WSIPC Guide to Attendanceskydoc.wa-k12.net/skydoc/-WSIPC Guide to Attendance.pdfWSIPC Guide to...

WSIPC Guide to

Attendance

WSIPC Guide to Attendance (September 2016) i

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Contents

Contents i

About This Guide 1

What You Should Know Before You Start 1 Be Sure You’re Signed In 1

How to Use This Guide 2 Navigation Paths 2 Getting Around 2 Screen Shots 2

What’s in a WSIPC Guide 2 Do Not Post This Guide to the Public Internet 3

What’s New in This Edition 3

Attendance Codes 5

Absence Type Codes 6 Adding an Absence Type Code 7 Using the Absence Category of Other 9 Deleting an Absence Type Code 10 Cloning an Existing Absence Type Code 10

Absence Reason Codes 11 Adding an Absence Reason Code 11 Deleting an Absence Reason Code 12 Cloning an Existing Absence Reason Code 13

Attendance Period Codes 14 Adding or Editing Attendance Time Codes and Period Times 15 Cloning Attendance Period Codes 18

Event Codes 19

Configuring the Calendar 20

Identifying a Calendar 21 Calendar Master 22

Adding a Calendar Master 22 Calendar Details 25

Adding Calendar Details 26 Calendar Terms 27 Calendar Days 28

Generating Calendar Days 29 Adding a Single Calendar Day 31 Editing or Deleting Calendar Days 34 Adding an Event to a Calendar Day 35 Assign Day Bell Schedule Utility 36 Mass Change Calendar Days Utility 38 Mass Delete Calendar Days Utility 38

Bell Schedule 39

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Attendance Configuration 40

Entity Year Configuration 40 Fill Periods of Attendance Based on Schedule 40 Use Required Doctor’s Note Flag Option 41

Attendance Letter Setup 42 Update Types Based on Occurrence 43 Automated Unrecorded Class Attendance Email 43

Configuring the Monitored Task 46 District Attendance Configuration 47

Entering Attendance 48

Attendance Entry by Date 48 Adding Attendance through Entry by Date 48 Editing Attendance through Entry by Date 51 Deleting Attendance by Date 52 Configuring User Entry Defaults 52 Configuring User Entry Ranges 54

Attendance Entry by Student 55 Adding Attendance Using Entry by Student 55 Editing Attendance Using Entry by Student 57 Deleting Attendance Using Entry by Student 58 Additional Features in Entry by Student 58

Processing Parent Entered Requests 62 Entry by Class or Activity 65 Using Device Entry 67

Creating and Managing Simulated Scans 67 Wanding 79 Using the Tardy Kiosk 79 Understanding Device Entry Codes 82 Using Device Entry Utilities 82

Taking Attendance Using Student Demographics 84 Taking Attendance in Student Profile 84 Taking Attendance in Student Browse 85

Managing Attendance History 86

Adding an Attendance History Record 86

Attendance Letters 89

Configuring Attendance Letters 89 Attendance Letter Setup 89 Thresholds 90 Letter Attendance Type Codes 93 Date Ranges 95

Running Attendance Update 97 Starting Attendance Date 103 Attendance Accumulation - By Date 103 Attendance Accumulation - By Days/Calendar Method 103

Generating Attendance Letters 104 Creating Attendance Letter Templates 105

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Running Attendance Letters 109 Creating a Custom Attendance Letter Template 110

Adding a Custom Attendance Letter Template 111 Typing the Custom Attendance Letter Template Text 112 Editing or Deleting a Custom Attendance Letter Template 116 Cloning a Custom Attendance Letter Template 116 Using a Custom Attendance Letter Template 117 Creating a Mail Merge File 118 Creating Discipline Records 119

Running the Attendance Letter Summary Report 121 Maintaining Attendance Letters Sent 123 Cloning Attendance Letters Setup 126 Mass Purging Attendance Letter Batches 128 Using the Schedule Letters Process 130

Attendance Transaction Tracking 133

Viewing Attendance Transactions by Student 133 Viewing Attendance Transactions by Attendance Date 134 Viewing Attendance Transactions by Transaction Effective Date 134

Office Visits 135

Understanding Reason Codes and Comment Codes 135 Configuring Default Values for Office Visits 136 Student Check In for Office Visits 136 Managing Office Visits Using Entry by Date 137

Adding an Office Visit Using Entry by Date 138 Working with a Waiting Student 139 Updating Attendance 140 Creating a Hall Pass 140

Managing Office Visits Using Entry by Student 140 Attendance Office Visit Report 141

Attendance Reports 143

Common Options on Attendance Reports 143 Daily Reports 145

Day Summary 145 Period Detail 146 Admit Slips 147 Do Not Admit Slips 147 Unrecorded Class Attendance 150 Recorded Class Attendance 151

Reports by Student 152 Monthly/Quarterly Report 152 Attendance Graphs 158 Attendance Detail or Summary Report 160 Teacher/Class Rollbook Report 164 Teacher/Class Summary Report 164 Attendance Membership Report 165 Consecutive Absences Report 167 Absence Occurrence Report 168

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Second and Fifth Period Class Report 170 Comment Report 170 Absence Reason Report 170 Yearly Summary History 171 In/Out Minutes Log Report 172 Accumulative Absences Report 172 Column Report by Student/Date 174 Master Absence List Report 174 Average Attendance by Term/Period 175 Enrollment Report 176

Reports by Class 177 Teacher/Class Attendance Report 177 Advisor Attendance Collection Form 178 Column Report by Grade/Period 179

Verification Reports 179 Teacher Verification Report 179 Batch Class Attendance Report 180 Attendance Transaction Tracking Report 180 Schedule & Enrollment Inconsistencies Report 180 Suspect or Questionable Attendance Report 181 Calendar Report 182

Attendance-Related State Reports 182 Q Code Definitions 183 Truancy Programs and Petitions Report 184

State Reimbursement for Truancy Petitions 188 Summary Report 188 Detail Report 188

Attendance Utilities 189

Common Options on Attendance Utilities 189 Mass Add for a Single Day Utility 191 Mass Update for a Single Day 191 Mass Delete 1 Day’s Attendance 192 Mass Delete Absence Notification Requests 192 Mass Change for a Range 193 Delete Orphan Attendance Records 193 Delete Attendance Records without Period Types 194 Update Attendance History YTD Totals 194 Update Student Classes with Term Attendance 195 Attendance Transaction Mass Delete 196 Mass Calculate Number of Calendar Term Days 196 Mass Delete Orphaned Calendar Days 197 Clone Calendar Info in Same Year 197 Clone Calendar Info Year to Year 198 Mass Change Calendar Days for Multiple Calendars 199 Mass Change Subsystem Control Dates 202 Change Subsystem Control Dates 203 Update Attendance In-Out Records Minutes Present 204 Batch Class Attendance 205 Verify Attendance Year Against Date & Student Calendar 205 Percent of Class Attendance 206 Mass Assign Day Numbers 208

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Populate Period Attendance Storage 209

Appendix A - Attendance Letters - Class 210

Appendix B - Attendance Letters - Period 214

Appendix C - Attendance Letters - Total (Days) 218

Appendix D - Attendance Letters Totals (Periods) 223

Appendix E - Troubleshooting 227

Attendance cannot be entered 227 Students appear on a Sim Scan document without a number to the left of their name 228

WSIPC Guide to Attendance (September 2016) 1

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About This Guide

This Guide shows you how to configure and use the Attendance module to collect,

process, and manage the information required to report on and analyze student

attendance.

You can collect attendance information using any of the following methods:

By phone

Through email

In face-to-face conversations with students and guardians

Through handwritten student sign-in or sign-out logs

Using paper collection forms

Through Educator Access Plus

Through Family Access or Student Access

Some of these methods, such as face-to-face conversations or paper collection

forms, require office personnel to enter the information into the software. Other

methods of gathering attendance information, such as Educator Access Plus, allow

teachers to enter the information directly into the software.

