Multi-School Views  

Configurations  

Daily Attendance  

Period Attendance  

Attendance Enrollment 

Overview 

The student Attendance form is utilized to update an individual student’s attendance.  

Navigate to Student Data/Attendance on the pages navigation tree.

Note: To view the documentation for Student Attendance used in Flex Scheduling, navigate to this document Flex Scheduling - Student Attendance. 

Multi-School Views  ↑

Aeries has recently enhanced Student Attendance to allow users to view a student's attendance that exists in any school the student attended in the current year. When logged into a school, only attendance at that school can be edited; other schools in the drop-down are Read-Only. Users logged into the District Office can edit attendance at any of the student’s schools. 

When logged into Student Attendance for a specific school, the default view is for that school. If you wish to view attendance details for this student at another school they attended, select the school from the drop-down menu. Notice that this view is Read-Only. 

The Fill Periods, Update ATT Data, Refresh Totals, and Print Readmit Slip buttons are not displayed when in Read Only View.   The Legend, Quick Print, and Print Attendance Notes buttons are available in Read Only view.

When logged into a school, attendance is only editable at that school. 

Configurations  ↑

The Attendance page will display the following:

• Basic demographic information on the top portion of the page.  
• Attendance summary data fields on the bottom of the page. 
• Tardy and Absent letter totals above the attendance calendar.
• The current day is highlighted in yellow.
• The RED FLAG  icon, located at the top right corner, which is used to flag any student with attendance issues. By clicking the flag icon, an attendance Red Flag will be created and an attendance comment can be added for a student.  Before adding a Red Flag, check district protocol and procedures.

Absence codes can have a color assigned to them through the Update Absence Codes page. If colors are assigned to an absence code the colors will display on the Student Attendance page as well as the Attendance legend.

Information on assigning Absence code colors is described in this document Setup Absence Codes

When colors are assigned to Absence codes, the Attendance page will display a color drop-down so users can select how or if they want the colors to display: Color Codes - On/Off at daily attendance schools, or Colors - All Codes, Day Codes, Period Codes, or Off at period attendance schools. Each user’s choice is remembered.

Under the Attendance Calendar grid, the student's attendance data is summarized in two tables. On the left, attendance data is provided in Totals by Year, with individual Term summaries below the Year summary. The summary data at a daily attendance school is shown below:

On the right side, a Totals by Absence Code table is provided. Below the Totals by Absence Code, the attendance data is summarized by Excused vs. Unexcused.

At a period attendance school, the summary data is also provided by Year and Term. The summary by Absence Code data, including the Excused and Unexcused totals, is provided for both the All Day code and by period:

Note that Suspensions are not included in the Excused or Unexcused totals. Suspensions are summarized in the Totals by Year/Term table. 

Daily Attendance  ↑

Clicking in the All Day code field on the Attendance form will manually input an absence code for a specific date. The description for the code selected will display to the right.  

Selecting from the menu below will result in the following:

• The Update ATT Data button will update a student’s attendance with an All Day absence code for a specific date range (displayed above). Update ATT Data only changes days the student is enrolled and school is in session. If either date falls in a month that has been locked, the update is blocked.
• The Quick Print button will print the student’s full year of attendance. 
• The Print Attendance Notes button will print all notes for the entire year or a specific date range.
• Click the note icon next to a date to add or change attendance notes for that day. Hover over the icon to preview existing notes without opening them.
• The Print Readmit Slip button prints a readmit slip for a selected Begin Date and End Date, formatted for a receipt printer. 

Period Attendance  ↑

Clicking in the All Day code field on the Attendance form will manually input an absence code for a specific date. How the period fields are updated depends on the Fill Periods setting (see below).  

Clicking a specific Period for a student on the Attendance form will manually input an absence code for individual periods.

Fill Periods, located below the attendance calendar, can be selected at the bottom of the form for additional options. Users with Update permission to ATT can see this drop-down, but only users with Delete permission to YTD can change it. The setting applies to the whole school, not just your account. Options:

• All day code will go in every period the student has classes
• All day code will only replace actual period absences
• Do not allow All day code to update period absences
• Ask whenever an All day code is entered (a Fill Period Options window opens each time)

If the District Setting Remove Attendance Fill Periods Option is on, the first option is not available.

Selecting from the menu below will result in the following:

• The Update ATT Data button will update a student’s attendance for a specified date range with the selected Absence Code from the dropdown. Any Unverified absence codes (usually "A") in the period fields will be updated by this process, regardless of the Fill All class periods with this reason setting.
  • Update All Day code with this reason - the All Day code will be updated Update ATT Data only changes days the student is enrolled and school is in session. If either date falls in a month that has been locked, the update is blocked.
  • Fill all class periods with this reason - all class periods will be updated
• The Quick Print button will print the student’s full year of attendance. 
• The Print Attendance Notes button will print all notes for the entire year or a specific date range.
• Click the note icon next to a date to add or change attendance notes for that day. Hover over the icon to preview existing notes without opening them.
• The Refresh Totals button will refresh totals after entry on the Attendance page.
• The Print Readmit Slip button prints a readmit slip for a selected Begin Date and End Date, formatted for a receipt printer. 

When editing attendance more than 20 school days in the past, or on a future date, a warning displays because the change may affect attendance totals and ADA reporting, such as the Monthly Attendance Report. Click Yes to continue or No to cancel. It is recommended that attendance changes that affect ADA reporting be verified before continuing with changing the attendance data.

Attendance Enrollment  ↑

The Attendance Enrollment page (Student Data > Attendance Enrollment) will display enter or leave records if a student has had their Attendance Initialized or dropped. Adding an Enter code (E) is usually done in mass at the beginning of the year or individually when a student enrolls after the first day of school. If a student has their Attendance Enrollment records ended during the school year, a Leave code (L) will display. A Both code (B) is used when a student enters and leaves on the same day. 

If a student's enrollment is ended by adding a Leave Record, the system will prompt the user to delete any existing attendance that exists after the Leave date. If the user selects to not delete these records, the student may end up with orphaned attendance records. These records display in the Attendance Without Enrollment section of the page, and users with Update and Delete permissions to ATT can delete these records individually.

To delete these records on an individual basis, select the delete icon to the left of the date. After the message prompt appears, click OK.