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Student Attendance Record Template - DOC

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					Attendance-
Recording on
the Web       Sue Beauregard, ESD 113




    WASWUG 2010
What You Should Know Before You Read This Guide

  You will find that the Guide is much more helpful, and that the processes described make more
  sense, if you have an understanding of the business practices related to tracking student
  attendance.

Entering Attendance – WS/OF/AT
  There are many ways for office personnel to enter attendance in Web Access:
      By Date
      By Student (including using the Profile and Browse in Student Demographics)
      Using Parent Entered Notification
      By Class or Activity
      Student Profile & Browse
      Using Device Entry (Sim Scan)


 Attendance by Date –WS/OF/AT/BD
  This option is used by the attendance office to add new or modify existing attendance
  information for a specific date.
       Attendance entered by the office cannot be overwritten by a teacher through Educator
         Access Plus
       The teacher can see attendance information entered by the office
       There are two pre-defined filter options: All Attendance and Today’s Attendance
       The All Attendance filter will show all absences for all years most recent date to oldest
         date
       Today’s Attendance shows absences for the current date only
       Customized filters can also be created to modify existing attendance information for a
         specific date
       Entry defaults can be customized for quicker attendance entry




                                                                                                    2
Entering Attendance by Date

       1. Go to WS/OF/AT/BD.
       2. Click Add.
       3. Select the desired student.
       4. Make appropriate selections
       5. Click Save and Add Another to enter additional attendance information or click Save
       and Back when the last entry has been made.




Setting your Entry Defaults



                Make your default selections for:
                   Editing existing
                      attendance
                   Adding new attendance
                   Absence types
                   Absence reasons
                   Periods
                   Parent Notification
                   comments




                                                                                                3
Editing Attendance by Date
  There are several reasons to edit an attendance record. For example:
      The student’s attendance record shows a “W,” but the absence is now excused because
         the parent called in to excuse it. (“W” is the code that appears when a teacher marks a
         student absent; this code is typically classified as unexcused).The student was initially
         marked as absent all day, but then checked in, which requires some periods of absence
         to be removed.
      A student was marked absent but came into class late, so the absence must be updated
         to tardy.
      To edit an attendance record by date, follow the same steps you did when using the
         Adding Attendance by Date, but rather than clicking Add, click Edit.

 Deleting Attendance by Date
  Occasionally an attendance record must be deleted.

  Example:
  A student has prearranged absences for a family vacation that have been entered into the
  system. The students family decides not go on the vacation. These pre-entered absences must
  be deleted.
       To delete an absence, follow the same steps you did when Adding Attendance by Date,
         but rather than clicking Add, click Delete and answer OK to the message, “Are you sure
         you wish to delete this record?”

Attendance by Student – WS/ OF/AT/BS
  This attendance record entry option is used when you want to add new, edit or delete
  attendance information for individual students.
       This area displays all dates of attendance for the selected student. When you enter
          attendance using this method, the teacher can view it in EA Plus, but can’t change it.
       Click the plus sign to the left of a student’s name to display the Student Details,
          Attendance and Attendance History areas. The Student Detail area shows basic
          demographic information about this student.
       The Attendance area shows all absence information for the current school year or the
          student’s entire career if you uncheck the Current Year Only box.




                                                                                                   4
Entering Attendance by Student

 This method of attendance entry is used when you have different absence dates for one or
 many students.
        1. Go to WS/OF/AT/BS.
        2. Highlight the appropriate student. If the student doesn’t appear in the browse, use
        the Last Name box to locate the student.


                      The Last Name box can be used to locate a student using the
                      entire last name, a portion of the last name or the student’s
                      Alphakey.

        3. Click the plus sign to the left of the student’s name.
        4. Click the Add hyperlink to the right of Attendance.
        5. Make the appropriate entries.
        6. Click Save and Add Another to enter additional attendance information for this
        student or Save and Back when the last entry has been made.




                                                                                                 5
Editing Attendance by Student

 Use this method if updates must be made to an existing attendance record.
 Example:
 A student was absent yesterday, and brings a note from their guardian when they return today.
 The absence record must be updated from an unexcused absence to an excused absence.
      To use this method of attendance entry, follow steps 1 through 4 above in “Entering
        Attendance by Student.”
      Then click the plus sign to the left of Attendance and click the Edit hyperlink to the left
        of the attendance record to be updated and make changes.
     
                       To view the Comment entered to an attendance record click the
                       plus sign to the left of the Edit hyperlink. The plus sign is visible
                       whether there is a comment or not.




Deleting Attendance by Student

 Use this method when an attendance record was entered in error or a student attends school
 on a date that was previously arranged as an absence.
      To delete an attendance record follow steps 1 – 4 in Entering Attendance by Student.
      Then click the plus sign to the left of Attendance and click the Delete hyperlink to the
        left of the attendance record and answer OK to the message “Are you sure you want to
        delete [date] for student [name of student]?”



