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1 ATTENDANCE Taking Daily Attendance I. Daily Attendance a. The Daily Attendance Screen b. Searching for Students Sample Searches II. Taking Daily Attendance a. Absence Codes b. Tardy and Other Timed Codes c. Additional Attendance Codes III. Navigating the Attendance List of Students IV. Assigning the Same Attendance Code to a List of Students (Mass Assign Attendance) 8/4/2006 Page 1 of 13

2 I. Daily Attendance Daily Attendance Screen Figure 1 Attendance Daily Attendance screen Taking Daily Attendance Daily Attendance is taken on the Attendance Daily Attendance screen. Sample 1: To Search for All Students in the School: 1. Click the Search button Sample 2: To Search for All Students in a Selected Homeroom: 1. Enter the Homeroom number in the Homeroom field 2. Click the Search button Sample 3: To Search for All Girls in Grade Click the Grades drop down 2. Select Grade Click the Gender drop down 4. Select Female 8/4/2006 Page 2 of 13

3 5. Click the Search button Sample 4: To Search for All Students Assigned to One Counselor 1. Click the Counselor drop down to display the list of counselors 2. Select the desired counselor 3. Click the Search button Note the list of counselors displayed from drop down Figure 2 Attendance Search Screen with Counselor List displayed Sample 5: To Search for All Boys in Grade 10 in Homeroom D Click the Gender drop down 2. Select Male 3. Click the Grades drop down 4. Select grade Enter D-224 in the Homeroom field 6. Click the Search button Sample 6: Search for All Female with a Last Name of Miller 1. Click the Reset button if the screen has been previously used. 2. Click on the Gender drop down 3. Select Female 8/4/2006 Page 3 of 13

4 4. Enter Miller in the Last Name field 5. Click the Search button Sample 7: To Search for All Students Assigned to One Teacher 1. Click the Teacher drop down to display the list of teachers (See Figure 3 below) 2. Select the desired teacher 3. Click the Search button Figure 3 Attendance Search Screen with Teacher List displayed Sample 8: Search for 12 th Grade Students with a Last Name of Jones 1. Click on the Grades drop down 2. Select Enter Jones in the Last Name field 4. Click the Search button Sample 9: Change the Attendance Date 1. Click the Attendance Date field to get the calendar popup 2. Select the desired date 3. Click the Search button 8/4/2006 Page 4 of 13

5 Sample 10: Search for All Girls Students 1. Click the Gender drop down 2. Select Female 3. Click the Search button Sample 11: Search for Students who s Last Name begins with Sm 1. Enter Sm* in the Last Name field (note the asterisk at the end of the letters) 2. Click the Search button Sample 12: Search for Students whose Last Name Starts with J and First Name with S 1. Enter J* in Last Name field (Note asterisk) 2. Enter S* in the First Name field (Note asterisk) 3. Click the Search button Sample 13: Search for a Single Student by Student Id 1. Enter Student Id in Student Id field 2. Click the Search button Sample 14: Search for a Single Student by Name 1. Enter student s last name in the Last Name field 2. Enter student s first name in the First Name field 3. Click the Search button Using the Wild Card Character The asterisk ( * ) is the Genesis wild card character. It can be used in name fields to pattern match. For example, if you want: To find all students whose last name begins with P, enter P* in the Last Name field. To find all students whose first name begins with S, enter S* in the First Name field. To find all students whose last name begins with Mc, enter Mc* in the Last Name field. To find all students whose first name begins with Deb, enter Deb* in the First Name field 8/4/2006 Page 5 of 13

6 Taking Attendance (Daily Attendance, Cont.) Note count of students located by the search Note that this student s attendance was changed to Present after having been first marked Absent or Tardy. Figure 4 Attendance Daily Attendance screen with Students listed for Attendance Taking Daily Attendance All students are initially marked present. There is no need to mark any student present unless they have first been marked something else (e.g. absent or tardy ). Recording Attendance Attendance is not recorded until the Save button is pressed. 8/4/2006 Page 6 of 13