Note You must configure Educator Access Plus to specify how

Attendance Records are updated when students’ attendance is

entered by a teacher.

To learn how teachers enter student attendance, see the

WSIPC Guide to Educator Access Plus for Teachers and Advisors.

To learn more about configuring Educator Access Plus, see the

WSIPC Guide to Educator Access Plus: Configuration.

What You Should Know Before You Start You’ll 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.

Be Sure You’re Signed In This Guide is intended to be read while you are working in the Attendance module,

so be sure you are signed in. Many of the procedures and concepts discussed in the

Guide are best understood if you practice as you read.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Educator Access Plus for Teachers and Advisors.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Educator Access Plus Configuration.pdf

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How to Use This Guide This section shows you how to follow navigation paths in a Guide, and how to

navigate around the Guide using various features. This section also describes how

and when screen shots are used in the Guide.

Navigation Paths The procedures in this Guide begin with navigation menu paths. Select the

check box in User Preferences to ensure that you can follow

these paths. The option is not available in User Preferences if it is already enabled for

the entire district. To learn more about setting User Preferences, see the WSIPC Guide

to Skyward’s School Management System.

Getting Around If you’re using this Guide electronically, you can click any text in blue font to move to

the section of the Guide that the text refers to. Because the Guides are published in

PDF format, you can also use the PDF navigation pane to quickly move from one

section to another. If the pane is hidden, click the button in the menu

bar on the left side of the screen.

Screen Shots You’ll find screen shots throughout the guide to help you learn how to use the

software. The data entered in the screen shots in this Guide is an example of the data

you might enter. These screen shots are updated with each edition to make sure

what you see on your screen matches what you see in the Guide. To prevent the

Guide from becoming a lengthy picture book, WSIPC Guides use screen shots only to

help illustrate a key idea or when options on a screen are described. This allows

WSIPC Guides to be effective and concise.

What’s in a WSIPC Guide WSIPC Guides are designed to provide readers with everything they need to know to

safely and effectively use Skyward’s software. WSIPC strives to make Guides that

address the diverse needs of these audiences. Therefore, this Guide doesn’t contain

information customized for specific audiences, districts, or schools.

If you need to create educational materials that address the specific needs of your

Service Center or district, consider using this Guide as a starting point for developing

your own customized materials.

http://skydoc.wa-k12.net/skydoc/-WSIPC%20Guide%20to%20Skyward%E2%80%99s%20School%20Management%20System.pdf


About This Guide


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Do Not Post This Guide to the Public Internet The information contained in this Guide is copyright protected. You may store a

digital copy of this Guide on your internal server for access by authorized users.

Allowing access to this Guide by anonymous users, including search engine crawlers,

is not permitted. If you are unsure whether your website is open or your server is

protected from crawlers, contact your systems administrator.

What’s New in This Edition This section highlights the significant changes to the Guide since the last edition such

as content about new features, important notes and cautions, and sections of the

Guide that have been expanded or moved.

Description of Change Page #

Updated the Guide to reflect WSIPC’s July 2016 software release

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N/A

Added the ”District Attendance Configuration” section. 47

Added new options to the “Configuring the Tardy Kiosk” section. 79

Added the “Mass Purge Attendance Letter Batches” section. 128

Added Totals information to the “Monthly/Quarterly Report” section. 152

Added the “Common Options on Attendance Utilities” section and

table.

189

Added the “Populate Period Attendance Storage” section. 209

Removed Appendix A, and moved Q Codes information to the

“Truancy Programs and Petitions Report” section.

184

Renamed Appendixes B, C, D, and E to Appendixes A, B, C, and D. N/A

Removed “Appendix F – Monthly Quarterly Report” and moved sample

reports to the “Monthly/Quarterly Report” section.

152

Removed “Appendix G - Do Not Admit Slips” and moved sample

reports to the “Do Not Admit Slips” section.

147

Removed “Appendix H - Yearly Summary History Report” and moved

sample reports to the “Yearly Summary History” section.

171

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Description of Change Page #

Removed “Appendix I - Average Attendance by Term/Period” and

moved sample reports to the “Average Attendance by Term/Period”

section.

175

Renamed Appendix J to “Appendix E – Troubleshooting.” 223


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Attendance Codes

Before you begin using the Attendance module, it is helpful to understand the

various types of Codes that are used throughout the module.

Codes in the Attendance module generally do not need to be configured each year

because they are typically cloned from one year to the next as part of the Year Start

process. Table 1 provides a list of the Codes used in the Attendance module, as well

as a brief description of their purpose.

Type of Code Purpose

Identifies the type of absence, such as , ,

or .

Identifies the reason for the absence, such as or

t.

Defines when the class periods in the school day begin

and end. Also known as a Bell Schedule.

Used to identify events that happen on specific days,

such as and .

Calendars are used to define the start and end dates for

a school year, the start and stop dates of the terms

within the school year, and the dates on which classes

are held.

Table 1 - Codes that are available for configuration in the Attendance module

This section explains all of these Codes, with the exception of Calendar Codes. To

learn more about Calendar Codes, see “Configuring the Calendar” (page 20).

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Absence Type Codes Absence Type Codes are single-character alphanumeric codes that define the type of

absence. The Absence Type Code determines whether the absence is counted as

Excused, Unexcused, Tardy, or Other. Disciplinary actions can also be tied to

individual Absence Type Codes. You can add, edit, and delete Absence Type Codes

for any school year, and clone Absence Type Codes within a single school year or

from one school year to another.

When you configure Absence Type Codes, you select a of Excused,

Unexcused, Tardy, or Other. The that you select affects the attendance

calculations that are used when defining which Attendance Records are included on

reports and Report Cards. Absence Type Codes are used in special processes such as

Attendance Letters.

Absence Type Codes are Entity-specific and school year-specific. They are created to

meet the needs and business practices of each Entity and district. Table 2 provides

examples of commonly used Absence Type Codes.

Type Description

Excused absence.

In-school suspension.

Web tardy. This code is typically used by teachers when entering a tardy

for a student using Educator Access Plus. To learn more about how

teachers enter attendance, see the “Post Daily Attendance” section of

the WSIPC Guide to Educator Access Plus for Teachers and Advisors.

Informational or school-related absence. This code is used to indicate

that a student is not in the classroom, but is at a school-sanctioned

activity where the school and/or district is responsible for the student’s

well-being and supervision.

Suspension.

Tardy.

Unexcused absence.

Web absence. This code is typically used by teachers when entering an

absence for a student using Educator Access Plus. To learn more about

how teachers enter attendance, see the “Post Daily Attendance” section

of the WSIPC Guide to Educator Access Plus for Teachers and Advisors.

Expulsion.

Table 2 - Commonly used Absence Type Codes



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Adding an Absence Type Code You can add and edit Absence Type Codes as needed.

To add an Absence Type Code:

1. Go to Student Management\Office\AT Setup\CO\AT.

2. If necessary, click and change the school year.

3. Click .

4. Configure the screen (Figure 1). Table 3

describes each option on this screen.

5. Click .

Figure 1 - Absence Type Code Maintenance screen

Option Description

Single-character alphanumeric code that identifies the

type of absence. This option is only available when

you are creating a new Absence Type Code. You

cannot edit the for existing Absence Type

Codes.

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Option Description

A brief description of the Absence Type Code, such as

“In-School Susp” The is printed on

Attendance Reports.

A longer description of the Absence Type Code, such

as “In-School Suspension.” The can

be printed on Attendance Reports.

Designates the Absence Type Code as being counted

as Excused, Unexcused, Tardy or Other.

Absences that are entered using an Absence Type

Code that has an of are not

counted as excused or unexcused.

