Tardy Tracking & Check In/Check Out System

Version 9.0.0 introduced the Focus School Software Tardy Tracking and Check In/Check Out system. This feature simplifies and automates all aspects of tardy management, including hall passes, automatic excessive tardy referrals/detentions, and school-based check in/check out needs.

Automating the detention/action resulting from excessive tardies will save administrative time at the school level. Focus allows this to be completed through a kiosk or through the mobile app. Tardy tracking requires the setup of Discipline > Referral Codes & Actions (with at least one action considered a detention), tardy attendance codes, and start/end times associated with each period. In addition to checking in and out of school through attendance, students may check in/out of the media center, counselors office, clinic, or other school locations. This information is tracked, stored in a logging field, and used to update period attendance.

Districts can use the kiosk functionality without having a kiosk by appending /kiosk to the end of the district's Focus URL.

System Preferences

There are several system preferences that need to be configured in order to set up the Tardy Tracking and Check In/Check Out system.

1. In the Setup menu, click System Preferences.

2. In the School Preferences tab or Default School Preferences tab, click the Attendance sub-tab.

3. Set the following system preferences:

System Preference
Description
Student Kiosk ID
Select the desired student identifier when scanning students with the kiosk.
  • Student ID - When Student ID is selected, the student’s Student ID (students.student_id or custom_53 - local student ID) will be used when scanning the student with the kiosk.
  • PIN - When PIN is selected, the student field selected in the Student Kiosk Pin Field system preference will be used when scanning a student with the kiosk.
  • Both - When both is selected, the student’s Student ID (students.student_id) and then the student field selected in the Student Kiosk Pin Field system preference will be used when scanning a student with the kiosk.

Note: If “Both” is selected and the student does not have a pin, the student will not be able to use the kiosk as it will sit at the pin prompt and it cannot be bypassed.


Student Kiosk Pin Field
If the Student Kiosk ID system preference has been set to “PIN” or “Both,” select the student field that will be used in place of the student ID or as a secondary entry when scanning in the student.
Admin Logout Kiosk Pin
A kiosk pin can be set and used instead of entering a username and password when logging out of the kiosk.
Check-in Default Attendance Code
Select the default attendance code to be recorded in period attendance when the student is scanned or keyed in through the kiosk or mobile app when “Check In” is selected.
Check-in Attendance Code Exceptions

When attendance codes are selected in this preference, students who have these attendance codes already populated in period attendance will not have their period attendance updated when checking in. Even though the attendance is not updated, there is a record stored in the database in the kiosk_entries table.


Check-in Between Periods

When the preference is selected, student check ins are recorded in the kiosk_entries table but the next period attendance is not updated.


Check-in Minutes Threshold

Enter a number of minutes. Period attendance is not updated when students check in within X number of minutes before the end of the period. Period attendance will not be updated, but the record will be stored in kiosk_entries. If it is outside of the defined window, period attendance is updated.


Check-out Default Attendance Code
Select the default attendance code to be recorded in period attendance when the student is scanned or keyed in through the kiosk or mobile app when “Check Out” is selected.
Check-out Attendance Code Exemptions

When attendance codes are selected in this preference, students who have these attendance codes already populated in period attendance will not have their period attendance updated when checking out. Even though the attendance is not updated, there is a record stored in the database in the kiosk_entries table.


Check-out Between Periods

When the preference is selected, student check outs are recorded in the kiosk_entries table but the next period attendance is not updated.


Check-out Minutes Threshold

Enter a number of minutes. Period attendance is not updated when students check out within X number of minutes before the end of the period. Period attendance will not be updated, but the record will be stored in kiosk_entries. If it is outside of the defined window, period attendance is updated.


Attendance Kiosk Print Slip upon Check-Out
Select the check box to print a pass when a student checks out in the attendance kiosk mode. When this preference is disabled, a pass will not print when checking out.
Attendance Kiosk Print Slip upon Check-In
Select the check box to print a slip when a student checks in in the attendance kiosk mode. When this preference is disabled, a slip will not print when checking in.
Send E-mail and Text Message to parents when printing Tardy Slips
Select the check box to send an email to linked users who have an email address set up (custom_100000001) when the student is marked tardy. Students who have an email address set up (custom_200000012) will also receive an email when they are marked tardy. Linked users who have signed into the mobile app will receive a notification when the student is marked tardy. If the student has a contact with a cell phone number with SMS set up and the contact has not logged into the mobile app, the contact will receive a text message when the student is marked tardy. 
Automatically confirm check in/out for the student
Select the check box to complete the confirmation step automatically after a student scans their badge to check in or check out so that the student does not have to tap Confirm. The student sees the message “Student Automatically confirmed! Redirecting…” after checking in or out.
Kiosk Barcode Format
Select “STANDARD” or “QR.” This determines whether a standard barcode or a QR code is printed on the tardy slip from the kiosks or handheld devices.