Other Features in Attendance by Student
 Additional options in the Attendance area are Letters, Totals, Notes and Susp/Exp.
     Letters hyperlink
            o Information regarding attendance letters that have been created for the student
                through the Attendance Letters (WS/OF/AT/AL) appears. This information is for
                the current school year only. To view letters for a specific type of attendance
                letter, select the Type from the Attendance Letter Type box. Information specific
                to that type of attendance letter appears in the Attendance Letters Sent table.
     Totals hyperlink
            o Shows attendance total information for the current school year based on the
                parameters selected.
            o Select Save to use the same parameters for other students
            o After making appropriate selections, click Run.



                                                                                                  6
    Notes hyperlink
        o Attendance-related notes appear in the Student Note Maintenance browse.
        o Notes can be added, modified or deleted from this area.
        o The Note link is red if there are no notes in the database for the student. The link
            is yellow if there are notes for the student; however, none of them are
            attendance notes. The link is green when attendance notes exist for the student.


 To add a note:

1.   Click Notes.
2.   Click Add.
3.   Make the appropriate entries.
4.   Click Save.

                  A Note can be deleted only by the user who created it.




                                                                  To edit an attendance Note,
                                                                   access the same area and
                                                                   click Edit.

                                                                  To delete a note, access the
                                                                   same area and click Delete.




    Susp/Exp hyperlink
        o Suspension and Expulsion records are displayed through the Susp/Exp hyperlink.
        o These records can be created when a discipline offense resulting in a suspension
           or expulsion is created. They can be created and managed from the attendance
           area as well.
        o If suspension or expulsion records exist, they appear in the browse.




                                                                                             7
 To create a suspension/expulsion record:




1. Click the Susp/Exp hyperlink.
2. Click Add.
3. Make the appropriate
entries.
4. Click Save when the last
entry has been made.




 Processing Parent Entered Request
    Guardians can submit absence notifications to their student’s school electronically through
    Family Access from the Attendance area’s Absence Notifications tab. Attendance Office
    personnel must use the Parent Entered Request area to process absence notifications entered
    in this manner.

    Parent Entered Request is available only when Family Access is configured to allow guardians to
    submit absence notifications. Attendance Periods (SM/CO/ED/AT/AP) must be properly
    configured to ensure an accurate reflection of student absenteeism based on the information
    entered by the parent/guardian.

    Absence notifications submitted by a parent/guardian must be processed before the
    attendance information will appear on the student’s record. Parent Entered Request
    submissions should be reviewed daily by attendance office staff to ensure that all notifications
    have been processed.


      To process Parent Entered Requests:


           Go to WS/OF/AT/BS/Parent Entered Request button. This button appears only when
            Family Access is configured to allow guardians to enter absence notifications.



                                                                                                       8
      Apply the appropriate filter. There are two filters provided by Skyward: All Requests and
       Pending Requests. The Pending Requests filter shows only the requests that have not
       yet been processed. Custom filters can also be created.
      Highlight the pending request to be processed and click Approval. A student may have
       multiple requests awaiting approval. If the parent/guardian submits a request that
       spans three days one request will appear whereas if they submit one request for each
       date there will be three requests pending.
      Review the projected attendance information and make modifications as needed.
      After reviewing the information and making appropriate edits, click Process.
      A message appears: “Are you sure you wish to update the student’s attendance with
       this request?” Click OK.




Attendance by Class or Activity
This attendance entry method allows you to enter attendance for all students in a class or
activity at once. Additionally, it can be used to mark field trip attendance.
     Students must be scheduled into Current Year courses or be attached to an Activity for
        you to use this method of attendance entry.
     Attendance may be entered for all members of the selected class/activity or for
        individual students in the selected class/activity.
     When you come into this area, the screen is divided into three sections: Class/Activity
        Selection, Attendance to Update, and a browse area displaying the students in the
        selected class or activity.
     Select the desired class.
     Make appropriate selections



                                                                                                9
Example of parameter settings for Attendance by Class




Example of parameter settings for Attendance by Activity




                                                           10
Taking Attendance Using Student Demographics

  It is sometimes more efficient to enter and edit attendance in the Student Demographics
  module than in the Attendance module. This section describes how to manage attendance
  information in Student Demographics (Student Profile and Student Browse).


 Taking Attendance in Student Profile - WS/ST/PR
  Using the Filter Options, you can set the Attendance tab browse of Student Profile to show
  Current Year Only or All Attendance. The All Attendance option shows absence information for
  a student for all years that they are enrolled in the Entity you are accessing the student from.
  Viewing attendance from within an Entity limits the data displayed to that Entity. Viewing
  attendance from Entity 000 allows you to view all of a student’s attendance data for all Entities
  in the district (the All Attendance option must be selected in Filter Options).



 Taking Attendance in Student Browse - WS/ST/ST
  The Attendance area of Student Browse allows the user to view Entity-specific absence
  information. Select the Current Year Only check box to show absence information for the
  current year, or clear this check box to display all attendance records.

