Print Absence Summary

The Print Absence Summary feature enables teachers to print the data generated in the Absence Summary Report to be distributed as letters or as emails.

Student Search

1. From the Attendance menu, click Print Absence Summary.

Print Absence Summary

2. If searching for specific students by name or student number, enter the information in the Student text box.

To generate the Print Absence Summary report 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 Print Absence Summary will be generated only for students in 9th grade.

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.

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

4. Select the Letterhead Template from the provided pull-down. The letterhead selected will be the template displayed for all absence summaries printed. Note: Templates must first be created via Setup > Letterhead Templates.

5. Select the Include Summary & Totals check box to display absence summaries and totals on the report.

6. 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.

7. Select the check box to Search All Sections.

8. Select the check box to Search the Entire School.

9. Select the check box to Include Inactive Students.

10. Click Continue... If needed, you can Reset to clear everything on the page and start over.

See Searching for Students for more information on conducting a student search.

Printing the Absence Summary

Clicking Continue... on the last screen will navigate to a new Print Absence Summary screen where you can choose to preview, print, or email absence summaries to selected students/contacts.

1. Before printing and/or emailing the absence summaries, you can further filter the data be setting a Report Timeframe. Select a month, day, and year from the provided pull-downs or click the calendar icon to select a date.

2. Select how you would like absence summaries to be distributed; options include: Print absence summary (For each student) or Email absence summary (To each student or To each Custodial Contact).

3. To print an absence summary for each student, be sure to first select Print absence summary: For each student.

4. Select the students for whom you need absence summaries by selecting the check box next to each student. As students are selected, the number of selections made will display next to the number of students pulled originally.

If you want to print absence summaries for all students displayed, select the check box in the header.

Print Absence Summary

If Protected students are listed, and you do not have permission to View Protected Students (Users > Profiles), you will not be able to select the students for printing.

5. Once the students have been selected, you can click Preview to review absence summaries or Print. It is recommended to Print and review the generated absence summaries via the PDF print preview.

6. If Preview is clicked, you can preview absence summaries then click Return to Focus to go back to the Print Absence Summary screen. Note: All absence summaries will look different depending on the letterhead template selected.

The previewed or printed summary only displays a legend of codes that apply to the selected student.

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.

7. Clicking Print generates all of the selected students' absence summaries in 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 Return to Focus to return to the Print Absence Summary screen.

Emailing the Absence Summary

Clicking Continue... on the last screen navigates to a new Print Absence Summary screen where you can choose to preview, print, or email absence summaries to selected students/contacts.

1. Before printing and/or emailing the absence summaries, you can further filter the data be setting a Report Timeframe. Select a month, day, and year from the provided pull-downs or click the calendar icon to select a date.

Print Absence Summary

2. Select how you would like absence summaries to be distributed; options include: Print absence summary (For each student) or Email absence summary (To each student or To each Custodial Contact).

3. To email absence summaries first select to whom you'd like to email them: To each student or To each Custodial Contact.

Print Absence Summary

4. The Email Subject defaults to Absence Summary - (Current Date). However, the subject can be edited by clicking in the text box.

5. To send the absence summaries to other email addresses besides the emails linked to the selected students' records, type the email(s) in the CC text box. Separate each email address with a semi-colon.

6. The check box for Send a Copy to Myself (user email) defaults to selected; clear the selection here if you do not want to receive a copy.

7. In addition to emailing the absence summaries to the student or custodial contact, you can also attach other files to send with the summary, such as a school letter or memo. You can attach up to 5 files. To select a file, click Choose File. To delete an attachment, click remove. To add another attachment/file, click Attach another file. You will be notified as to how many more files can be attached.

8. Select the students for whom you need absence summaries by selecting the check box next to each student. As students are selected, the number of selections made will display next to the number of students pulled originally.

If you want to print absence summaries for all students displayed, select the check box in the header.

Print Absence Summary

9. Once the students have been selected, you can click Preview to review absence summaries or click Send Emails. It is recommended to Preview before emailing to be sure all required information has been included and that the correct letterhead template has been selected.

If the student or the students custodial contact does not have an email set up, you will receive an Error that no email was entered and the message was not delivered.

10. Preview absence summary then click Return to Focus to go back to the Print Absence Summary screen. Note: All summaries will look different depending on the letterhead template selected.

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.

11. Click Send Emails to send absence summaries to selected students or the students' custodial contacts. Once the email has been sent, you will receive a message saying Absence Summary reports were emailed to the selected students. You will also be taken back to the main Print Absence Summary screen where you can conduct a new search, etc.

The email addresses used for custodial contacts can be found via Student Info > Addresses & Contacts. If a parent uses a different email via the Parent Portal, it will not register here.

Additional Features

Click the floppy disk icon to export the listed data to an Excel spreadsheet.

You can also 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 (name) twice; therefore, the listed student names start with 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.