4. Click Save.

Profile Permissions

1. In the Users menu, click Profiles.

2. In the Permissions tab, select Menu as the Permission Type. Select the Role and Profiles, and click Submit.

3. If the profile will be using the kiosk logging field mode, select the View and Edit check boxes for Mass Add Log Records in the Students section of the screen.

4. If the profile will be using the tardy functionality on the handheld device, select the View and Edit check boxes for Absence Summary in the Attendance section of the screen.

5. If the profile will be using the Attendance Kiosk mode, select the View and Edit check boxes for Administration in the Attendance section of the screen.

6. If the profile will be reviewing the Detention List and checking in students assigned a detention, select the View and Edit check boxes for Detention List in the Discipline section of the screen.

7. If the profile will be reviewing the check in/check out logs or updating the attendance codes based on check in and check out, select the View and Edit check boxes for Late Check In/ Early Release in the Attendance section of the screen.

8. If the profile will be setting up the Tardy Thresholds, the following Attendance Setup permissions need to be selected in the Attendance section of the screen:

9. Click Save.

10. For profiles using the kiosk logging field mode, select Student Fields in the Permission Type pull-down. Ensure the correct Role and Profiles are selected and click Submit.

11. Locate the logging field. At a minimum, the profile needs the Create - View check boxes selected on the logging field in order to select the option and use the kiosk mode.

12. If the profile needs to see the logging field information for each student, select View for each column of the logging field.

13. If the profile will be updating the check out time through the kiosk (or the logging field), select Edit for each column of the logging field.

14. Click Save.

Discipline Referral Codes & Actions - Detention Check Box

1. In the Discipline menu, click Referral Codes & Actions.

2. Click the Actions tab.

3. Select the Detention check box on each action that will be available for selection when setting up Tardy Thresholds in Attendance Setup.

Attendance Setup - Tardy Thresholds

1. Click the Tardy Thresholds tab.

2. To add a new tardy thresholds rule, enter the Number of Tardies that when exceeded will trigger the rule in the blank row.

3. Select the Type.

Selecting Single Instance will create a referral just once when the prescribed number of tardies is met.

Selecting Consecutive will create a referral when the prescribed number of tardies is met and for every tardy thereafter.

Selecting Multiple will create a referral when the prescribed number of tardies is met and when multiples of the prescribed number of tardies is met.

If there is another higher threshold that is met, the referral will use the code and action from that higher threshold. If there is no code and action for the higher threshold, then the code and action from the consecutive or multiple threshold will be used again.

4. Select Per Class if the rule will look at the sum of tardies by class/section. Leave the check box unselected for the rule to look at the sum of tardies across all sections.

5. Select the Timeframe the rule will consider when summing tardies.

Options are Year to Date, Semester to Date, Quarter to Date, and Custom Days. When Custom Days is selected, define the Timeframe Days.

6. Enter the number of school days the student has to serve the detention in the Deadline (School Days) field.

7. Enter or select the Start Date. Today's date is populated by default. Once the student receives the prescribed number of tardies after the start date, the referral will be added to the student.

8. Select the Attendance Codes that will be considered.

By default, all unexcused tardy codes are considered. If only specific tardy codes should be considered, select those tardy codes.

9. Select the School Periods that will be considered.

By default, all school periods are considered. If only specific school periods should be considered, select those school periods.

10. Select the Discipline Code that will be included on the referral.

All discipline codes set up in Referral Codes & Actions are available for selection.

11. Select the Action that will be included on the referral that will be automatically assigned to the student.

The actions marked as "Detention" in Referral Codes & Actions will be available for selection.

12. Enter the description that will print on the tardy slip in the Tardy Slip Description of Action field.

13. If the referral will be an administrative referral, but the office should not have to review and process it, select Process Referral Automatically. This will automatically select the "Reviewed by Administrator" check box on the referral once it has been submitted.