The of defines absences

where the student is present but not in class. For

example, the student is on a field trip for one class

that causes them to miss another class. Absences with

an of do not count against

the student’s percent attended calculation on reports,

because the software does not see it as an absence.

Links the Absence Type Code to a

, which then allows a

Suspension/Expulsion Record to be created from a

student’s Attendance Record.

Note: This option was designed for another state and

does not work for Washington State school districts.

Determines whether or not absences with this

Absence Type Code should be included in truancy

calculations.

Reports such as the Attendance Truancy Report use

this option to determine which absences to include.

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Option Description

Determines whether absences with this Absence Type

Code are included when running reports or utilities.

This option is overridden if, on the report or utility

parameter screen, you opt to exclude absences with

this Absence Type in the absence calculation.

You cannot exclude absences attached to certain

Absence Type Codes on some reports, such as Report

Cards by Range or Individual, the Academic Eligibility

Report, Transcript Labels, and the Student

Transportation and Bus Route Reports.

When selected, the Absence Type Code does not

appear in Family Access.

Table 3 - Absence Type Code Maintenance screen options

Using the Absence Category of Other Use the of for school-sanctioned events such as field trips,

time in the Health Room or the counselor’s office, or meetings with school

administrators. Absences related to these events are not considered to be excused or

unexcused absences, because while the student may not be present in class, he or

she is still at school.

Do not use the of for out-of-school suspensions and

expulsions. Absences that are due to out-of-school suspensions and expulsions are

considered to be excused. Use an Absence Type Code that is specific to suspensions

and expulsions that has an of .

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Deleting an Absence Type Code There may be times when you need to delete an existing Absence Type Code that is

no longer in use. You cannot delete Absence Type Codes that are attached to any

students’ Attendance Records.

To delete an Absence Type Code:



3. Select a code and click . The following message appears:

“Are you sure you want to delete record [X]? If Attendance Records don’t exist

for this Entity and School Year, a report will be sent to your Print Queue that

will show if the record was successfully deleted or not.”

4. Click .

5. The screen appears. When the report has finished

processing, click

If the code was deleted, the report reads, “Absence Type [X] was not

being used and was successfully deleted.”

If the code was not deleted, the report reads, “Absence Type [X] was

not deleted because it is used in the following records.” The students

for whom the Absence Type Code is used appear on the report.

Cloning an Existing Absence Type Code You can clone Absence Type Codes at the Entity level from one school year to

another. You can do this from the area or through the Year

Start process. To learn more about the Year Start process, see the “Running the Year

Start Utilities Wizard” section in the WSIPC Guide to Student Year End Processing.

To clone an existing Absence Type Code:


2. Click .

3. Select a school year in the and

boxes.

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4. Select one or more Absence Type Codes to be cloned, or click to

include all codes.

Note If the Code being cloned already exists in the school year you

are copying to, but not all of the existing details attached to

the codes match, you can select

This overwrites the Short or Long Description, Category,

Count in Truancy, Disciplinary Action and Include in Total

Attendance values of the Code for the school year you are

copying to.

5. Click .

Note This process is not sent to the Print Queue, and no message appears

notifying you that the codes have been cloned.

You can verify that the clone process was successful by using the

to set the to the year you cloned the

codes to.

Absence Reason Codes Absence Reason Codes are alphanumeric codes of up to two characters that are used

to define the reason a student is absent or tardy. Absence Reason Codes are both

Entity-specific and year-specific, and may be cloned from one year to the next.

The use of Absence Reason Codes is optional.

Adding an Absence Reason Code You can add Absence Reason Codes as needed.

To add an Absence Reason Code:

1. Go to Student Management\Office\AT Setup\CO\AR.

2. Click .

3. In the box, type a code that represents the reason for the

absence.

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4. In the box, type a brief description of the code.

5. In the box, type a more detailed description of the code.

6. (Optional) Select . This makes the

available to guardians for selection when they enter an Absent Request

through Family Access.

7. Click .

Deleting an Absence Reason Code There may be times when you need to delete an existing Absence Reason Code that

is no longer in use. You cannot delete Absence Reason Codes that are attached to

any students’ Attendance Records.

To delete an Absence Reason Code:



3. Select a code and click . The following message appears:

“When deleting an Absence Reason, Student Attendance Records must be

checked for use of the Absence Reason. If the Absence Reason is currently

assigned to a Student Attendance Record, it cannot be deleted. Would you

like to run the process to Delete the Absence Reason?”

4. Click .

Tip If the Absence Reason Code you want to delete is in use, use the

Mass Change for a Range Utility to change the Absence Reason

Code attached to the Attendance Records to a different Absence

Reason Code. After you do this, delete the old Absence Reason

Code.

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5. The screen appears. When the report has finished

processing, click

If the Code was deleted, the report reads, “The Absence Reason [X]

was successfully deleted.”

If the Code was not deleted, the report contains a list of Attendance

Records to which the code is attached.

Cloning an Existing Absence Reason Code You can clone Absence Reason Codes from one school year to another either from

the Attendance module or through the Year Start process. To learn more about the

Year Start process, see the “Running the Year Start Utilities Wizard” section in the

WSIPC Guide to Student Year End Processing.

To clone an existing Absence Reason Code:


2. Click .


boxes.

4. Do one of the following:

In the column, select the check box for one or more Absence

Reason Codes to be cloned.

Click to include all codes.

Note If the Code being cloned already exists in the school year you

are copying to, but not all of the existing details attached to

the codes match, you can select

This overwrites the existing attributes of the Code for

the school year you are copying to.

5. Click .

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Student Year End Processing.pdf

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You can verify that the clone process was successful by using the

to set the to the year you cloned the

codes to.

Attendance Period Codes Attendance Period Codes consist of two parts: a Time Code and Period Times.

Together, these make up an Attendance Period Code. An Attendance Period Code

(along with its associated Period Times) is more commonly referred to as a Bell

Schedule, which allows you to define when the class periods in the school day begin

and end.

For example, you may have a “Regular” Bell Schedule, which contains Period Times

that are applicable for most days of the school year. You may also have an “Early

Release” Bell Schedule, with different Period Times to accommodate a shorter school

day. Bell Schedules can be attached to individual school days.

Note The Period Times as accessed from the

area are the same as the Bell Schedule values located under

Calendar Codes.

If guardians submit absence notifications to their students’ schools through Family

Access, the Period Times for the current day’s Bell Schedule (Attendance Period

Code) must be accurate because the guardian enters the times during which the

student is expected to be absent. The software validates these times against the

Period Times to determine which periods of the day the absence notification request

affects. Period Times also must be accurate to track and locate students throughout

the day using the Student Locator.

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Adding or Editing Attendance Time Codes and

Period Times Creating an Attendance Period Code (Bell Schedule) is a multi-step process. First you

add a Time Code, and then you add Period Times to the Time Code. Each step is

described below.

Adding a Time Code

The first step is to create the Time Code, such as “R” for Regular.

To add a Time Code:

1. Go to Student Management\Office\AT Setup\CO\AP.

2. Click .

Note You can also delete Attendance Period Codes from this

screen.

3. In the box, type a code to represent the set of period times you’re

adding.

4. In the box, type a brief description of the code.

5. In the box, type a more detailed description of the code.

6. To set this Attendance Period Code (Bell Schedule) as the primary Bell

Schedule, select .

Note You can set only one Time Code as the default. If you select

the check box on the record you’re adding

or editing, it automatically clears the option on other Time

Codes.

7. Click .

8. Continue to “Adding Period Times to the Time Code” below.

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Adding Period Times to the Time Code

Once you create the Time Code, you add Period Times to the Time Code.

To add Period Times to the Time Code:


2. Select the Attendance Period Code and click . If the Attendance

Period Code is newly created and does not yet have Period Times, the

following message appears:

“The number of existing Period-Times does not match the number of Max

Periods defined for this Entity. Do you wish to add extra Period-Times?”