  The attendance information displayed in Student Browse from Entity 000 is limited to
  Attendance History summary only. You can view this summarized information for the current
  school year or all years based on whether or not you check the Current Year Only checkbox. The
  Attendance History summary information displays only if the Update Attendance History Y TD
  Totals utility was run for that school year prior to Year End.




                                                                                                 11
Device Entry

 This method of data entry for attendance employs the use of a scanner or key entry from a
 paper attendance collection document. Sim Scans may be used for this purpose. There are two
 types of device entry available: Wanding and Sim Scans.




        Codes There are three type of form lists located in the Codes area (WS/OF/AT/DE/PS/CO):
        Attendance Form Lists, Scanner Lists and Scanner and Form Lists. These lists are used when
        a school uses a scanner to enter attendance. The only list supported for use in Web Access
        is the Sim Scan. This form is already created in the system and does not need to be
        managed or cloned from year to year. As a result, you should not make any modifications in
        the Codes area.

        Utilities There is one utility related to Device Entry: Clone Scanner Forms Year to Year
        (WS/OF/AT/DE/PS/UT). The Sim Scan used by Washington users does not need to be cloned
        year to year. As a result, you should not make any modifications in this area.



Sim Scan – OF/AT/DE/SC

        A Sim Scan is a document printed by the office and distributed to teachers, allowing
         them to take attendance and submit it to the attendance office later for entry.
        It is a list of active students currently enrolled in the class at the time the Sim Scan is
         created. The students are displayed alphabetically by student last name.
        Sim Scan documents are commonly used as an attendance collection tool by substitute
         teachers if the Entity does not use the Substitute module.
        Sim Scans are an excellent choice for downtime during a district’s fiscal conversion
        When you are working with Sim Scans, select a specific action from the Scan Sheet
         Selection screen.
        The Sim Scan has five processes:
              o Create/Print a New Batch
              o Recreate/Print an Existing Batch
              o Reprint Existing Sheets (same data)
              o Delete a Batch
              o Key Entry of Sheets
        Each of these processes is started on the Scan Sheet Selection Screen by selecting an
         option in the Choose an action area.




                                                                                                   12
Create/Print a New Batch of Sim Scan Sheets
Sim Scan sheets allow a teacher to take attendance on formatted attendance sheets and then
submit it to the attendance office for entry. These documents can be used by substitute
teachers or teachers having technical difficulties with the computer in their classroom to record
student absences or tardiness and turned into the attendance office for entry.

To create/print a new batch of Sim Scan documents:

       1. Go to WS/OF/AT/DE/SC.
       2. In the Choose an Action area, select Create/Print a New Batch.
       3. Make desired selections in the Print Options area.
       4. Click OK.
       5. Type the correct dates in the Start Scan Date and End Scan Date boxes. See the end of
       this procedure for additional information on format and entry in these fields.
       6. Click Save.
       7. Verify that the information is correct in the Report Ranges Sort Options area.
       8. Click Select Sorts and make desired sort selections or change existing ones. If sort
       selections do not need to be made or updated, skip to step 11.




                                                                                               13
                Many schools prefer that the Sim Scan sheets be sorted in alphabetical
                order by teacher last name and then by period to make distribution
                easier. If you don’t configure sort criteria, the documents will be sorted
                by the Course Code.

       9. Click Save to return to range screen. You can reorder the items selected in sort if
       desired by clicking and holding the cross arrows and dragging the item to the desired
       location in the list of selected sort options.
       10. Click Save to preserve ranges and sort options if desired.
       11. Click Print.
       12. The request is sent to the Print Queue for processing.
       13. Click Display Report when the report has completed processing or click View from
       the Print Queue.
       14. Print the forms as needed.


Entering Sim Scan Dates
In Step 5, you entered the Start Scan Date and End Scan Date for the Sim Scan batch you are
creating. Date format for these fields is mm/dd/yyyy. The Start Scan and End Scan Dates
represent the first and last day on the sheets. Sim Scans span one week only. The Start Scan
Date should always be the Monday of the week; even if it is not an attendance date. A date
entered in the format mmddyy and will be converted to the full format when leaving the field.
Example: August 31, 2009 can be entered as 083109. When the cursor leaves the field it will be
reformatted to 08/31/2009.

Start Wk 1 Date and End Wk 1 Date are based on the Start Scan Date value. The End Wk 1 Date
is helpful in selecting the appropriate end date for this batch of scan sheets. Although most
forms are printed for a one-week period the End Scan Date can be any date within that one
week period. For example, you may enter an end date prior to the end of the one-week period
if the quarter ends or there is a school vacation in the middle of the one-week period.



Data on Sim Scan Sheets
The Sim Scan displays course information across the top of the page including the course code,
section number, teacher, building, room, terms of the course, the period and days the class
meets. The course type, subject, and length of the class are also displayed. Below this
information is the Document number, which is specific to this sheet of this Sim Scan batch. Each
day of the week has its own column to the right of which is an alphabetical listing of the
students in the course/section. The furthest right column displays attendance for the previous
week. If Print Signature Line was selected it will appear at the bottom right of the sheet. The
use of the document number and numbers displaying to the left of the student name will be
discussed in the Key Entry of Sim Scan Sheets section.