7 II. Taking \Daily Attendance Step 1: Selecting the Attendance Code for a student Select from all possible attendance codes in each drop down Figure 5 Attendance Daily Attendance screen Taking Attendance, Attendance codes showing To Mark a Student Absent: Click on the Attendance Code drop down (See Figure 5 above). Select the appropriate Absent attendance code. Attendance Codes of Absent A district can set various attendance codes of Absent. Figure 6 below provides examples from a district in New Jersey: Attendance Code Description of Code 1 Absent Full Day 2 Absent Never Attended 3 Religious Holiday / Take your child to work day 4 Excused Absent Vocational Received Home Closed 5 Absent Half Day (unexcused) A Excused Absent Left Early Common New Jersey Absence Attendance Codes 8/4/2006 Page 7 of 13

8 Taking Attendance, Daily Attendance, Cont. Step 2: Enter Entry or Departure Time, if necessary Certain codes require you to enter the student s arrival or departure time. Figure 6 Attendance Daily Attendance screen Taking Attendance, Specify time To Mark a Student Tardy: Click on the Attendance Code drop down. Select a tardy attendance code. If a time field appears, enter the time the student arrived. Attendance Codes of Tardy or Early Dismissal A district can set various attendance codes for Tardy. Figure 8 below provides the two most common Tardy codes: Attendance Code E T D H G N Description of Code Excused Tardy Tardy (Unexcused) Early Dismissal (with time) Early Dismissal (unexcused) Early Dismissal (excused) Present Early Dismissal (medical) - Nurse Common Tardy and Early Dismissal Attendance Codes 8/4/2006 Page 8 of 13

9 Additional Attendance Codes Districts can set up as many Attendance codes as needed. The table in Figure 9 below illustrates additional common attendance codes. Attendance Code Description of Code 7 Home Instruction 8 IEP Exempt I In School Suspension O Out of School Suspension S Snow Day Q Emergency Closure Common Attendance Codes 8/4/2006 Page 9 of 13

10 III. Navigating the Attendance List of Students Navigation Controls Scroll Bar to find students in the displayed page of students Total Count of Students in List Previous Page Next Page Specific Page Figure 7 Page Navigation Controls Navigating the List of Students The total number of students found in the search is displayed at the lower left of the screen beneath the lower left corner of the list. The list is divided into pages of 30 students. To move through the entire list, you must use the page navigation controls. To view all of the students on the current page, you use the scroll bar. Next and Previous Page Controls A next page control a right arrow button - is located to left of the Save button. A previous page control a left arrow button - is located to the right of the Save button. The next control is suppressed on the last page of the list. The previous control is suppressed on the first page of the list. Select Page Control At the lower right corner of the screen there is a Specific or Select this page control. It is a drop down list containing all of the possible page numbers. To select a specific page, click the drop down and select the desired page. 8/4/2006 Page 10 of 13

11 IV. Mass Assign One Attendance Code to a List of Students Daily Attendance Screen Figure 8 - Select a list of students Mass Assign a Daily Attendance Code to a List of Students It is possible to select a group of students and mass assign them all the same Attendance Code with one operation. This is useful, for example, if you want to mark a group of students as being on a field trip. To do a mass assign of an Attendance Code, do the following: 1. Search for students. You can use the Student List facility to select a list of students that you had previously created. a. Select the search options you want. b. Click Search to bring up the students. 2. Use the Mass Assign control located at the bottom of the screen to assign all the listed students the same attendance code. a. Check the Update student attendance on screen to checkbox. b. Select an Attendance Code from the drop down list (See below) 8/4/2006 Page 11 of 13

12 c. Click Save 8/4/2006 Page 12 of 13

13 Daily Attendance Screen Make sure you have selected the correct attendance date. All Attendance Codes appear in the Attendance Code drop down list. Select the code to apply to all the listed students. Check the check box to enable the Mass Assign Figure 9 Daily Attendance Screen used to Mass Update a List of Students to the Same Attendance Code Check the Date You can mass assign one Attendance Code to a group of students for any date on which school is in session. The default date is Today, but you can set this to any valid school day. 8/4/2006 Page 13 of 13