3. If the message appeared, do one of the following:

Click to allow the software to create the period times. If this Bell

Schedule has fewer periods than the maximum defined for the Entity,

you can delete the extra periods.

Click to create Period Times individually.

4. To add a new Period Time individually, click .

5. Configure the screen

(Figure 2). Table 4 describes each option on this screen.

6. Click .

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Figure 2 - Period Time Relationships Code Maintenance screen

Option Description

Available only when you create a new Period Time.

When you click , this field is display only.

Available only when you add a new Period Time. This

code is used when an Entity has more than one lunch,

and appears on student schedules to tell students

which lunch period they will attend.

Time the period starts and stops. The start and stop

times are usually the same for Period, Class and

Absence.

Time the class starts and stops. The start and stop

times are usually the same for Period, Class and

Absence.

Time a student would count as absent if they enter

class at, or after, that time.

This option was added for another state. For

Washington State users, the time entered in this box

should be the same as the Period and Class Start and

Stop times.

Table 4 - Period Time Relationship Codes Maintenance options

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Cloning Attendance Period Codes You can clone Attendance Period Codes from one school year to another. When you

clone an Attendance Period Code, you select a Time Code to clone from one school

year to another. The Period Times associated with the Attendance Period Code are

also cloned.

To clone Attendance Period Codes:


2. Select a Time Code and click .


boxes.

4. Select one or more Time Codes for which Period Times should be cloned, or

click to include all codes.

Note If you are cloning to a future school year, you can select

to update the Period Times in the future year

so they match the current year.

5. Click .



You can verify that the clone process was successful by clicking

, then using the to set the

to the year you cloned the codes to.

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Event Codes Event Codes are Entity-specific, alphanumeric codes of up to five characters that you

can create to define snow days, days that teacher conferences are scheduled, and

other events for a particular day. The use of Event Codes is optional.

To add an Event Code:

1. Go to Student Management\Office\AT Setup\CO\EC.

2. Click .

3. In the box, add a code to represent the event.

4. Enter a description of the event in the and

boxes.

5. Click .

Note Users with the proper security can also create, edit, and delete Event

Codes through Calendar Codes (Student Management\Office\AT

Setup\CO\CC).


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Configuring the Calendar

Calendars define the start and end dates for a school year, the start and stop dates of

the terms within the school year, and the dates that classes are actually held.

Calendars are Entity-specific and can only be managed from within the Entity.

Several areas of the calendar can be configured as part of Entity Year Setup (Student

Management\Student Management Setup\Entity\CF\EY). To learn more about Entity

Year Setup, see the “Review Scheduling Entity Year Setup” section in the WSIPC

Guide to Future Scheduling - Part One: Preparing to Schedule.

Attendance Reports compare the student’s information to the information defined in

the calendar to determine enrollment, membership, and attendance totals. Many

report templates and filters include the calendar in their selection criteria.

Each Entity can have as many calendars as needed to define students’ day-to-day

schedule. For example, an elementary Entity may have one calendar for students in

grades 1 to 5 that attend school all day, and another calendar for kindergarteners

that attend school for half days.

Students are assigned to a calendar as part of the enrollment process. The calendar

to which a student is assigned is tracked on the student’s Entry Record. A student can

only be assigned to one calendar at a time.

Note To generate accurate attendance calculations, a student must be

attached to a calendar that accurately reflects his or her daily

schedule. Occasionally, you may need to assign a student to a

different calendar. This is accomplished through the Status Change

process. See the “Understanding the Functions on the Entry/With

Tab” section in the WSIPC Guide to Student Demographics and

Families for details on how to perform a Status Change.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Future Scheduling - Part One - Preparing to Schedule.pdf


http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Student Demographics and Families.pdf




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Identifying a Calendar Calendars are identified by a three-character . A calendar also has a

that is used to identify the calendar. For example, an

elementary school with a morning-only Kindergarten can create a calendar with a

of “KGA” and a of “AM Kindergarten.” Since

calendars are attached to individual Entities, the must be unique at the

Entity level.

A calendar may have several attached to it. For example, the

“AM Kindergarten” calendar can contain information for the 2013-14, 2014-15,

2015-2016, and 2016-2017 school years.

The first step in configuring a new calendar is to add a .

To add a :

1. Go to Student Management\Office\AT Setup\CO\CC.

2. Click .

Note You can also edit and delete calendars from this area. You

cannot delete a calendar that has Calendar Terms assigned to

it.

3. Configure the screen.

Note The check box denotes whether this is the

default calendar for the Entity. An Entity can have only one

default calendar. The default calendar is what is populated

into the field when a student is enrolled into the

Entity. However, you can change it if desired.

4. Click .

Caution Ensure that there is a default calendar selected for each Entity. If the

Entity does not have a default calendar selected, Attendance Reports

produce inaccurate enrollment, membership and attendance totals.

The default calendar also defines calculation logic for the Attendance

Truancy Report.



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Calendar Master The Calendar Master defines the start and stop dates for the school year. These dates

are typically the same as the Term Definition dates in Entity Year Setup.

The Calendar Master also defines the following:

The attendance method that is used to produce Membership Totals

The maximum number of periods per day

Whether or not Zero Period is used

Whether or not to include Zero Period in attendance counts

Adding a Calendar Master Before you can add a new Calendar Master, the school year must exist in Entity Year

Setup.

To add a Calendar Master:


2. Expand the Calendar ID to which you want to add a Calendar Master.

3. Click

4. Configure the screen (Figure 3). Table 5 describes each

option on this screen.

5. Click .

Caution You can delete an individual Calendar School Year, even if it is in

use, on the screen. Do not delete a

Calendar School Year unless it was created in error.



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Figure 3 - Add Calendar Master screen

Option Description

These values are predetermined by the

under which you create this Calendar Master.

School year this Calendar Master covers.

Date the school year begins.

Date the school year ends.

Allows the use of scheduling classes into Zero Period.

Zero Period is a period that typically occurs before the

normal school day starts.

Allows for absence information in Zero Period to be

included in attendance calculations.



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Option Description

Determines attendance total calculations. There are

three methods: Calendar, Formula, and Schedule.

Uses half days and full days of

attendance to calculate days absent. The Calendar

Detail contains the number of periods missed to

qualify for a full, half and zero day absence count. It

also allows you to determine whether to use half days

or not. The Calendar Method is useful if all students

are scheduled into the same number of periods per

day with no exception schedules.

Selecting allows

you to determine how many periods a student can

miss to be considered absent for a half day. When this

option is not selected, students are considered present

all day or absent all day based on the number of

periods missed.

Uses the number of periods entered

into when calculating

attendance information. This number is used instead

of the actual Periods per Day.

The Formula Method is not supported for use in

Washington State, because the underlying logic is not

in place for Washington State districts. Do not use this

method.

Looks at and uses the student’s

schedule when entering and calculating attendance.

The Schedule Method is useful if some students are

scheduled into every period of the day, and others

have exception schedules. For example, in a high

school most students attend 6 classes per day.

However, some students attend less than 6 classes.

The Schedule Method provides the most accurate

calculation based on student schedule.

Do not use this option. This option was designed for

use by another state and is not used in reports created

for Washington State users.



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Option Description







Maximum number of periods a day may have. This

number cannot exceed the periods per day designated

in Entity Year Setup, although it may be less than this

number.

Determines the periods for which attendance may be

taken, up to the maximum periods per day.

Determines the periods in which a student can be

scheduled into a class, up to the maximum periods per

day. Selections made in this area should match those

made for attendance. Selections in this area do not

prevent a student from being scheduled into a

particular period.