                                                                                                14
Example of Sim Scan sheet with square around document number



Key Entry of Sheets
After the Sim Scan Sheets have been created, distributed to teachers and returned to the office
with the daily attendance information marked on them, the attendance secretary can enter the
data. When entering attendance in this area an Absence Type is required, but the Absence
Reason is optional. Sim Scan entry can be done quickly using the 10-key pad on the keyboard.
The process below focuses on entering attendance data primarily using the 10-key pad.
This method of entry cannot be used to make modifications to existing attendance.
To enter attendance information from Sim Scan documents:

       1. Go to WS/OF/AT/DE/SC.
       2. In the Available Scan Sheets browse, highlight the batch to work with.
       3. Select Key Entry of Sheets and click OK.

                         The Available Scan Sheets will display oldest to newest. You
                         can click the Batch Start Dt header to reverse the order.


       4. Verify the correct setting for Update ALL periods of multiple period classes upon entry
       of student #. When selected, this option carries attendance entered for one period of a
       multiple period class to all periods. Change if necessary.
       5. Update the Attendance Date box if necessary.
       6. Type the document number in the Current Document # box. The document number is
       located in upper-left area of the page. You don’t need to type the leading zeros.



                                                                                              15
       7. Enter the Absence Type Code to use in the Attendance entry Type box at the bottom
       of the screen. Update as necessary. See the end of this procedure for additional
       information on the use of the Absence Type box.
       8. Type the Reason Code in the Reason box (optional).
       9. For each absent student, type the corresponding two-digit number (next to the
       student’s Name Key) in the Student # to add attendance for box.

                     A Sim Scan sheet will show up to 50 students per page. A class
                     with more than 50 students will have more than one scan
                     sheet.

       10. Repeat Step 8 until all student attendance for this document has been entered.


                   If the document number entered has no students marked absent, a
                   message displays asking, “Is this an intentional perfect class
                   attendance entry?” Select No to leave this document number as not
                   processed or select Yes to record the document as processed.

       11. Enter the new Current Document # to be processed. See the end of this procedure
       for shortcuts that can be used with Sim Scan Key entry.
       12. Repeat steps 9-11 until all documents have been processed.


Sim Scan Key Entry of Sheets shortcuts
      When you are finished with one document, you can select a new document by typing 88
       in the Student # to add attendance for box. This takes the cursor to the Current
       Document # box where you can enter the number for the next document to be worked
       with.
      To change the date, typing 77 in the Student # to add attendance for box.
       To close the screen, typing 99 in the Student # to add attendance for box.


            To prevent data entry errors, you may want to process all absences first, setting
            aside the sheets with tardies on them. When all absences have been entered,
            process the tardies by changing the Absence Type and clearing the ‘Update ALL
            periods of multiple period classes upon entry of student #’ check box if there are
            classes that meet multiple periods so that tardy is not carried forward to all periods




                                                                                               16
Clearing All Entries on a Sim Scan Sheet
If you find that you have entered the wrong information, use the Clear All button to remove all
entries made to the current sheet. Once you move to the next sheet, the Clear All button
cannot be used to clear information from the previous sheet.


Setting Absence Type Defaults
In Step 9 you entered the Absence Type to be used. The first time you use Sim Scan Key Entry,
type the most common Absence Type in this field and click Save & Close. This will cause the
absence type you most commonly use to display each time you enter this screen without
having to update it. The absence type entered here is commonly U or Unexcused because the
source is the teacher where absence information is not verified.


Reprint Existing Scan Sheets
Use this option to reprint individual sheets for a selected teacher(s) or the entire batch. It
preserves the integrity and validity of the Document # associated with each sheet. This option is
useful when forms have been lost or damaged. It does not add to the batch.
    The list of documents in this area displays by teacher Alphakey.
    The list can be re-sorted from ascending to descending by clicking the Teacher header.




Reprint Existing Sheets (Same Data)

To reprint existing sheets using the same data:

       1. Go to WS/OF/AT/DE/SC.
       2. In the Available Scan Sheets browse, highlight the appropriate batch to reprint.
       3. Select Reprint Existing Sheets (same data).
                                                                                                17
       4. Click OK.
       5. Select the forms to reprint either by highlighting the individual teacher and clicking
       Select all for current teacher or click Select all to reprint the entire batch.
       6. Click Print.

             When using the Reprint Existing Sheets (same data) feature, there is no sort option.
             The documents are sorted in alphabetical order by the course code.




Deleting a Sim Scan Batch
It is not necessary to keep the Sim Scan batches after attendance has been entere d for the date
range on the sheets or the dates have passed. Keep only three weeks of Sim Scans (previous
week, current week and following week). This helps you quickly access the batches that are
currently being used.