14. If the referral should be flagged as a minor infraction, select Minor Infraction.

If the "Minor Infraction" check box is selected, the "Process Referral Automatically" check box is disabled and cannot be selected, and vice versa.

15. Press Enter to add the row.

The row will turn yellow to indicate a change has been made.

16. Click Save.

When the referral is generated based on the tardy threshold rule, the referral will be an administrative or minor infraction referral based upon whether the "Minor Infraction" check box is selected on the rule. If "Process Referral Automatically" is selected on the rule, the referral will automatically have the "Reviewed by Administrator" check box selected and the referral will not need to be reviewed. The action on the referral will be the Action selected in the tardy threshold rule. The Date Decided on the action will be the date the tardy triggered the detention. The Date Ends will be the Date Decided plus the number of days in the Deadline (School Days) field on the rule. The Length of Action will default to 1.

Period Start and End Times

For Focus to determine to which period to attach the tardy when the student ID is scanned or entered in the kiosk or mobile app, the start and end times need to be entered in Setup > Periods. If rotation days are used, start and end times are required for each rotation day.

Student Field Setup

For checking in or out of the clinic, media center, or other location on campus (but not checking in or out of school), logging fields can be created to store the check in and check out times. This time will be updated in the period attendance.

1. In Students menu, click Student Fields.

2. Add a new logging field. For more help on adding student fields, please see Adding a Field.

3. In order to use the logging field in the kiosk, there must be a date field and two time fields (one for check in and one for check out) added as columns to the logging field.

It is recommended to set the Primary Sort field on the Date column to Descending, and set the Secondary Sort field on the Check In column as Descending. This will display the most current records at the top of the logging field table.

4. Once the logging field is saved, the Kiosk (Attendance Code) field is available on the Edit Field screen. Select from the list of attendance codes the respective attendance code that the student will receive when checking in or out of this location.

5. Click Save.

Entering a Tardy through the Mobile App

Administrators are able to enter tardy information for a student using the mobile app by scanning the student ID or typing in the student ID.

If using the mobile app on the Focus handheld device, ensure you are using the Student Search mode. To use the Student Search mode, tap the menu icon and tap Student Search.

1. After logging into the app, manually search for the student by entering their name or student ID into the Search box. In the list of search results, tap the student's name.

Alternatively, tap the barcode icon and scan the barcode on the student's ID badge.

If the student is found, the student's schedule will display in the Courses screen. Based on the bell schedule in period setup, the currently active period will be marked as in progress. A red "Tardy" button will display above the schedule. If there is no active schedule for the student, the "Tardy" button will not display.

2. To mark the student tardy, tap Tardy.

3. In the confirmation pop-up, tap the correct tardy code and tap Finalize.

The tardy codes available are based on Attendance Setup.

4. Tap OK.

  • A tardy slip will print. If the tardy exceeds the threshold set, the message regarding the detention will print on the tardy slip.
  • Linked users who have an email address set up (custom_100000001) will receive an email both when the student is marked tardy and when they earn a detention based on that tardy. Students who have an email address set up (custom_200000012) will also receive an email both when they are marked tardy as well as when they earn a detention based on that tardy. 
  • Linked users who have signed into the mobile app will receive a notification when the student is marked tardy. They will receive another when the student receives a detention based on the tardy. 
  • If the student has a contact with a cell phone number with SMS set up and the contact has not logged into the mobile app, the contact will receive a text message when the student is marked tardy. They will receive another text message when the student receives a detention based on the tardy.

If the system preference "Send E-mail and Text Message to parents when printing Tardy Slips" is disabled, emails and text messages will not be sent when the student is marked tardy.

Entering Attendance Check In and Check Out through the Kiosk

Administrators are able to check a student in or out of school using the kiosk by scanning the student ID or typing in the student ID.

1. Connect the camera to the kiosk.

Once the kiosk is turned on, the camera is active. There is no on/off for the camera.

Each kiosk and camera are paired together specifically. It is important that the camera you connect with the kiosk stays with that kiosk. If there is confusion about which devices pair together, please contact Focus Support with the device serial numbers.

2. Enter your login information and tap Log In.

If another user is already logged in, tap Logout at the top-right corner of the screen, enter your Username and Password, and tap Switch User.