Table 5 - Add Calendar Master options

Calendar Details If the Calendar Master is set up to use the Calendar Method, the software looks at

the Calendar Details to calculate full, half, and zero days absent for Attendance

Reports.

Calendar Details are primarily used when the Calendar Master is set up to use the

Calendar Method, but you must create Calendar Details even if the Calendar Method

is the Schedule Method. This is because some Attendance Reports, such as the

Attendance Truancy Report, use the Calendar Details in calculating a full day of

absence.



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Adding Calendar Details In Calendar Details, you define how many periods a student can miss in a single day

to still be considered present for the full day, present for a half day, or absent for the

full day.

To add Calendar Details:


2. Expand the Calendar ID.

3. Expand the School Year.


If Calendar Details do not exist, click .

If Calendar Details already exist, click .

5. Configure the (or ) screen (Figure 4). Table 6


6. Click .

Figure 4 - Add Calendar Detail screen

Option Description

Values are predetermined by the Calendar Description

and the Calendar School Year under which you are

accessing Calendar Detail.

Do not use this option. This option was designed for use

by another State and is not intended for use in

Washington State.



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Option Description



Washington State.



Washington State.

Represents the minimum and maximum number of

periods a student can be absent to calculate full, half and

zero days absent for Attendance Reports.

In the second box, enter the maximum

number of periods a student can be absent and

considered present for the entire day. The first box is

automatically populated with the minimum value of .

In the third and fourth boxes, enter the

minimum and maximum number of periods a student can

be absent and considered absent for half of the day.

The fifth and sixth boxes are automatically

populated based on the values you enter for Half Days,

and represent the minimum and maximum number of

periods a student can be absent and considered absent

for a full day.

Table 6 - Add Calendar Detail options

Calendar Terms Calendar Terms allow you to define the start and end dates for each term. These

dates must match the dates and number of terms defined by Term Definitions in

Entity Year Setup. For example, if the Entity Year is defined as using four terms, the

calendar must have four terms as well.

To add terms to the calendar, or edit existing terms:






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Click

Click next to the term to be edited.

Note You can delete Calendar Terms from this area as well.

5. Configure the or screen.

Note The of each term populates by default, though you

can adjust it as needed.

Best

Practice

When a calendar has multiple terms, the of one

term should be immediately followed by the of the

next term, even if the next day falls on a weekend.

For example, if the first term’s is Friday, November

25, the of the second term should be Saturday,

November 26.

6. Click .

Calendar Days After you create the Calendar ID, Calendar Master, Calendar Detail, and Calendar

Terms, you must create Calendar Days. Each Calendar Day is individually defined and

has an assigned Bell Schedule, specifies the periods that meet that day, and allows

you to select whether or not the day counts as a school day. If the Entity is using Day

Rotation for scheduling, each Calendar Day is assigned to a day of the rotation.

The area includes options to , , and

. Under the hyperlink, you’ll find four utilities that allow you to

perform the following tasks:

Generate Calendar Days

Assign Day Bell Schedule

Mass Change Calendar Days

Mass Delete Calendar Days



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Note You must run the Generate Calendar Days Utility to make the other

three utilities available for use.

Generating Calendar Days The Generate Calendar Days Utility automatically generates all days from the

Calendar Master Start Date to the End Date. You can configure the utility to exclude

weekend days.

To generate Calendar Days:




4. Click and click .

5. Configure the screen (Figure 5). Table 7 describes

each option on this screen.

6. Click .

Figure 5 - Calendar Day Generation screen



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Option Description

Predetermined by the Calendar ID and the Calendar

School Year for which you are generating calendar

days.

Days of the week for which the utility generates

calendar days.

Example: When you create a calendar for students

that attend classes on Monday, Wednesday and

Friday, select the check boxes that correspond to

those days.

Enter a value of to indicate that school is in session

for the calendar day. Enter a value of to indicate a

non-school day.

A day on which students attend classes for half of the

day still counts as a school day for the Washington

State requirement of 180 school days. Therefore, even

a half-day has a value of .

Do not use partial day values in this area. The

Attendance Truancy Report will not be accurate.

The Bell Schedule that is assigned to the day or

Calendar Day. Each day or Calendar Day can be

assigned a different Bell Schedule as needed.

The maximum number of periods per day, as defined

in the Calendar Master. Once you have generated the

calendar days, you can individually edit any days that

meet for less than the maximum number of periods.

Specifies which periods meet on the selected day of

the week. For example, if only periods 1, 3 and 5 meet

on Monday, you would select only those periods for

Monday when generating Calendar Days.

You do not need to configure values for ,

since they are not used in attendance calculations for

Washington State districts.



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Option Description

Select to specify and dates.

Select to generate calendar days based

on the dates in the and boxes on

the screen (Student

Management\ Office\AT Setup\CO\CC).

Overwrites values for existing calendar days.

Changes a group of non-school days to school days

by changing from to . This option is only

available when you select the

check box.

Table 7 - Calendar Day Generation options

Adding a Single Calendar Day After you create the calendar and run the Generate Calendar Days Utility, you must

modify the value to accurately reflect the attendance days of the school

year. A day with a value of is a school day; a day with a value of

is a non-school day (not a weekend day) that falls between the first day of school

and the last day of school.

You can edit Calendar Days one at a time or, in the case of consecutive days off, you

can change a range of days.

The area allows you to manage a single day. When you view the

area, a total of eleven dates are displayed: today’s date (bolded), five

days prior to today, and five days after. You can edit or delete any of these dates by

clicking the corresponding hyperlink. If you click the

hyperlink, you can view additional dates.

The hyperlink is useful when you add a day to the calendar that was not

included in the original generation of days, such as a snow makeup day.

To add a single Calendar Day:






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4. Click the hyperlink to the right of .

Note You can also delete an individual day by expanding

and clicking next to the day to be deleted.



6. Click .

Figure 6 - Add Calendar Day screen

Option Description

Predetermined by the Calendar Description and the

Calendar School Year under which you are accessing

Calendar Detail.

The date of the Calendar Day to be added. This field is not

available when editing a Calendar Day.

Enter “1” to indicate that the Calendar Day is a school day.

This is the only value that should be entered when adding

a day.

The maximum periods per day, as determined on the

Calendar Master.

Allows you to enter freeform text that may be used, for

example, to indicate why the day is being added.

Example: “Snow Day Makeup for Feb. 8.”



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Option Description



Washington State.

Allows you to select the Bell Schedule that applies to the

Calendar Day.

When selected, this option indicates that Zero Period

meets on the Calendar Day. This option is only available if

is selected on the Calendar Master.



Washington State.

Allows you to select the periods that meet on the

Calendar Day.

This option is used in conjunction with the

for Special Education students. When selected, the day is

not included in the 15 business day calculation for

meeting evaluation consent requirements for Special

Education students.

To learn more about the Special Education module, see

the WSIPC Guide to Special Education.

Table 8 - Add Calendar Day options

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Special Education.pdf



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Editing or Deleting Calendar Days The most efficient way to edit or delete Calendar Days is from the

screen (Figure 7).

To edit or delete Calendar Days from the screen:




4. Click next to .

5. Select a Calendar Day.

6. Do one or both of the following:

To edit a Calendar Day, click , configure the

screen, and click .

To delete a Calendar Day, click and then click .

Figure 7 - View All Days screen



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Adding an Event to a Calendar Day An Event is a notation on a specific Calendar Day that denotes special occasions,

such as snow days or teacher conferences. To add Events, you must first configure

Event Codes. To learn how to configure Event Codes, see “Event Codes” (page 19).

To add an Event to a Calendar Day:




4. Click next to .

5. Expand the date to which you want to add an Event.

6. Click .

Note You can also edit or delete an Event that was added to

Calendar Day by expanding the area and clicking

or next to the Event.


8. Click .

Note A Calendar Day may have more than one Event associated

with it. However, an Event Code can be attached only once to

a Calendar Day.