Consider deleting a Sim Scan batch if:
    You need to clean up the Available Scan Sheets browse.
    The batch was created incorrectly and cannot be adjusted using the Recreate or the
       Reprint options.

             Use caution when deleting a batch. Deleting a batch makes the document numbers
             invalid. As a result, the Sim Scan document can’t be used for quick entry, and
             attendance information must be entered in other areas, such as Attendance by
             Date.



To delete a Sim Scan batch:
       1. Go to WS/OF/AT/DE/SC.
       2. In the Available Scan Sheets browse, highlight the batch to be removed.
       3. Select Delete a Batch and click OK.
       4. The following message appears: “This will delete the selected batch. Click OK to
       confirm.”
       5. Click OK.




                                                                                                    18
Recreate/Print an Existing Scan Sheet
This changes the Document # associated with each sheet rendering the previous document
number invalid.

Use the Recreate/Print an Existing Batch option when the initial creation of a Sim Scan sheets
for a particular week did not include all classes, and you now must append other class
attendance sheets to an existing batch.


               After a batch has been created and the sheets distributed to the teachers,
               do not recreate an existing batch. Recreating an existing batch assigns new
               document numbers rendering the previous batch and documents invalid
               for key entry.



To append new Sim Scan documents using Recreate/Print an Existing Batch functionality
       1. Go to WS/OF/AT/DE/SC.
       2. In the Available Scan Sheets browse, highlight the batch to be recreated and select
       Recreate/Print an Existing Batch.
       3. Click OK.
       4. Make desired selections in the Range area. For example, if your original batch
       excluded all of your PE classes, you can use the Course/Class boxes to specify your PE
       classes by Course Key.
       5. Click Select Sorts and make desired sort selections or change existing ones. If sort
       selections do not need to be made or updated, skip to Step 8.

                   If a sort is not selected, the documents are sorted by the Course Code. If
                   you prefer them to be in alphabetical order by teacher last name and
                   then by period, you must set this sort.


       6. Click Save to return to range screen. You can reorder the items selected in sort if
       desired by clicking and holding the cross arrows and dragging the item to the desired
       location in the list of selected sort options.
       7. Click Save to preserve ranges and sort options if desired.
       8. Click Print.




                                                                                                 19
Attendance History - WS/OF/AT/AH

 Attendance History shows historical attendance information by school year for a selected
 student if the Update Student Yearly Attendance Utility was run for that school year prior to
 Year End. A report can be run detailing daily records from history. Current year attendance is
 summarized here if the Update Student Yearly Attendance Utility has been run for the current
 school year.


 Attendance History can be accessed in the following areas:
      Attendance by Student (WS/OF/AT/BS)
      Student Browse (WS/ST/ST/Attendance/Summary hyperlink)
      Student Profile (WS/ST/PR/Attendance tab/Summary)
      Attendance History (WS/OF/AT/AH)

 Any time you’re viewing an Attendance History Record by year, you can click the plus sign to
 the left of the record and view summarized attendance information for that school year.


 Adding an Attendance History Record
 Add an Attendance History record if someone does not run the Update Attendance History Year
 to Date Total utility before the Year End process was run. Some schools also add a History
 record if a student transfers from another district.

 You can also edit or delete an existing Attendance History record in this area.
 To add an Attendance History record:
        1. Go to WS/OF/AT/AH.
        2. Click the plus sign to the left of a student.
        3. Click the Add hyperlink in the Attendance History area.
        4. Make the appropriate entries.
        5. Click Save.

Attendance Transaction Tracking – WS/OF/AT/TT

 When Attendance Transaction Tracking is enabled, it allows you to view and report on any
 additions and/or corrections that are made to a student’s attendance record. Transaction
 Tracking includes a record of what attendance details were changed, who made the change and
 the date/time of the change. A report may be generated detailing the transaction information.
 This report is sorted by student and attendance date.




                                                                                                20
There are three methods for viewing attendance transactions
            By Student
            By Attendance Date
            By Transaction Effective Date

By Student

             Type a student’s last name or Student ID in the lookup field
             Click the plus sign to the left of the student’s name
             Click the plus sign to the left of the date to view changes made to that record




By Attendance Date

             Select by Attendance Date
             Type in the attendance date to view
             Click the plus sign to the left of the attendance date and student’s name to view
              changes made to the record




                                                                                                21
 By Transaction Effective Date

               Select by Transaction Effective Date
               Type in the Transaction Effective Date
               Click the plus sign next to the transaction effective date and student to view
                changes made to the record




Utilities - WS/AT/PS/UT

 Mass Add for a Single Day
 The Mass Add for a Single Day utility mass-adds an attendance record to students with the
 same absence type and reason for the same day and periods.
     This utility can be run for a range of students or select individual students. If attendance
       records already exist for a student, the option exists for overwriting the attendance with
       the new attendance record.
     This utility can be especially useful for updating attendance for a random group of
       students going on a field trip.
     This can be run from an Entity (not District) level only.




