Absence Summary

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

Student Search

1. From the Attendance menu, click Absence Summary.

Absence Summary

2. Enter student search criteria. If searching for specific students, enter the student name or number in the Student text box.

To generate the Attendance Summary for all students, leave the Student 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, Grade 09 has been selected; therefore, the Attendance Summary report will be generated only for students in 9th grade.

4. 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 by the district beforehand in order to use this functionality.

Absence Summary

5. Select the check box to Search All Sections upon conducting a student search.

Absence Summary

6. Select the check box to Include Inactive Students in your search.

Absence Summary

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

Absence Summary

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.

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.

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.

2. You have the option to choose whether you'd like to see the attendance by day or by period. Click the pull-down to select a period or to view the Daily attendance code.

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 the Go button.

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

In the attendance summary (if Daily was selected) you will see the student's Photo, Student name, Student ID, the students Grade level, the Total Full-Day Attended days during the time frame selected, the number of Periods No Show (DNE) (NS), the number of Periods Unexcused Absence (U), the number of Periods Present (P), the number of Periods Unexcused Tardy (T), etc. 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.

In the attendance summary (if a specific Period was selected) you will see the student's Photo, Student name, Student ID, the students Grade level, the number of State Abs, No Show (DNE), Unexcused Absence, Present, Unexcused Tardy, Excused Tardy, Clinic, Unexcused Abs Related to Discipline, Excused Absences, etc. 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.

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

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, and Grad Reqs.

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.

1. Click on the Student name to generate 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.

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.

From this screen, you also have the ability to navigate to the students Demographic, Enrollment, Schedule, Requests, Grades, Absences, Activities, Referrals, Test History, Grad, SSS, and Fees & Payments. 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.

In a specific students Absence Summary, you will see the Date, the Daily attendance code, the Comment that pertains to the Daily attendance code, the Time In and Time Out (if applicable), the Fill All Periods code, and all attendance codes per period.

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 3 periods or 1 days.

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

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. Review the attendance codes for each day and period. You can hover over each code for detailed information about the course, period, date, etc.

3. If you have profile permission editing rights, the filed that can be altered will be underlined in blue. Click the field to add information or change data. In the image shown, the Fill All Periods field has been clicked; therefore, a pull-down displays. At which point, G has been selected.

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.

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

Absence Summary

5. 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.

Absence Summary

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

Additional Features

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

You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image shown, results have been sorted by clicking on Student twice; therefore, the listed students start with the accented names, then Z.

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

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.

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.

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.

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

Clicking Print generates a print preview screen. From this screen you have several options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign). When finished, click the black X to return to the Absence Summary screen.

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.