Users with the proper Security level can create a new Event

Code when they click the hyperlink on the

screen.



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Assign Day Bell Schedule Utility If an Entity operates on different Bell Schedules for different days of the week, you

can use the Assign Day Bell Schedule Utility to make changes after Calendar Days

have been generated.

To run the Assign Day Bell Schedule Utility:




4. Click to the right of , and click

.



6. Click .



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Figure 8 - Assign Day Bell Schedules screen

Option Description

The values in these fields are predetermined by the

Calendar ID and the Calendar School Year under which

you are accessing Calendar Detail.

Specifies a date range to which the Bell Schedule

applies.

Bell Schedule for each day of the week.

Table 9 - Assign Day Bell Schedule options



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Mass Change Calendar Days Utility This utility is useful if you need to make a range of continuous days

non-instructional. For example, Spring break is five consecutive school days, but they

are non-instructional. You cannot use this utility to change multiple days that are not

consecutive.

To run the Mass Change Calendar Days Utility:




4. Click to the right of and click

.


Note This is the same screen that appears when you initially create

Calendar Days. For details about this screen and a description

of the available options, see “Generating Calendar Days”

(page 29).

6. Click .

Mass Delete Calendar Days Utility You can run the Mass Delete Calendar Days Utility to remove multiple days from the

calendar at the same time. This is helpful in situations where Calendar Days that

occur after or before the school year start or end date were generated in error,

because you can use the utility to delete all the incorrect Calendar Days at the same

time.

To run the Mass Delete Calendar Days Utility:






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4. Click to the right of , and click

.

5. Configure the screen. Enter the and

dates to be deleted.

6. Click .

Bell Schedule An Attendance Period Code and its associated Period Times are more commonly

referred to as a Bell Schedule. A Bell Schedule allows you to define when the class

periods in the school day begin and end. For example, you may have a “Regular” Bell

Schedule, which contains Period Times that are applicable for most days of the

school year. You may also have an “Early Release” Bell Schedule, with different Period

Times to accommodate a shorter school day. Bell Schedules can be attached to

individual school days.

To learn more about Bell Schedules, see “Attendance Period Codes” (page 14).

Note The Period Times accessed from the area in the

Calendar Master are the same as the Bell Schedule values located

under Attendance Period Codes.


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Attendance Configuration

The attendance configuration options you select determine the manner in which

attendance information is processed. This section discusses the various configuration

options that are available.

To access attendance configuration:

Go to Student Management\Office\AT Setup\CF.

Entity Year Configuration The area determines how periods of attendance are filled

when entering absence information. The options that can be configured by

Washington State districts are described in the following sections.

The option and

option were created for States that report on student seat time by minutes. Since

school districts in Washington State are not required to report on minutes in this

manner, set both of these options to .

Fill Periods of Attendance Based on Schedule If your Entity schedules students into classes, you may want to select

to ensure that Attendance Records are created only

for those periods in which a student is scheduled into a class. The software

references this option when you enter Attendance Records through the following

areas:

(Student Management\Office\AT\AE)

(Student Management\Office\AT\BS)

tab in Student Profile (Student Management\Students\ST\PR)

Mass Add Attendance for a Single Day Utility

(Student Management\Office\AT Setup\UT\MA)



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Example An Entity has six periods in a day. Some students are scheduled into

only four classes. When

is selected, if a student who is scheduled into four classes is

absent for the entire day, the attendance secretary can use the

period range that covers the entire six periods. An Attendance

Record is created, but only for the four periods the student is

scheduled into.

To enable :

1. Go to Student Management\Office\AT Setup\CF\EY.

2. Select the School Year and click .

3. Select the check box.

4. Click .

Use Required Doctor’s Note Flag Option The option allows you to flag a student who

requires a doctor’s note for each absence. When selected, a

field is added to the student’s tab in Student Profile.

This field has an associated Student Indicator that your Entity can configure to

display on Student Profile as well. To learn more about Student Indicators and how

they are configured, see the “Using Student Indicators” section in the WSIPC Guide to

Advanced Features.

Figure 9 shows the tab in Student Profile and an example of the Student

Indicator that appears when the option is enabled.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Advanced Features.pdf




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Figure 9 - This student is required to submit a doctor’s note, and is identified with the

purple “D” indicator.

To enable :

1. Go to Student Management\Office\AT Setup\CF\EY.

2. Select the School Year and click .

3. Select .

4. Click .

Attendance Letter Setup Attendance Letters are used to notify guardians of poor student attendance. When a

student’s Absence Record meets criteria defined by the district, an Attendance Letter

is generated. Each Entity using Attendance Letters can determine the type of letters

to use. There are three types of Attendance Letters: by Class, by Period and by Totals.

To learn more about Attendance Letters, see “Configuring Attendance Letters”

(page 89).



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Update Types Based on Occurrence If your Entity counts absences of a certain Absence Type and then changes the

Absence Type to something different, you can enable the

option and configure it to run nightly and make these changes

automatically.

Example A high school’s attendance policy is that for every third tardy, a

student receives an unexcused absence. A rule in

is configured that runs for all students in the

high school and changes every third absence that is coded as a tardy

to an unexcused absence.

Note To enable and configure the

option for your district, contact your Information Service Center for

assistance.

Automated Unrecorded Class Attendance

Email The allows you to set up an

automatic email that is sent when a teacher does not submit their attendance. This

feature is useful because it allows you to automate notification to teachers at a

specified time, without interrupting other duties of attendance office personnel.

You must have Attendance Period Times configured to use this option. See

“Attendance Period Codes” (page 14) to learn how to create Attendance Period

Times.

The sends an email to the Primary

Teacher on a Meet for the current day, and for any periods on the previous day for

which an email has not already been sent.



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To configure the :

1. Go to Student Management\Office\AT Setup\CF\AU.



3. Click .

Note A Monitored Task is automatically created when you click

. The task must be configured before the automated

emails can be generated.

4. Continue to “Configuring the Monitored Task” (page 46) and configure the

Monitored Task.

Figure 10 - Automated Unrecorded Class Attendance Email Setup screen



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Option Description

This option must be selected in order to enable the

configuration options on this screen.

Determines how often to send emails to teachers. Select

to send an email each period,

or to send one email per day.

Select individual or multiple periods for the software to

check for unrecorded attendance. Select the check box

next to each period to send an email to teachers with

unrecorded attendance. The for each period

is the time by which you expect attendance to have been

taken, not necessarily the end of the period.

For example, if your policy is for teachers to take

attendance within the first 10 minutes of class, and 1st

period begins at 8:00 a.m., the would be

8:10 a.m.

The number of minutes following the for each

period to send the email.

For example, if the Stop Time is 8:10 a.m., and you give a

five-minute grace period before the software checks for

unrecorded attendance, enter a value of .

Determines who receives the email. You can select

, and/or . allows you to

enter the email address of anyone you want to receive a

copy of the email, such as an attendance secretary. By

sending this email to the attendance secretary, you can

eliminate the need to run the Unrecorded Class

Attendance Report and save the attendance secretary

time.

Sets the priority of the email. The default is High.

Subject line of the email.

Main content of the email. You can enter a generic

statement to inform and remind the teacher to take

attendance.



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Option Description

Determines what information about each class is

included in the email. Available fields are:

Table 10 - Options on the Automated Unrecorded Class Attendance Email Setup screen

Configuring the Monitored Task After you set up the Automated Unrecorded Class Attendance Email, you must

configure the Monitored Task to indicate the in minutes for which the

software should check for unrecorded class attendance.

To configure the Monitored Task:

1. Go to Product Setup\System Administration\PQ\MT.

2. Select the task.

3. Click .

4. In the box, enter a value and make any other necessary

changes.