                                                                      Be sure to select By Individual
                                                                      and then add the students that
                                                                      are to be updated.




                                                                                                 22
Mass Update for a Single Day
The Mass Update for a Single Day utility uses the Absence Type and Absence Reason for a
selected period and updates other periods in the day with that selected period’s Absence Type
and Absence Reason.
     It will not overwrite any current attendance.
     This utility can be run from within an Entity (not District) level only.




                                                                                            23
Mass Change for a Range
The Mass Change for a Rang utility mass changes attendance records with the specified
absence type and/or reason to the new selected absence type and/or reason.
    It can be run for a range of students and dates.
    It is helpful when attendance records have been incorrectly entered for a range of
      students.
    This utility can be run from within an Entity (not District) level only.
    If the new Absence Type and the new Absence reason are spaces, the system deletes the
       student’s record for that day if no other Absence Types exist.




                                                                                             24
Update Attendance History YTD Totals
The Update Attendance History YTD Totals utility saves student attendance to history, thus
allowing attendance reports to be run for previous school years. When the utility has run, a
report shows the number of students and records processed by Graduation Year.
     This utility can be run from within an Entity (not District) level only.
     This utility can be time-consuming to run.
     Run this utility at the end of the day and periodically throughout the year.
     At the very least, it must be run at the end of the school year and prior to Year End to
        preserve attendance data for future years.
      After the utility runs, a report shows the number of students and records processed by
       graduation year.




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Update Student Class with Term Attendance Totals
The Update Student Class with Term Attendance Totals utility process es student absence
records into totals for display on report cards.
     This utility can be run from within an Entity (not District) level only.
      After the utility runs, a report shows the number of students and records processed by
       graduation year.




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Percent of Class Attendance
The Percent Class Attendance Utility identifies students that have missed at least a certain
percentage of a class, and then allows you to deny credit for that class.
     This utility can be used at the end of the semester to replace a passing grade with a
       failing grade based on the student’s attendance.
To replace a passing grade with a failing graded based on student attendance in a class:
       1. Go to WS/OF/AT/PS/UT/PC.
       2. Select Percent Class Attendance.
       3. Highlight the template you want to run and click Run.
       4. To add a template, click Add.
       5. Make the appropriate selections.
       6. Click Save and Run.




      A list of qualifying students will display showing the number day’s possible, total
       absences for the selected term, percentage of absences and absence types.
      Select All Students or Unselect All and check the box to the left of the student names
       you want to make the grade change on
      Select Process
      Abort process will not make any grade changes (see screen sample on next page)




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Attendance Reports - WS/OF/AT/RE/AR

 The reports help you in extract a variety of information. You will use some on a daily/weekly
 basis for both individual reporting and group reporting, and will use others during the grading
WS/OF/AT/RE/AR
 periods or for yearly statistical reports.

 The data on a report run in Web Access is based on a template. Skyward creates default
 templates in which the ranges are typically wide open. You can create your own template to
 customize the report. Templates can be saved for use in the future.

 Unless otherwise specified, you can run all reports in this section using the steps below:
        1. Go to WS/OF/AT/RE/AR.
        2. Click on the desired report.
        3. To use an existing report template, highlight the desired template and click Print.
        4. To create a new template, click Add.
        5. Make the appropriate selections. See the figure and table for each report in this
        section for a detailed description of the report options.
        6. Click Save and Print to save the template and print the report, or click Save to save
        the template without printing.

Daily Reports
 There are six report options available under Daily Reports:




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All report options can be run for a specific date or today less a specified number of school days
or a specific student with the exception of the Unrecorded Class Attendance Report. The
Unrecorded Class Attendance Report is a date-driven report which can be run for a specific date
or today less a specified number of school days.


Day Summary
The Day Summary report produces a list of absence information for a given Date or Student.
Guardian names and phone numbers can be included on the report for the purpose of
contacting them about attendance information.

      The report includes the option to create a file for a phone dialer system. The phone dial
       format depends on the phone notification system being used.
      The Skyward template for the Day Summary report is for the current school year with
       few custom items selected.


               The ability to create a file for use with a Phone Dialer system is not currently
               available in Web Access. Creating a phone dial file continues to be available
               through the Day Summary (Morning Report) in WESPaC (SM/OF/AT/RE/AR/DR).




Sample of Day Summary Report




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Period Detail
The Period Detail report produces a detailed list of absence information for a given date or a
selected student (Student Key), including a period by period breakdown of each student’s
scheduled classes and teachers.
     Guardian names and work phone numbers will automatically be included on the report.
     The option to include home phone number (even confidential home phone) is also
       available.




Unrecorded Class Attendance
The Unrecorded Class Attendance report prints attendance that has not been entered through
Web Access or through processing Sim Scan Sheets. It helps determine which attendance Sim
Scan Sheets have not been processed or which teachers have not entered attendance through
EA Plus.

