Screens

Batch Jobs

Reports

§         R307 - DAILY OFFICE REPORT OF STUDENT ABSENCES

§         R309 - STUDENT ABSENCE SEARCH REPORT

§         R310 - HOMEROOM ATTENDANCE REGISTER

§         R311 - STUDENT ABSENCE STATISTICS REPORT

§         R318 - STUDENT ATTENDANCE REGISTER

§         R319 - AVERAGE DAILY ATTENDANCE/AVERAGE DAILY MEMBERSHIP

§         R320 - STUDENT HALF/FULL DAY ABSENCE LETTER

§         R322 - STUDENT ADM & ADA REPORT FOR ABSE

§         R330 – ATTENDANCE BY CALENDAR REPORT

§         R331 - HOMEROOM ATTENDANCE REPORT

Formatters

§         R703 - CLASS LIST FORMATTER - Format 5 - Attendance gathering sheets by course (Notify us if you want to use this, to assure that parameters are accurate.)

§         HATT versions 1 & 2 (REPO report) – Homeroom attendance gathering sheets.  Version 1-2 weeks version 2-1 week.

Report Writer Reports

   8.1     PRELIMINARY PROCEDURES
Preliminary procedures include setting up your school calendar(s), entering the student calendar on STUD, and defining absence reasons, and notes.  Absence types are specified by MDECA.  Optional preliminary procedures include defining contact types, student contacts, and setting up an attendance collection sheet.

8.1.1    P310 - School Calendar

Before entering your daily attendance, you must have your school calendar defined on P310. See Example 8-1. Blank denotes no school day.  An X denotes that school was in session all day. Use an A or a P if school was held only in the morning or afternoon.  A

2-hour early dismissal is normally counted as a full day session not AM or PM. 

Each time an absence is entered, the date will be validated against this screen. Days are to be totaled at the right. Actual Number of Days is formatted to one decimal place to indicate the actual number of days school is in session for the corresponding month.  This figure may change as the school year progresses due to unforeseen circumstances, e.g., snowstorm  (See handout Snow Days/Calamity Days).  Actual Number of Days For an AM or PM only calendar, total days should be the total number in whole days (ex: 10 half days = 5.0 whole days).  Do not use decimal points!  5 days would be entered as 50.

Estimated Number of Days will not change as the school year progresses due to unforeseen circumstances.  This figure is also formatted to one decimal place and is the estimated number of days school is to be in session for the corresponding month. 

Example 8-1 P310 - School Calendar

8.1.2 Calendar on STUD

When an absence is entered, the system uses the P310 calendar, which matches the school year and calendar defined on STUD, to verify the absence date. In this case, school year 01/02, calendar 1. See Example 8-2.

Example 8-2 STUD - Student Master Record

Note on Example 8-3 that the calendar field is blank. The system will default to the first calendar

for the current school year it finds on P310. In this case it would again be calendar 1.

Example 8-3 STUD - Student Master Record

You should verify that the calendar field on STUD is either blank or matches the P310 calendar number you have defined for the current school year.  If you have Students who follow a different calendar from Calendar 1, you will need to create additional calendars, e.g., Calendar 2.

8.2 ABSENCE TYPES, REASONS, and NOTES

Absence types, reasons, and notes are defined once and are kept on the system from year to year. Once they are setup, nothing needs to be done in the following years unless a new code is required.

8.2.1    P126 - Student Absence Types

The absence types for your schools are defined on this screen.  It is maintained by MDECA (Users don’t have Change, Add or Delete Privileges to this screen). To meet EMIS reporting requirements you must use types A-Excused Absence and U-Unexcused when reporting student absences.  An absence type with a qualifier of F is used for Full OR Half-day absences. When you are entering attendance for the absence type, you should use the AM/PM field to indicate if it was a morning or afternoon absence. Leaving the AM/PM field blank will count as a full day absence.   Enter an "A" or "P" into the AM/PM field for Kindergarten students to correctly calculate their absences.  If the AM/PM field is left blank for Kindergarten students, the system doesn't count this entry as an absence.  In accordance with the EMIS guidelines for attendance, the only valid legal reasons for non-attendance (authorized absences) by enrolled students are:

§         Not applicable

§         Personal illness

§         Illness in family

§         Quarantine of home

§         Death of relative

§         Work at home due to illness or absence of parents or guardians

§         Observance of religious holiday

§         Emergency or set of circumstances (e.g. suspensions) which in the judgment of the superintendent constitutes a good and sufficient cause

All other reasons constitute an unexcused absence.  Expulsions do not count as either an Excused or Unexcused absence since the student is not enrolled. When a student is expelled, if he is NOT receiving instructional services, he should be withdrawn and readmitted when he returns. If he is receiving instructional services, he is counted as in attendance.  In-school suspensions count as attendance.  Out of school suspension count as an unexcused absence (unless they are receiving instructional services).

Example 8-4 P126-AbsenceTypes

An absence type with a qualifier of P is used for partial absences other than half/full day. i.e. a Tardy.  An Absence type with a qualifier of N means the student was absent, but it is not to be counted against him (not in school, not absent). This can be used for students on field trips, college visits, etc. You can use P127-Absence Reasons and P128-Absence Notes to expand upon and identify the particular type of absence.

8.2.2 P127 - Student Absence Reasons

You may define many absence reasons on P127. See Example 8-5. They can then be mixed and matched with your absence types from P126. They help to further explain the absence.

Example 8-5 P127 – Student Absence Reasons

8.2.3 P128 - Student Absence Notes

Absence notes can be used to further explain how the school was notified of the reason for the absence. See Example 8-6.

§         Ex. Whether or not it was excused and why,

§         or the course of action taken by the school.

These can be mixed and matched with the absence types and absence notes.

Example 8-6 P128 – Student Absence Notes

1.3 STUDENT CONTACT TYPES

1.3.1 Pl13 - Student Contact Types

Defining student contacts on SIS is optional. If setup, this information can be used in an emergency by displaying CONT. The first two contacts on CONT are displayed on ABSE along with the home phone to help investigate an absence.

Example 8-7 P113 - Student Contact Types

Contact types can be flagged to automatically appear on MEDI, you may define up to 99 different contact types. See Example 8-7.

8.3.2 CONT - Student Contacts

For each student, you must then add a CONT record listing the additional contacts.

See Example 8-8.

Example 8-8 CONT – Student Contacts

Example 8-9 shows an ABSE record with contacts listed. Notice that the system displays the first 2 contacts types from CONT alphabetically by contact type. If you wanted mother’s business displayed instead of family doctor, you should alphabetize your codes differently when setting up P113. Example:

§         BF - Business Father

§         BM - Business Mother

§         EC - Emergency Contact

§         FD - Family Doctor

Example 8-9 ABSE record with contacts listed

8.4 ATTENDANCE COLLECTION SHEETS

Attendance collection sheets for two, three, four or five weeks can be created with R703 Class List Formatter.  See Example 8-10&11.  Or there is a REPO report called HATT version 1 or 2, which list 2 weeks or 1 week (see Example 8-12), respectively, for homeroom attendance. If you want to use one of these reports, let us know and we'll set it up for you.

Example 8-10 R703- Format 5 Class List Formatter used as 1^st Period Attendance

Gathering List Submission Screen

Example 8-11 Sample Attendance Collection Sheets from R703-format 5

1^st period attendance gathering lists.

Example 8-12 Sample Attendance Collection Sheets from REPO – HATT version 2