5. Click .



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District Attendance Configuration The area contains one option:

When this option is enabled, attendance is stored in a new table (STUDENT-ATND-

PERIOD) in addition to where it is currently stored. The new table stores each period’s

attendance individually, instead of storing attendance for an entire day. You can use

the additional Period Attendance Records for Crystal reporting.

Note The additional table and records that are created will not affect

attendance entry, regular Attendance Reports, or State Reporting.

Tip To populate this new table for attendance that has already been

entered, you can run the Populate Period Attendance Storage Utility.

To learn more about this utility, see “Populate Period Attendance

Storage” (page 209).


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Entering Attendance

This section explains the six different methods that office personnel can use to take

attendance. These methods can vary according to business practice and personal

preference.

Entry by Date

Entry by Student

Parent Entered Requests

Entry by Class or Activity

Device Entry

Student Demographics (Student Profile or Student Browse)

Attendance Entry by Date The attendance entry method of is typically used by the attendance

office to add or modify attendance information for a specific date.

Attendance entered by the office cannot be overwritten by a teacher through

Educator Access Plus. However, the teacher can see attendance information entered

by the office. For example, if a student goes home sick after second period, and the

office marks the student absent for the rest of the day, the third period teacher is

able to see the absence in Educator Access Plus.

If, for some reason, a student is marked absent by the office but is present in class,

the teacher cannot correct it. This discrepancy must be reconciled with office

personnel.

Adding Attendance through Entry by Date Attendance can be added, edited, or deleted in the area. The

attendance information that appears in this area is based on the applied Filter

Option. There are two pre-defined Filter Options: and

. shows all absences for all years, from the most recent

date to oldest date. shows absences for the current date only.

Customized filters can also be created to modify existing attendance information for

a specific date. Creating a filter with a specific date displays all students who have

attendance information for that date.

Entering Attendance


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To add attendance through :

1. Go to Student Management\Office\AT\AE.

2. Click .

3. Select the student.

4. Configure the area of the screen



To enter attendance information for another student, click

.

If you have finished entering attendance, click .

Note The area at the bottom of the screen shows

existing attendance for the selected student when

is selected.

Figure 11 - Attendance to Add area of the Entry by Date screen

Entering Attendance


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Option Description

The periods that the absence spans. For example, if the

student missed 1st through 3rd period, enter “1” and “3.”

The Absence Type to be assigned to the absence.

The Absence Reason to be assigned to the absence.

The date of the student’s absence.

If the student’s absence is for a range of days, use the

to indicate the last date in the range. The

defaults to the same value as the ,

indicating that the absence is for a single day only.

The Attendance Periods that are configured for the

Entity are displayed as column labels that correspond to

the fields directly below each Period.

The number of column labels on the screen represents

the maximum number of periods available for that

Entity.

When you have made selections for ,

, and , the

values for are automatically filled based on

your selections.

You can also manually enter values for for

each period.

Freeform comment to be attached to the Absence

Record being created.

Indicates whether or not the parent or guardian was

notified of the absence.

Displays Attendance Records for the selected student for

the current school year.

Table 11 - Entry by Date screen options

Entering Attendance


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Editing Attendance through Entry by Date You may need to edit an Attendance Record for the following reasons:

A student’s Attendance Record shows an unexcused absence that was

entered by a teacher, but the absence is now excused because the parent

called the attendance office to excuse it.

A student was initially marked as absent all day, but then checked in, which

requires some periods of absence to be removed.

A student was initially marked absent, but came into class later in the period,

so the absence must be updated to tardy.

To edit attendance through :



3. Click .

4. Configure the area of the screen.

5. Click .

Note If you are editing or updating Attendance Records for multiple

students, click and follow the steps in “Adding

Attendance through Entry by Date” (page 48). This saves time

because you can click to select additional

students without having to go back and forth through multiple

screens.

Entering Attendance


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Deleting Attendance by Date From time to time, you may find it necessary to delete an Attendance Record for a

student. You can delete records that were created in error, or records that were

entered in advance of a student’s planned absence that does not happen. For

example, if a student has prearranged absences for a family vacation that have been

entered, but the student’s family decides not to go on the vacation, the pre-entered

absences must be deleted.

To delete Attendance by date:



3. Click . The following message appears:

“Are you sure you wish to delete this record [date, student last name]?”

4. Click .

Configuring User Entry Defaults You can configure default values to be used when entering or modifying Attendance

Records. These User Entry Defaults are specific to your user account, and can save

you time when working with students’ Attendance Records. If the default values do

not apply to the current record you are adding or editing, you can make any

necessary changes to the individual record before saving.

Note You can configure User Entry Defaults from either the

or area. The default values you configure are

applied to all areas in which attendance is entered.

To configure :


2. Click .



4. Click .

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Figure 12 - User Entry Defaults screen

Option Description

Default values you configure on this screen are used

when you edit an existing Attendance Record.

When editing an existing Attendance Record, the

defaults you configure are applied only to existing

periods within the range specified in

.

When editing an existing Attendance Record, the

defaults you configure are applied to all periods within

the range specified in .

When adding a new Attendance Record, the default

values you have configured are assigned to the record

automatically.

When adding a new Attendance Record, the values

entered on the Attendance Record you most recently

added are assigned to the new Attendance Record.

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Option Description

When editing or adding an Attendance Record, phone

numbers that are marked as are displayed

in the area of the

screen.

When an Attendance Record is added or edited, this

option displays an “Update Confirmed” message that

lists the student’s name and dates for which attendance

was updated.

Default Absence Type Code to be used.

Default Absence Reason Code to be used.

Designates which periods are populated with the default

Absence Type and/or Reason Codes.

Adds the freeform comment on every Attendance

Record created with the defaults you configure.

Table 12 - User Entry Defaults options

Configuring User Entry Ranges You can configure User Entry Ranges to help select students more quickly when

entering Attendance Records. When you have configured User Entry Ranges, only the

students that fall within the specified range are available for selection when adding

an Attendance Record.

To configure User Entry Ranges:


2. Click .


4. Click .

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Attendance Entry by Student You can use the attendance entry method of when you want to

add, edit, or delete attendance information for individual students. When you use

, you can view all dates for which the selected student has

Attendance Records.

Adding Attendance Using Entry by Student You can enter Attendance Records for a single student from the

area.

To enter attendance using :

1. Go to Student Management\Office\AT\BS.


3. Click .


(Figure 13). Table 13 describes the options for adding Attendance Records

through this screen.


To add another Attendance Record, click .

If you have finished adding Attendance Records, click .

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Figure 13 - Entry by Student screen

Option Description

The periods that the absence spans. For example, if the

student missed first through sixth period, enter “1” and

“6.”

The Absence Type to be assigned to the absence.

The Absence Reason to be assigned to the absence.

The date of the student’s absence.

If the student’s absence is for a range of days, use the

to indicate the last date in the range. The

defaults to the same value as the ,

indicating that the absence is for a single day only.

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Option Description

The Attendance Periods that are configured for the

Entity are displayed as column labels that correspond to

the fields directly below each Period.

The number of column labels on the screen represents

the maximum number of periods available for that

Entity.

When you have made selections for ,

, and , the

values for are automatically filled based on

your selections.

You can also manually enter values for for

each period.

Freeform comment to be attached to the Absence

Record being created.

Indicates whether or not the parent/guardian was

notified of the absence.

Displays Attendance Records for the selected student for

the current school year.

Table 13 - Entry by Student screen options

Editing Attendance Using Entry by Student You may find it necessary to edit a student’s existing Attendance Records for any

number of reasons. For example, if a student was absent yesterday and marked

Unexcused, returns to class today with a note from his or her guardian excusing the

absence, the Attendance Record must be updated from Unexcused to Excused.

To edit attendance using :


2. Expand the student’s record.

3. Expand the area.

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4. Click to the left of the record to be modified.