You can set up the Unrecorded Class Attendance report as a scheduled task. There are two
common reasons to do this:
    To have the report run at 10:00 AM (for example) each day to see which teachers
       haven’t taken attendance for first period. To do this, run the report with Today Less
       number of School Days set to zero. Once the report runs, you can access the Print
       Queue, find the report, and schedule it as a task. It will always report on the current
       date.
    To run the report for the previous day to see which teachers didn’t take attendance the
       previous day. To do this, run the report with Today Less number of School Days set to 1.
       Once the report runs, you can access the Print Queue, find the report, and schedule it as
       a task. It will always report on the previous day.


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Sample of Unrecorded Class Attendance Report




Recorded Class Attendance
This report will display by period the time the attendance was finished for that class.

Sample of Recorded Class Attendance Report




                 If the teacher took attendance for first period at 8:01 am, but went back into
                 the class and made changes to the attendance at 9:15 am, the last time
                 attendance was entered or edited is the time displayed on the report.



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Reports by Student

   The reports in the Attendance module help you extract a variety of information. Some of the
   reports you will use on a daily or weekly basis for individual reporting and you will use other
   reports during grading periods or for yearly statistical reports.




   Monthly Quarterly
   The Monthly Quarterly Report includes only absence type codes associated with a category of
   Excused or Unexcused. The Other and Tardy categories indicate a student was late to or not
   present in a class; however, the student is considered to be present at school. Therefore, an
   absence type code with one of the categories associated with it will not be included in the
   report. Tardy counts can be included by selecting it from the Print Additional Column options.
        This report calculates the total number of days possible, days absent and days present
            for all of the students who were in membership within the date range selected in the
            calendar ranges (this includes both active and inactive students during the dates
            selected).
        The Monthly Quarterly Report may be printed for the current school year or a prior
            school year. Absence Type, Calendars, Student Type and School are all selection options
            on this report.
   You can use this report to view percent attended information for a student or for the Entity. In
   addition to attendance data, two additional columns can be printed containing one item from
   each of the groups below:
       Entry/Withdrawal Dates, Periods Tardy, Membership for One Day and Free/Reduced
           lunch status

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      Race, Homeroom or Feeder School

Sample Report of Totals only




Sample Report of Student Details with E/W column




Days Absent Accumulation Methods
Accumulation Methods work in conjunction with calendars that are set up to use half days.
Scenario:
    The calendar is set up to use half days and the Calendar Detail indicates that a half -day
       is 1-3 periods and a full day is 4-7 periods. A student has 4 unexcused periods of absence
       and 3 excused periods of absence on a specific day.
    If you select the Use higher of Days Excused or Unexcused option, the system reports
       the absence type with the higher period value and makes sure that any given day is not


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       counted as more than one absence. In the example above, the student will be counted
       as 1 day unexcused.
      If you select the Combine the Days Excused and Unexcused option, the student is
       counted as 1 day unexcused and .5 days excused even though it is one calendar day.

Attendance Graphs
Attendance Graphs let you view attendance reporting options in graph formats. Graph types
available are area, bar, fast line, horizontal bar, line, pie and point. Attendance Graphs in Web
Access can be run for a range of students or for an individual student.
     Graph by Range or Individual
     Include All schools and Calendars or select specific ones
     Use the Absence Type Code (E, U, W,) as the descriptors
     Use absence short description of Attendance Type Code as the descriptors
     Five different Graph Types ( Bar 2D, Bar 3D, Line, Pie 2D, Pie 3D)
     Breakdown by desired reporting values ( Present/Absent, Absence Type, Absence
       Reason, Class Period, Day of Week)

Sample of Attendance Graph – Breakdown by Day of the Week




Attendance Detail or Summary
The Attendance Detail or Summary report can be run for a range of students or by individual
student(s).
     The options for this report allow for the creation of a Detail or Summary report by Days
       Missed, by Periods Missed or Classes Missed.
     The report can also be created with Period totals by Course and/or Attendance Type
       Totals by Days.



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Absence Occurrence Report
The Absence Occurrence Report can be used to obtain a list of students who have a certain
number of absences in the current school year. A common use of this report is to create a list of
students with perfect attendance. Because this report may be run for a range of dates, absence
types and reasons it is also used when compiling a list of students who were absent for a
specific number of days for a specific absence type.
     Select the absence type and reason codes you desire
     Include demographic data in addition to student name
     Select either Days or Periods absent
     Maximum/Minimum days missed
     Multiple Criteria selections




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   Absent Reason Report
   The Absence Reason Report allows you to select specific Absence Reason codes and see
   students within the date range with that reason code.
        It can be run for a range of students or individual student(s).
        If you need to delete an Absence Reason Code, you can use this report to identify
          students attached to the Code.




Reports by Class

   Advisor Attendance Collection Form
   The Advisor Attendance Collection Form is used to gather attendance from teachers within
   Entities that do not schedule their students. This report requires that the student advisor is also
   the classroom teacher.
        Only one advisor can be assigned to a student.
        There are two pre-defined Skyward templates, both of which default to all advisors and
           a start date of the following Monday.
        One template produces the attendance collection forms for a one-week span and the
           other for a two-week span.




