The following Attendance tasks should be done on a daily or weekly basis throughout the school year.
See also:
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
 | (Teachers) Take attendance daily for each class.
NOTE:
| Teacher Portal > Class Attendance Teacher Portal > Attendance by Photo Teacher Portal > Seating Chart Teacher Portal > Supplemental Attendance (if using supplemental attendance) Reports > Attendance > Class Rosters Reports > Attendance > Classroom Photo/Seating Chart Reports > Supplemental Attendance > Supplemental Attendance Class Roster (if using supplemental attendance) Reports > Supplemental Attendance > Supplemental Attendance Class List (if using supplemental attendance) | Attendance By Photo and Seating Chart Elementary with Master Schedule Attendance Class Roster Report (for manual) Items to check when Teachers can’t take Attendance when school has started Teacher Portal Supplemental Attendance Supplemental Attendance Reports (Class Roster for manual if using supplemental attendance) Alternative School Configuration Class Roster for Alt Ed Scheduling What permissions are required to run the Classroom Photo/Seating Chart report? (Flex) Flex Scheduling - Teacher Classroom Attendance Class Schedule Maintenance: Impact to Portal |
| (Teachers) Get the lunch count (daily attendance schools only). | Attendance > Class Attendance (teacher login) Teacher Portal | |
| (Teachers) Add attendances notes as needed. | Teacher Portal > Class Attendance (attendance note icon) Teacher Portal > Class Attendance (Mass Apply Quick Notes) (if enabled) | |
| Monitor that teachers have taken attendance.
| Attendance Accounting > Attendance Submission Log Reports > Attendance > Missing Attendance Reports > Attendance > Attendance Submission Log | Submission Log General Information Submission Log Permissions Setup |
| For period attendance, locate anomalies and potential errors, such as a student who was marked present only one period during the day.
| Reports > Attendance > Period Absence Audit | |
| Review, enter, and correct, and submit missing student attendance data as needed. Options:
| Student Data > Attendance Attendance Accounting > Classroom Attendance Teacher Emulation > Classroom Attendance Attendance Accounting > Mass Change Period Absences | (Daily Attendance schools) Classroom Attendance for Daily Attendance Schools (Period Attendance schools) Classroom Attendance for Period Attendance Schools Mass Change Period Absence and Attendance Notes Form (Flex) Flex Scheduling - Student Attendance (Flex) Flex Scheduling - Mass Change Period Absences |
| Notify parents of the student’s absence.
Update attendance based on information received from parents | Aeries Communications > Attendance manually: Attendance Accounting > Attendance Management (Contact icon) | |
| Add attendance notes as needed. | Student Data > Attendance (note icon) Attendance Accounting > Mass Change Period Absences | Mass Change Period Absence and Attendance Notes Form |
| Enter All Day Codes.
| Attendance Accounting > Attendance Management Attendance Accounting > Mass Change Attendance Codes Attendance Accounting > Mass Change Every Nth Attendance Code (if enabled on School Settings) | (Flex) Flex Scheduling - Attendance Management Mass Change All Day Code Daily Attendance Mass Change All Day Code Period Attendance (Flex) Flex Scheduling - Mass Change All Day Code Mass Change Every Nth Attendance Code |
| Verify all absences (All Day Code or Period Code). NOTE: Absences entered by a teacher are considered unverified until campus staff verifies them. | Attendance Accounting > Attendance Management Student Data > Attendance (Verification tab) Reports > Attendance > Students With Unverified Absences Reports > Attendance > Students With Unverified Period Absences | Students With Unverified Absences Report Students With Unverified Period Absences Report |
| Identify and resolve any attendance submission errors by teachers, such as students who were absent and then present at the end of the day or vice versa. Run report daily for the first two weeks, then weekly for the remaining weeks. | Reports > Attendance > Attendance Audit Listing Reports > Attendance > Period Absence Audit | Attendance Audit Listing Report Attendance Time (ADA Time) All Day Attendance Management Why does the The Attendance Audit Listing Report reflect errors for TK students? |
| Identify and resolve any attendance errors in supplemental attendance if using. | Reports > Supplemental Attendance > Supplemental Attendance Audit Report | |
| Identify and resolve any attendance and enrollment issues with student scheduling (CAR), such as discrepancies between attendance fields and Attendance Enrollment. Run daily for the first two weeks, then weekly for the remaining weeks. | Reports > Attendance > Course Attendance Audit | Course Attendance Audit Report Course Attendance (CAR) Audit Report |
| Record student entry/exit from attendance special programs. | Student Data > Attendance Enrollment Attendance Accounting > Mass Update Attendance Enrollment | Enter/Leave Date and Attendance Programs |
| Print re-admit slips as needed. | Student Data > Attendance (Print Readmit Slip button) | |
| Print off-campus passes as needed. | Student Data > Attendance (Print Attendance Notes button) | |
| Monitor chronic absenteeism and truancy according to school and district policy. | Reports > Attendance > Students Absent or Tardy Today Reports > Student Data > Suspension Attendance Listing by Student | Students Absent or Tardy Today Report Suspension Attendance Listing by Student Report |
| Extract Attendance Works data. | School Info > Imports and Exports > Attendance Works Extracts | |
| Send attendance letters to parents. | Reports > Attendance > Attendance Letter Reports > Attendance > Absence Verification Letter Student Data > Other > Letter Log School Info > Configurations > Attendance Letters > Review Letters Reports > Attendance > Absence Verification Letter | Attendance Letters - Printing Attendance Letters to Parents Attendance Letters - Selecting Absence Codes to Count Towards Receipt of the Letter Attendance Letters - Letter Log Attendance Letters - Attendance Letter Counts |
| Monitor school attendance trends. | Attendance Accounting > Attendance Dashboard | |
| Generate the Weekly Engagement Report for SB-98. | Reports > Attendance > Weekly Engagement Report | Weekly Engagement Report (SB-98) |
| Print other daily/weekly attendance reports as needed. | Reports > Attendance > Daily Present By Section Reports > Attendance > Daily Enrollment by Section Reports > Attendance > Daily Enrollment by Class Reports > Supplemental Attendance > Supplemental Attendance Report (if using supplemental attendance) Reports > Attendance > Hourly Attendance Report (for alternative schools) Reports > Attendance > Attendance Log | Daily Present by Section Report Daily Enrollment by Section Report Daily Enrollment by Class Report Supplemental Attendance Reports Supplemental Attendance Reports Listing Alternative School Configuration Electronic Attendance Accountability Worksheet |
| Follow emergency school closure attendance procedures if necessary.
| School Info > School Information | Emergency School Closure Attendance Procedures (Mid-Year) Shifting School from In-Person Instruction to Independent Study |