through pages. Click the Page text box to enter a page number. Press Enter to jump to that page.
To export the attendance chart data to an Excel spreadsheet, click on the Excel icon in the Export section.
To print data, click on the Printer icon in the Export section.
Click Filters feature to further breakdown data.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for more filtering options.
For more information, see Filters.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