3. Select Attendance Kiosk from the available options.

Check In / Out is automatically selected in the second pull-down. This allows students to both check in and check out on this kiosk. Some schools may choose to have separate kiosks dedicated only for check in or check out. Select Check In Only in the pull-down if this kiosk will only be used for check in. Select Check Out Only if this kiosk will only be used for check out.

4. Tap the Kiosk button.

5. Tap Check In to check in a student.

6. Manually enter the student's ID using the number pad/keys or scan the student's ID.

If the system preference is set for "Both", then the prompt for the PIN will appear.

7. Tap the green arrow.

8. Tap Confirm.

  • The tardy will be added for the student based on the time of day and the start and end times set in period setup. The tardy code is based on the system preference "Check-in Default Attendance Code." A tardy slip will print. If the tardy exceeds the threshold set, the message regarding the detention will print on the tardy slip.

If the section the student checks in to does not take attendance, the attendance code is not added to the student.

  • Linked users who have an email address set up (custom_100000001) will receive an email both when the student is marked tardy and when they earn a detention based on that tardy. Students who have an email address set up (custom_200000012) will also receive an email both when they are marked tardy as well as when they earn a detention based on that tardy. 
  • Linked users who have signed into the mobile app will receive a notification when the student is marked tardy. They will receive another when the student receives a detention based on the tardy. 
  • If the student has a contact with a cell phone number with SMS set up and the contact has not logged into the mobile app, the contact will receive a text message when the student is marked tardy. They will receive another text message when the student receives a detention based on the tardy.

If the system preference "Send E-mail and Text Message to parents when printing Tardy Slips" is disabled, emails and text messages will not be sent when the student is marked tardy.

9. To check out a student, tap Check Out.

10. Manually enter the student's ID using the number pad/keys or scan the student's ID.

If the system preference is set for "Both", then the prompt for the PIN will appear.

11. Tap the green arrow.

12. Tap Confirm.

The early release code (based on the system preference "Check-out Default Attendance Code") will be added for the student based on the time of day and the start and end times set on the period setup. A slip will print if the system preference "Attendance Kiosk Print Slip upon Check-Out" is enabled.

If the student checks out of the same period they checked in to, the check out code will overwrite the check in code for the period attendance.

If the student's schedule has spanned periods, the check in and check out code will be stored in the beginning period, even if the check out time is during the ending period. The time will represent the time during the ending period.

If the student is checked in or out for attendance during a timeframe where there is not an active schedule, the screen will display an error message that there is no active school period at this time.

If the section the student checks out of does not take attendance, the attendance code is not added to the student.

Entering Attendance Check In and Check Out through the Mobile App

The attendance Check In/Out functionality is also available through the mobile app. The utility version of the mobile app available on the Focus handheld device has a Check In / Check Out Utility mode and a Student Search mode. The Check In/Out functionality is available in both modes.

The version of the mobile app available on other devices also has the Check In/Out functionality. Follow the procedure in Using the Student Search Mode from step 4 onwards.

Using the Check In / Check Out Utility Mode

The mobile app on the handheld device has a Check In / Check Out Utility mode that allows administrators to quickly check students in and out.

1. After logging into the app on the handheld device, tap the menu icon.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

2. Tap Check In / Out Utility.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

3. Tap Back.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

4. Manually search for the student by entering their name or student ID into the Search box. In the list of search results, tap the student's name.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

Alternatively, tap the barcode icon and scan the barcode on the student's ID badge.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

After selecting the student, a pop-up window is displayed. In the Kiosk pull-down, the Attendance mode is automatically selected.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

5. If you are checking a student in, tap Check In. If you are checking a student out, tap Check Out.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

The Auto option is automatically selected for the Time. This will check in or check out the student with the current time.

6. To manually enter a check in or out time, tap Manual.

7. Enter the hours and minutes and tap AM and PM.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

8. When finished, tap Finalize.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome
  • When checking in a student, the tardy will be added for the student based on the time of day and the start and end times set in period setup. The tardy code is based on the system preference "Check-in Default Attendance Code." A tardy slip will print. If the tardy exceeds the threshold set, the message regarding the detention will print on the tardy slip.

If the section the student checks in to does not take attendance, the attendance code is not added to the student.

