Instructions on Completing the Absence/Punctuality-Tracking (APT) Excel File
The Worksheet entitled "Summary" has all the summary information. The Worksheet entitled "Absence Policy" has information on the SOM's policy on requesting absences and subsequent consequences. "Comments" can be used for comments regarding absences. You can input all of your small groups, along with a Group Code, on the "Group Codes" sheet to help you organize the information on the Summary sheet.
In the Summary sheet, the left-most columns contain student information, including name and assignments for the various small groups. The next 10 columns, from "Prev Late's" to "Other Rel," automatically calculate the number of times a student has been LATE for and/or ABSENT from a group session. You DON'T NEED TO TYPE ANYTHING INTO THESE CELLS. Below are brief explanations on what each of the columns tally up: "Prev L's" - total number of times the student has shown up late (ie, after instruction has begun) to a class session BEFORE the start of this block. This number will be provided by the Office of Curricular Affairs as part of the block set-up. "Curr L's" - current number of times a student has shown up late (ie, after instruction has begun) to class in THIS block. "How Late?" - how many minutes a student is late to session "Prev D's" - total number of Discretionary absences granted so far this year BEFORE the start of this block. This number will be provided by the Office of Curricular Affairs as part of the block set-up. When this number reaches the limit of Discretionary "Curr D's" - current number of Discretionary absences in THIS block. "Prev UE's" - total number of Unexcused absences BEFORE the start of this block. This number will be provided by the Office of Curricular Affairs as part of the block set-up. When a "UE" is assigned, this box will turn red. "Curr UE's" - current number of Unexcused absences in THIS block. "Other Ill" - number of absences due to illness in this block "Other Fam" - number of absences due to personal or family emergency in this block "Other Prof" - number of absences due to professional obligations in this block "Other Rel" - number of absences due to major religious observances in this block You enter data starting with the "First Noted Group." Each "Noted Group" has 10 columns of information. When information is added to a column, the count is reflected in the late or absence-type column. The columns represent: 1. Session Code: Each block needs to develop a master list of all required sessions and then apply a code (eg, a number). The code of the missed session is entered here. 2. Session Date - The date of the missed session. 3. Late - If a student is late to class (ie, enters after instruction has begun), enter "L" here. 4. How Late - If the leader indicated on the attendance sheet the time when the student arrived, then you may want to enter how many minutes late they were 5. Unexcused - Enter "UE" if the absence was unexcused. 6. Absc Code - These designate the reason for the absence and needs to be entered precisely according to the type of abences. This is because the summary data depend upon specific codes. The codes are: D - Discretionary OI - Other due to illness OP - Other due to professional commitment OF - Other due to family or personal emergency OR - Other due to religious observance 7. MU Asng - Place an X when the makeup assignment has been communicated to the student 8. Due Date - Date that makeup assignment is due 9. MU Rcvd - Place an X when the makeup assignment has been received 10. MU OK - Place an X when the makeup assignment has been corrected and deemed satisfactory