Absence Summary

The Absence Summary report allows you to review school-wide attendance information over a specified date range.

Student Search

1. From the Attendance menu, click Absence Summary.

2. Enter and select the applicable student search criteria.

Absence Summary

To generate the Attendance Summary for all students, leave the Student text box empty.

a. For a more advanced search and the ability to define a specific subset of students, click More Search Options. In the example shown, Grade 09 has been selected; therefore, the Attendance Summary report will be generated only for students in 9th grade.

b. Before conducting your search, you have the ability to select a Student Group from the provided pull-down. Note: Student groups must be set up beforehand in order to use this functionality via Students > Student Groups.

c. Select the check box to Include Inactive Students. Selecting to Include Inactive Students will display two other options as well: Include Previous Years Inactive Students and Use Most Recent Enrollment; select the corresponding check boxes as needed.

3. Click Search. If needed, you can click Reset to clear everything on the page and start over.

For more detailed information about conducting a student search, see Searching for Students.

The Absence Summary

Conducting a search navigates to a new Absence Summary screen where you can set different parameters for reviewing the students attendance.

Absence Summary

The colors set for each attendance code via Attendance Setup > Codes tab > Attendance tab displays as customized by the district.

1. To adjust the attendance summary 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. By default, the report timeframe defaults to the first day of school through the current date.

Absence Summary

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. Once a time frame has been set and a period selected (or daily), click Go.

Absence Summary

Directly beneath the Report Timeframe are the number of Days Possible per the Standard District Calendar and the Summer Term.

In the attendance summary, you will see the student's Photo, Student name, Student ID, the students Grade level, and attendance codes used at the school; the codes displayed in the image shown are specific to the school and may not reflect the codes used at your school.

Scroll to the right to see all listed attendance codes. The Total for each column is also listed in the last row of the report.

Absence Summary

4. Click on a Student in order to view and/or edit a breakdown of his/her attendance. For more information on viewing a specific student's absence summary, see the section titled, The Absence Summary Breakdown per Student.

Absence Summary
The Absence Summary Breakdown per Student

Clicking the student name and opening the individual student's Absence Summary 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. This screen also allows users to upload and view excuse notes.

1. Click on a Student in order to view and/or edit a breakdown of his/her attendance.

Absence Summary

Clicking the Student name generates an Absence Summary for the selected 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 Absence Summary screen, but can be changed as needed.

Absence Summary

The colors set for each attendance code via Attendance Setup > Codes tab > Attendance tab displays as customized by the district, as shown in the image above.

In a specific student's Absence Summary, you will see the Date, the Daily attendance code, the Comment that pertains to the Daily attendance code (if enabled), an uploaded Excuse Note (if enabled), the Time In and Time Out (if applicable), the Fill All Periods code, and all attendance codes per period.

When checking in or out using the kiosk or the Late Check In/Early Release screen, the Time In and Time Out columns in the Absence Summary are updated. Updating the Time In and Time Out columns in the Absence Summary will update the corresponding Entry and Release columns on the Late Check In/Early Release screen. Note: The setting 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 via Setup > System Preferences > School Preferences/Default School Preferences > Attendance tab.

Absence Summary

For an explanation of each code, see the legend at the top of the screen. The legend also lists the number of periods and days each code was applied. For example, U (Unexcused Absence) was applied to 148 periods or 5 days.

Absence Summary

For listed days and percentages, see the section below the legend, as shown in the image below.

Absence Summary

There are also totals for each code listed at the bottom of the Absence Summary chart under ABSENCES.

While reviewing the absence Summary, you have the option to click Chart in order to navigate to Attendance > Attendance Chart.

Absence Summary

2. With editing permissions, you have the ability to enter a comment. Click the Comment field and type your message.

Absence Summary

3. If a parent, teacher, or another user has uploaded an Excuse Note, you can view the excuse note by clicking the Title of the note or by clicking Download.

Absence Summary

Click the red X to Delete the excuse note.

Absence Summary

Hover over the attached excuse note with the mouse to view additional information.

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If your district has enabled the Show Attendance Excuse Note Alerts permission via Users > Profiles, Portal alerts will display for administrative users when excused attendance notes are added by other users, such as parents or teachers. When you click the Portal Alert, you will be brought to the Absence Summary screen where the applicable students will be listed.

Portal

a. To add excuse note(s) for a student, hover over the Excuse Note field, then click Scan to scan the file from your scanner into Focus.

i. Select the Scanner from the pull-down, set additional settings, then click Scan.

Absence Summary
Administration

b. Click Upload if the file is already saved on your computer.

i. Search for the file, click the file, then click Open. Note: You cannot upload Word documents. However, you can save a Word document as a PDF, then upload it.

c. Click Take Photo to take a picture of the note with your computer camera.

i. Once the note is in view of the camera, click Take Photo.

Click the expansion arrows to view the Excuse Note field in a pop-up window where you can drag files for uploading, view uploaded files, and take photos, as needed.

If Excuse Notes have been disabled by the district, then you will not see the Excuse Note column. The Disable Excuse Notes for All Users setting determine whether the Excuse Note column displays, which can be enabled/disabled via Setup > System Preferences > School Preferences / Default School Preferences > Attendance.