  • Linked users who have an email address set up (custom_100000001) will receive an email both when the student is marked tardy and when they earn a detention based on that tardy. Students who have an email address set up (custom_200000012) will also receive an email both when they are marked tardy as well as when they earn a detention based on that tardy. 
  • Linked users who have signed into the mobile app will receive a notification when the student is marked tardy. They will receive another when the student receives a detention based on the tardy. 
  • If the student has a contact with a cell phone number with SMS set up and the contact has not logged into the mobile app, the contact will receive a text message when the student is marked tardy. They will receive another text message when the student receives a detention based on the tardy.

If the system preference "Send E-mail and Text Message to parents when printing Tardy Slips" is disabled, emails and text messages will not be sent when the student is marked tardy.

  • When checking out a student, the early release code (based on the system preference "Check-out Default Attendance Code") will be added for the student based on the time of day and the start and end times set on the period setup. A slip will print if the system preference "Attendance Kiosk Print Slip upon Check-Out" is enabled.

If the student checks out of the same period they checked in to, the check out code will overwrite the check in code for the period attendance.

If the student's schedule has spanned periods, the check in and check out code will be stored in the beginning period, even if the check out time is during the ending period. The time will represent the time during the ending period.

If the student is checked in or out for attendance during a timeframe where there is not an active schedule, the screen will display an error message that there is no active school period at this time.

If the section the student checks out of does not take attendance, the attendance code is not added to the student.

Using the Student Search Mode

While using the Check In / Check Out Utility is quicker, you can also check students in and out of school in the Student Search mode.

1. After logging into the app on the handheld device, tap the menu icon.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

2. Tap Student Search.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

3. Tap Back.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

4. Manually search for the student by entering their name or student ID into the Search box. In the list of search results, tap the student's name.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

Alternatively, tap the barcode icon and scan the barcode on the student's ID badge.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

Once the student is selected, their schedule is displayed in the Courses screen.

5. Tap Check In/Out above their schedule.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

A pop-up window is displayed. In the Kiosk pull-down, the Attendance mode is automatically selected.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

6. If you are checking a student in, tap Check In. If you are checking a student out, tap Check Out.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

The Auto option is automatically selected for the Time. This will check in or check out the student with the current time.

7. To manually enter a check in or out time, tap Manual.

8. Enter the hours and minutes and tap AM and PM.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

9. When finished, tap Finalize.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome
  • When checking in a student, the tardy will be added for the student based on the time of day and the start and end times set in period setup. The tardy code is based on the system preference "Check-in Default Attendance Code." A tardy slip will print. If the tardy exceeds the threshold set, the message regarding the detention will print on the tardy slip.

If the section the student checks in to does not take attendance, the attendance code is not added to the student.

  • Linked users who have an email address set up (custom_100000001) will receive an email both when the student is marked tardy and when they earn a detention based on that tardy. Students who have an email address set up (custom_200000012) will also receive an email both when they are marked tardy as well as when they earn a detention based on that tardy. 
  • Linked users who have signed into the mobile app will receive a notification when the student is marked tardy. They will receive another when the student receives a detention based on the tardy. 
  • If the student has a contact with a cell phone number with SMS set up and the contact has not logged into the mobile app, the contact will receive a text message when the student is marked tardy. They will receive another text message when the student receives a detention based on the tardy.

If the system preference "Send E-mail and Text Message to parents when printing Tardy Slips" is disabled, emails and text messages will not be sent when the student is marked tardy.

  • When checking out a student, the early release code (based on the system preference "Check-out Default Attendance Code") will be added for the student based on the time of day and the start and end times set on the period setup. A slip will print if the system preference "Attendance Kiosk Print Slip upon Check-Out" is enabled.

If the student checks out of the same period they checked in to, the check out code will overwrite the check in code for the period attendance.

If the student's schedule has spanned periods, the check in and check out code will be stored in the beginning period, even if the check out time is during the ending period. The time will represent the time during the ending period.

If the student is checked in or out for attendance during a timeframe where there is not an active schedule, the screen will display an error message that there is no active school period at this time.

If the section the student checks out of does not take attendance, the attendance code is not added to the student.

Entering Location Check In and Check Out through the Kiosk

Checking students in and out of the clinic, media center, guidance office, or other areas of campus does not mark the student absent from school, but the time out of class needs to be documented.

Students can be checked out without having been first checked in for a kiosk logging field. For example, this might be used when documenting late parent pick ups after school.

1. Enter your login information and tap Log In.

If another user is already logged in, tap Logout at the top-right corner of the screen, enter your Username and Password, and tap Switch User.