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 Verification Reports

  Attendance Transaction Tracking Report
  The Attendance Transaction Tracking Report allows you to view and report on any additions
  and/or corrections that are made to an individual student’s attendance record(s) when
  Attendance Transaction Tracking is enabled.
       You can track all changes made in attendance or only those made after the attendance
         date. Setup for this is done in Entity Year Maintenance under the Info Atnd button.
         Attendance records can be viewed by Student Key, Attendance Date or Transaction
         Effective Date.
       This report is sorted by student and attendance date.




Attendance-Related State Reports
  The Attendance Truancy report and the Grades 1-8 Unexcused Absence Report are two
  required state reports that are due to the district superintendent in June, but can be used any
  time during the school year to obtain attendance information on unexcused absences.

  An unexcused absence means that a student has failed to attend the majority of hours or
  periods in an average school day or has failed to meet the school district’s more restrictive
  attendance policies for unexcused absences and excused absences. The program will not look
  for less-restrictive attendance policies.

  Refer to online help for assistance with both of these reports.

  Unexcused Absences for Grades 1-8
  As part of the federal “No Child Left Behind” (NCLB) legislation, districts are required to collect
  and report information on unexcused absences from all schools offering grades 1-8 and report
  it to OSPI. This report gathers and organizes the required information into specific reporting
  categories that the districts can then enter on a Web form on the OSPI Web site.

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      Calculations for this report are governed by the Method used by the Calendar Ma ster
       and the information contained in the Calendar Detail.
      Unexcused absences that are consecutive for 20 days or more will not be included in the
       reporting count because a student who has this many absences should be withdrawn
       from the Entity.
      For detailed information on the Grades 1-8 Unexcused Absence Report go to:
       http://skydoc.wa-k12.net/skydoc/UnexcusedAbsences.pdf

To run the Unexcused Absences for Grades 1-8 Report:
        1. Go to WS/SR/WA/RE/SR/AR/UA.
        2. Highlight the default template and click Print.
        3. You may also create our own template.




Attendance Truancy Report
The Attendance Truancy Report provides information about unexcused absences and truancy
petitions for grades 9-12. OSPI requires that all districts annually report the number of students
enrolled, unexcused absences and juvenile court petitions (Becca) filed on behalf of students
with unexcused absences. Additionally, districts must report on the attempts to correct
attendance problems. The Attendance Truancy Report provides this information.

The Attendance Truancy Report looks at a student’s attendance records to determine whether
the student has unexcused absences. It also looks at the student’s discipline record for
information related to what steps the school has taken to reduce the number of unexcused
absences up to and including the filing of juvenile court petitions (Becca). It then shows this
information in summary form by student.


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To run the Attendance Truancy Report:
        1. Go to WS/SR/WA/RE/SR/AR/AT.
        2. Highlight the default template and click Print. You may also create your own
        template.

For detailed information on the Attendance Truancy Report, go to:
               http://skydoc.wa-k12.net/skydoc/AttendanceTruancy.pdf

      When submitting this information to OSPI, the attendance date range should be defined
       as the first day of school through May 31
      OSPI requires a count of truancy petitions filed with juvenile court from September 1
       through May 31 of the school year being reported
      Selecting a Detail Report will provide a listing of the students with unexcused absences.
       This detailed report also reflects the actions taken by the school to reduce unexcused
       absences if those steps have been entered into the Discipline module using the
       appropriate codes. This report will also reflect which students have had a truancy
       petition filed against them during the current and previous school year.




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Troubleshooting


        Problem: Attendance cannot be entered.

            o Solution: Frequently, dates entered on the Calendar or a Subsystem associated
              with the Calendar causes this problem. To review the dates associated with a
              Calendar or a Subsystem, use the Change Subsystem Control Dates Utility
              (WS/OF/AT/PS/UT/CS) and verify dates. Update as needed. Dates to take special
              note of are the Class Control Set dates as they have an Attendance Start Date
              and an Attendance Stop Date. Be sure to verify the Class Control Set dates for
              each Course Length Set.

            o Another problem that may negatively impact attendance, as well as other areas
              such as Gradebook, is a gap between the end date of one term and the start
              date of the next (for example, Grading Period dates, Calendar dates, or Term
              Definition dates). As a rule, the start date of one term should be the day
              immediately after the end date of the previous term even if that date is a
              weekend day.

        Problem: Students appear on a Sim Scan document without a number to the left of their
         name.

            o Solution: An orphaned attendance record will cause a name to appear on a Sim
              Scan document without a number to the left of the name and/or with a date and
              dropped status to the right of the student’s name. Run the Delete Orphan
              Attendance utility (WS/OF/AT/PS/UT/DC) to correct this problem.




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DOCUMENT INFO
Description: Student Attendance Record Template document sample