Note: Administrative users can also Disable Excuse Notes for Parents via Setup > System Preferences > School Preferences / Default School Preferences > Attendance, which hides the Excuse Note column for all applicable attendance screens prohibiting parents from uploading excuse notes.

4. Hover over each code for detailed information about the course, period, date, etc.

Absence Summary

5. If needed, select an attendance code from the Fill All Periods pull-down to populate all periods with the selected code.

Absence Summary

Attendance codes that have been changed are highlighted in red.

6. Click the period fields to adjust individual attendance periods, such as 01, 02, etc. Once, enabled, select the applicable attendance code from the pull-down.

Absence Summary

When setting a future date to N/A, the period attendance record is removed and the daily code for the student is set to present. When setting a previous date to N/A, the period attendance records are set to the default code and the daily code is changed accordingly.

If attendance is logged based on an hourly attendance method, you will also have the option to enter the amount of time present in addition to the attendance code.

Absence Summary

7. If edits have been made, click the Save button to apply the changes made.

Absence Summary

8. When the review of the selected student's absence summary is complete, click the red X next to the student's name located in the header to return to the Absence Summary Search Screen.

9. To return to the listed students of your last conducted search, click the Back to Student List link at the bottom of the screen.

Absence Summary
Adding an Absence

1. From the Absence Summary search results, click the Student for whom an absence needs to be added.

Absence Summary

Clicking the Student name generates an Absence Summary for the selected student. From this screen, you have the ability to add an absence. You can also review the student's daily attendance displayed by period. Edit the Report Timeframe dates as needed.

Absence Summary

The colors set for each attendance code via Attendance Setup > Codes tab > Attendance tab displays as customized by the district, as shown in the image above.

2. Click + Add Absence located in the right top corner.

Absence Summary

Clicking + Add Absence navigates to the Add Absences screen, which can be accessed via the Attendance menu > Add Absences.

Add Absences

3. Select the Periods the student was absent from the provided pull-down.

Add Absences

4. Select an Attendance Code for the selected periods from the corresponding pull-down.

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5. If applicable, enter an Attendance Reason in the provided text box.

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6. Select the days the student was absent for the specified periods from the calendars. Click each day the student was absent. You can select as many as needed. Once selected, a red box will display on the date. To clear the selection of a date, click the date again and the red box will disappear. The current date is highlighted in yellow.

Add Absences

7. Click the arrows in the two top cornes to navigate to previous and future months (the days listed depend on the set district calendars).

Add Absences

8. Scroll to the bottom of the screen to the student section. Here you must select the student(s) for whom the absences are being created. Select the check box next to the student. You can also select the check box in the header to select all listed students.

Add Absences

You will only see one student listed here due to the adding of absences via the Absence Summary screen. To add absences for multiple students, click the Search Screen tab to start a new search, or from the Attendance menu, select Add Absences to start from the beginning.

9. When the student has been selected, click the Submit Absence(s) button to create the absences.

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Upon successfully created/changing absences, a Results pop-up displays.

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Additional Features

From the student breakdown screen, click the following tabs to navigate to the student's Demographic, Enrollment, Schedule, Requests, Grades, Activities, Referrals, Test History, Grad, SSS, and Billing. These tabs are listed in gray across the top of the page. Please note that in doing so, you will be navigating away from the Absence Summary.

Absence Summary

Click the down arrow next to the student Photo to open the category menu, which includes quick links to the following screens/information, most of which can be accessed by Student Info: Demographics, Schedule, Grades or Course History, Absences, Add Referral, Test History, SSS, Enrollment, Requests, Standard Grades, Activities, Referrals, Grad Reqs, and Billing.

Absence Summary

Click the floppy disk icon to export the information to an Excel spreadsheet.

Absence Summary

You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

Absence Summary

If looking for specific information housed within the resulting students, type the information in the Search text box provided and press Enter.

Absence Summary

To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.

If looking at an individual students absence summary, you have the ability to search for another student using the Search text box. Type the students name or part of the students name and press Enter. A list of students will display based on your search. Select the correct student to open his/her absence summary.

Absence Summary

If looking at an individual students absence summary, you have the ability to navigate to the previous or the next student in the original resulting list of students. Click on the blue arrows to move to the previous student and the next student in the list.

Absence Summary

If only one arrow is displayed thats means that you are either at the beginning or the end of the list. In the example, shown there is only the right arrow because the student selected is at the beginning of the list.

Absence Summary

Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field in the text box.

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Click the Check all visible and Clear selected links for quick selections.

To print the Absence Summary report, click the Print button located in the footer of the screen.

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Clicking Print generates a print preview screen.

Click the Download as a PDF icon (down arrow) to download the file to your computer.

Click the Print icon (printer) to print the page.

When finished, click the black X to return to the Absence Summary screen.

Absence Summary

a. If there is a specific template you'd like to use in the printing the Absence Summary report, click the arrow next to Print to select the Template. You also have the option for Small Font, and Print Preview before printing.

Absence Summary