2. Select the appropriate logging field option from the list of available options, based on the location of the kiosk.

Check In / Out is automatically selected in the second pull-down. This allows students to both check in and check out on this kiosk. Some schools may choose to have separate kiosks dedicated only for check in or check out. Select Check In Only in the pull-down if this kiosk will only be used for check in. Select Check Out Only if this kiosk will only be used for check out.

3. Tap the Kiosk button.

4. Tap Check In to check a student in.

5. Manually enter the student's ID using the number pad/keys or scan the student's ID.

If the system preference is set for "Both", then the prompt for the PIN will appear.

6. Tap the green arrow.

7. Tap Confirm.

The code that was set in the "Kiosk (Attendance Code)" field for the logging field in Student Fields will be added for the student based on the time of day and the start and end times set in period setup. A slip will not print.

The logging field in Student Info will record the date and time the student was checked in.

The attendance record will display the code set for the logging field in Student Fields, with the date and time the student checked in. The word "Kiosk" will display.

8. To check out a student, tap Check Out.

9. Manually enter the student's ID using the number pad/keys or scan the student's ID.

If the system preference is set for "Both", then the prompt for the PIN will appear.

10. Tap the green arrow.

11. Tap Confirm.

The code that was set in the "Kiosk (Attendance Code)" field for the logging field in Student Fields will be added for the student based on the time of day and the start and end times set in period setup. A slip will print.

If the student checks out of the same period they checked in to, there will be no change when hovering over the attendance record. If the student checked out the following period, the student will also receive the logging field code for that period.

If the student's schedule spans periods, the check in and check out code will be stored for the beginning period, even if the check out time is during the ending period.

The logging field in Student Info will record the time the student was checked out. If the student returns to the location again, a new row will be added each time the student checks in.

Student Info - Google Chrome

When a student's attendance is updated via the kiosk (attendance or logging field mode), the attendance_reason column in the attendance_period table is updated with "Kiosk" and the Kiosk field is updated with 1.

If a student is checked in or out using a logging field option and there is not an active period of the day, the logging field will still update with the time in or out, but no attendance record will be updated.

Entering Location Check In and Check Out through the Mobile App

The location Check In/Out functionality is also available through the mobile app. The utility version of the mobile app available on the Focus handheld device has a Check In / Check Out Utility mode and a Student Search mode. The Check In/Out functionality is available in both modes.

The version of the mobile app available on other devices also has the Check In/Out functionality. Follow the procedure in Using the Student Search Mode from step 4 onwards.

Students can be checked out without having been first checked in for a kiosk logging field. For example, this might be used when documenting late parent pick ups after school.

Using the Check In / Check Out Utility Mode

The mobile app on the handheld device has a Check In / Check Out Utility mode that allows administrators to quickly check students in and out.

1. After logging into the app on the handheld device, tap the menu icon.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

2. Tap Check In / Out Utility.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

3. Tap Back.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

4. Manually search for the student by entering their name or student ID into the Search box. In the list of search results, tap the student's name.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

Alternatively, tap the barcode icon and scan the barcode on the student's ID badge.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

After selecting the student, a pop-up window is displayed.

5. In the Kiosk pull-down, select the location logging field.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

6. If you are checking a student in, tap Check In. If you are checking a student out, tap Check Out.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

The Auto option is automatically selected for the Time. This will check in or check out the student with the current time.

7. To manually enter a check in or out time, tap Manual.

8. Enter the hours and minutes and tap AM and PM.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

9. When finished, tap Finalize.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

When checking in a student, the code that was set in the "Kiosk (Attendance Code)" field for the logging field in Student Fields will be added for the student based on the time of day and the start and end times set in period setup. A slip will not print.

The logging field in Student Info will record the date and time the student was checked in.

The attendance record will display the code set for the logging field in Student Fields, with the date and time the student checked in. The word "Kiosk" will display.

When checking out a student, the code that was set in the "Kiosk (Attendance Code)" field for the logging field in Student Fields will be added for the student based on the time of day and the start and end times set in period setup. A slip will print.

If the student checks out of the same period they checked in to, there will be no change when hovering over the attendance record. If the student checked out the following period, the student will also receive the logging field code for that period.

If the student's schedule spans periods, the check in and check out code will be stored for the beginning period, even if the check out time is during the ending period.

The logging field in Student Info will record the time the student was checked out. If the student returns to the location again, a new row will be added each time the student checks in.

Student Info - Google Chrome

When a student's attendance is updated via the kiosk (attendance or logging field mode), the attendance_reason column in the attendance_period table is updated with "Kiosk" and the Kiosk field is updated with 1.

If a student is checked in or out using a logging field option and there is not an active period of the day, the logging field will still update with the time in or out, but no attendance record will be updated.

Using the Student Search Mode

While using the Check In / Check Out Utility is quicker, you can also check students in and out of a location in the Student Search mode.

1. After logging into the app on the handheld device, tap the menu icon.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

2. Tap Student Search.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

3. Tap Back.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

4. Manually search for the student by entering their name or student ID into the Search box. In the list of search results, tap the student's name.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

Alternatively, tap the barcode icon and scan the barcode on the student's ID badge.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

Once the student is selected, their schedule is displayed in the Courses screen.

5. Tap Check In/Out above their schedule.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

A pop-up window is displayed.

6. In the Kiosk pull-down, select the location logging field.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

7. If you are checking a student in, tap Check In. If you are checking a student out, tap Check Out.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

The Auto option is automatically selected for the Time. This will check in or check out the student with the current time.

8. To manually enter a check in or out time, tap Manual.

9. Enter the hours and minutes and tap AM and PM.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

10. When finished, tap Finalize.

https://livedemo.focusschoolsoftware.com/writers02/mobileApps/community/?preview=utility - Google Chrome

When checking in a student, the code that was set in the "Kiosk (Attendance Code)" field for the logging field in Student Fields will be added for the student based on the time of day and the start and end times set in period setup. A slip will not print.

The logging field in Student Info will record the date and time the student was checked in.

The attendance record will display the code set for the logging field in Student Fields, with the date and time the student checked in. The word "Kiosk" will display.

When checking out a student, the code that was set in the "Kiosk (Attendance Code)" field for the logging field in Student Fields will be added for the student based on the time of day and the start and end times set in period setup. A slip will print.

If the student checks out of the same period they checked in to, there will be no change when hovering over the attendance record. If the student checked out the following period, the student will also receive the logging field code for that period.

If the student's schedule spans periods, the check in and check out code will be stored for the beginning period, even if the check out time is during the ending period.

The logging field in Student Info will record the time the student was checked out. If the student returns to the location again, a new row will be added each time the student checks in.

Student Info - Google Chrome

When a student's attendance is updated via the kiosk (attendance or logging field mode), the attendance_reason column in the attendance_period table is updated with "Kiosk" and the Kiosk field is updated with 1.

If a student is checked in or out using a logging field option and there is not an active period of the day, the logging field will still update with the time in or out, but no attendance record will be updated.

Reprinting a Pass on the Kiosk

The Reprint Pass button is available in both the Attendance Kiosk mode and logging field mode. Tapping Reprint Pass displays all available passes from today for the student to select to print. Passes are available, if applicable, by period. If a student checks in and out of school during the same period, they would only have the check out pass available for printing. If a student is manually checked in or out from the Late Check In/Early Release screen, their pass can be printed from the Reprint Pass screen.

1. In the Attendance Kiosk or logging field mode, tap Reprint Pass.

2. Manually enter the student's ID using the number pad/keys or scan the student's ID.

If the system preference is set for "Both", then the prompt for the PIN will appear.

3. Tap the green arrow.

4. Tap Print next to the appropriate pass.

Viewing the Check In Log on the Kiosk

1. Enter your login information and tap Log In.

If another user is already logged in, tap Logout at the top-right corner of the screen, enter your Username and Password, and tap Switch User.

2. Select the appropriate logging field option from the list of available options, based on the location of the kiosk.

3. Tap View Active.

A list of students who are currently checked in to the location are displayed.

4. Select the View Checked Out Students check box to view students that have already checked out.

Tap Check Out to enter the time the student checked out. This updates the logging field but not the period attendance.

5. Tap Back at the top-right corner of the screen to return to the previous screen.

Updating Attendance through the Late Check In/Early Release Screen

Any student checked in or out in the attendance mode or logging field mode through the kiosk or mobile app will display on the Late Check In/Early Release screen.

When checking in or out using the kiosk or the Late Check In/Early Release screen, the Time In and Time Out columns on the Absence Summary and Administration screens are updated. Updating the Time In and Time Out columns on the Absence Summary or Administration screens will update the corresponding Entry and Release columns on the Late Check In/Early Release screen. Note: The system preference “Track Time In/Time Out on Daily Attendance” must be enabled for the Time In and Time Out columns to display on the Absence Summary and Administration screens.

1. In the Attendance menu, click Late Check In/Early Release.

The student name and student ID display as links. Click the links to open the Absence Summary for the student.

The course and section number for the respective entry is displayed. The attendance code is displayed and is editable if your profile has edit rights to this screen. If the section does not take attendance, the Code will be blank and not editable.

  • If the student was checked in and out within the same period, the latest code will display in the Code column.
  • If the student was checked in, the time will display in the Entry column and the Prior Periods column will be active. This allows you to update the prior periods' attendance from this screen. For example, if the student checks in to school late in period 4, the period 4 attendance code will be the tardy code, but the prior periods 1-3 can be updated here with the appropriate absence code.

If the student was checked out, the time will display in the Release column, and the Following Periods column will be active. This allows you to update the remaining periods attendance. For example, if the student checks out during period 4, the period 4 attendance code will be the early release code, but the remaining periods can be updated here with the appropriate absence code.

If custodial contacts are available for the student, they will appear in the Parent/Contact pull-down. Selecting who picked up or dropped off the student is optional. The Reason column for notation is also optional.

When a parent/contact is selected, hovering over the phone icon will display the contact details.

2. Click Save after making any changes.

Manually Checking In/Out a Student from the Late Check In/Early Release Screen

Students can be manually checked in or out in the attendance mode or logging field mode from the Late Check In/Early Release screen. Students can be checked in or out for the current day, past days, or future days. The student's pass can be printed from the kiosk by clicking Reprint Pass in the attendance mode or logging field mode.

Students can be checked out without having been first checked in for a kiosk logging field. For example, this might be used when documenting late parent pick ups after school.

1. In the Attendance menu, click Late Check In/Early Release.

2. At the top of the screen, select the date from the pull-downs or calendar icon and click Check In/Out

2. In the pop-up window, select the Student.

3. Enter the Time.

4. Select the Kiosk mode.

5. Click Check-In or Check-Out.

Referral Action

When a tardy triggers a detention, a referral is inserted. Based on the tardy threshold setup in Attendance Setup, the referral will be administrative or minor infraction. If "Process Referral Automatically" was selected, the administrator will not need to review the referral or select "Reviewed by an Administrator" on the referral.

The action record on the referral will be added based on:

  • Action - The action set up in Tardy Thresholds will be added by default.
  • Date Decided - The date of the scanned tardy that triggered the detention will display by default.
  • Date Ends - The Date Decided plus the number of days set up in the Deadline column in Tardy Thresholds will display by default.
  • Length of Action - This defaults to 1.
  • Notes (log_field8) - "Automatically created for excessive tardies" will generate by default.

If "Process Referral Automatically" was selected in Tardy Thresholds, the "Reviewed by an administrator" check box on the referral will be checked when the referral is created.

Updating the Detention List

Students assigned a detention through the above process will appear on the Detention List (please also see the next section Detentions and Tardies Entered Manually and Not through the Kiosk). Users with permissions to edit the Detention List will able to check in students attending detention.

1. In the Discipline menu, click Detention List.

Clicking the student ID or student name link will open the discipline referral.

If the detention has been served, the Completed date will be populated. By default, only unserved detentions are displayed. Select Show Completed to view all detentions.

If the detention has not been served, the Completed column will display a check box.

If the due date for the detention has passed, the Due date will display in red.

2. Select the Completed check box to check in the student for detention.

3. Click Save.

Once the student is checked in for detention, the action logging field on the referral is updated. The Date Begins is populated with the date the detention is served. The Date Ends is populated with the same date. The Notes field will be populated with "Detention Served - 0X-XX-201X."

Detentions and Tardies Entered Manually and Not through the Kiosk

Currently, tardies entered through the mobile app and kiosk will trigger detentions based on the thresholds setup.

Focus understands tardies may be manually entered by the teacher or office staff. Focus also understands detentions may be assigned for items other than those defined in the threshold.  Focus has a scheduled job "Create Detentions from Tardies" that will:

  • Review student tardies and thresholds setup and add detentions based on the criteria met.
  • Add above detentions to the Detention List.

Review tardy codes that may have been changed that would reverse the detention and remove the detention from the student and from the Detention List.