(Figure 13 on page 56). Table 13 (page 57) describes the options in this area.

6. Click .

Note If you are editing or updating attendance for multiple dates, click

and follow the steps in “Adding Attendance Using

Entry by Student” (page 48). This saves time because you can click

to enter an additional Attendance Record for

the student without having to go back and forth through multiple

screens.

Deleting Attendance Using Entry by Student You may need to delete an Attendance Record if it was entered in error, or a student

attends school on a date that was previously arranged as an absence.

To delete attendance using :


2. Expand the student’s record.

3. Expand the

4. Click to the left of the Attendance Record to be removed. The

following message appears:

“Are you sure you want to delete [date] for student [student’s Alphakey]?”

5. Click .

Additional Features in Entry by Student You can access several additional features from the area that are

helpful when working with students’ Attendance Records.

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Letters

You can click to view a list of Attendance Letters that have been sent for the

student for the current school year. Depending on how the Attendance Letters were

generated, you may be able to view the student’s individual Attendance Letters from

this area. To learn more about Attendance Letters, see “Attendance Letters”

(page 89).

Totals

You can click and select parameters to view the student’s attendance totals for

the current school year. Figure 14 shows an example of the screen for a

student when parameters have been selected and has been clicked. Table 14

describes each of these options.

Figure 14 - Attendance by Student – Totals screen showing an example of what is

displayed after clicking Run

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Option Description

Sets the date range for which attendance totals will be

calculated.

Defines which totals will appear on the screen. You

may have to scroll down to view Membership

information in the area.

If a period or quarter does not have any absences,

selecting this option allows that information to be

displayed on the screen.

Absence Type Codes to be included that have a

Category of Excused.


Category of Unexcused.


Category of Tardy.


Category of Other.

To display the totals based on the parameters you

have selected, click .

Table 14 - Options on the Totals screen

Notes

The button shows all of the attendance-related notes that appear in

the area for that student. You can add, modify, or delete

attendance-related notes from this area. The number of attendance-related notes

appears in parentheses on the button. To learn more about Notes and how

they are used, see the “Working with Student Notes” section in the WSIPC Guide to

Student Demographics and Families.



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Hall Pass

You can generate Hall Passes from the area of the Attendance

module, as well as other areas of the software where you add or edit Attendance

Records. These passes are typically printed by the attendance office when a student

checks in and needs to return to class. The Hall Pass serves to inform the teacher that

the student has been to the attendance office before coming to class.

To generate a Hall Pass:


2. Select a student.

3. Click .

4. Configure the screen (Figure 15). Table 15 describes each option on

this screen.

5. Click or .

Figure 15 - You can generate a Hall Pass for a student who has visited the attendance

office.

Option Description

Prints the name of the issuer (as entered) on the Hall Pass.

Note: Hall Passes are also available in other areas of the

software, such as the Health module. When you make

changes to the field, this field is changed for

Hall Passes in other areas of the software as well.

Defines the type of Hall Pass.

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Option Description

When the is set to , you can

select an of either or

.

The type of paper you select defines how the Hall Pass is

formatted for printing. If you are using a receipt printer,

select . Otherwise, select .

If there is an Absence Type associated with the student’s

current time out of class, it is printed on the Hall Pass.

The length of time, in minutes, for which the Hall Pass is

valid.

Table 15 - Options on the Hall Pass screen

Suspension and Expulsion Records

A student’s Suspension and Expulsion Records are displayed through the

button. These records are created when a discipline offense resulting in a suspension

or expulsion is added, and can be created and managed from the Attendance

area as well. If Suspension or Expulsion Records exist, they appear in the

list. To learn how to manage Suspension and Expulsion Records, see the “Adding an

Action” section in the WSIPC Guide to Discipline.

Processing Parent Entered Requests Guardians can submit absence notifications to their students’ schools electronically

through Family Access. Attendance office personnel must use the

option, available on the and screens, to

process absence notifications entered in this manner.

The option is available only when Family Access is

configured to allow guardians to submit absence notifications. To learn how to

configure this functionality in Family Access, see the “Configuring General

Information Applications” section in the WSIPC Guide to Family and Student Access

Administration and Management.

When guardians enter absence notifications through Family Access, they select the

start and end time of their student’s absence. In order to ensure that this accurately

reflects the periods in which the student is absent, Attendance Period Codes must be

properly configured. To learn how to configure Attendance Period Codes, see

“Attendance Period Codes” (page 14).

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Discipline.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Family and Student Access Administration and Management.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Family and Student Access Administration and Management.pdf

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Absence notifications submitted by a parent or guardian must be processed as

Parent Entered Requests before the attendance information appears on the student’s

record. Parent Entered Request submissions should be reviewed daily by attendance

office personnel to ensure that student Attendance Records are kept up to date.

There are four predefined filters available on the screen.

When viewing absence notifications submitted by guardians, select the appropriate

filter to ensure that you see all applicable requests.

To process Parent Entered Requests:

1. Go to Student Management\Office\AT\BS or AE.

2. Click .

3. In the box, select .

4. Click .

Note A student may have multiple requests awaiting approval. If a

parent or guardian submits a request that spans three days, it

is displayed as a single request. If a parent or guardian

submits one request for each date, three pending requests

appear.

5. Review the Attendance Record(s) displayed in the

area on the screen (Figure 16) and

make modifications as needed. Table 16 describes the available options on

the screen.

6. After reviewing the information and making appropriate edits, click .

The following message appears:

“Are you sure you wish to update the student’s attendance with this request?”

7. Click .

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Figure 16 - Processing a Parent Notification absence request

Option or Area Description

shows any comment entered on the

request by the parent or guardian. When the request is

processed, the is added to the

student’s Attendance Record as the .

provides a free-form area to enter a

comment in response to the parent or guardian.

Shows the Attendance Record that will be entered for

the student, based on the times that the parent or

guardian entered in Family Access. You can modify the

record by clicking , or remove the record by clicking

.

Adds the Attendance Record to the student with the

details shown.

Table 16 - Options on the Parent Notification screen

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Entry by Class or Activity The attendance entry method allows you to enter

attendance for all students in a class or activity at once. You can also use

to take 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. You can enter attendance for all members of the selected class or

activity, or for individual students in the selected class or activity.

When you access the screen (Figure 17), the screen is

divided into three sections: ,

, and , which shows the students

in the selected class or activity.

To enter attendance by Class or Activity:

1. Go to one of the following:

Student Management\Office\AT\BC.

Student Management\Office\AT\AE.


each of the options on this screen.

Figure 17 - Attendance by Class or Activity screen

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Option Description

Date of the Attendance Record to be added to the

selected students.

Controls how students are made available for

selection when adding an Attendance Record. For

example, if you select an , the students that

participate in that activity are displayed in the

area of

the screen for selection.

Allows you to include or exclude dropped or

non-enrolled students.

Displays the previous , , or .

The wording on this option is dependent on what

you have chosen for .

Displays the next , , or . The

wording on this option is dependent on what you

have chosen for

The teacher, room, period, and days for the selected

class.

These read-only fields appear only when you have

selected .

The Absence Type Code to be attached to the

Attendance Record you are adding to students.

The Absence Reason Code to be attached to the

Attendance Record you are adding to students.

Indicates whether or not the parent or guardian has

been notified of the absence.

Free-form comment of up to 30 characters that is

attached to the Attendance Record you are adding.

Overwrites any existing Attendance Records for

students that fit in the selected range, with the

values you enter on the

screen.

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Option Description

Adds an Attendance Record with the parameters

you have selected, to all students you have selected

by using either the individual selection options or

Removes Attendance Records with the parameters

you have selected, from all students you have

selected by using either the individual selection

options or

Caution: If a student has a pre-existing

Attendance Record with the same and

that you have selected in the

area of this screen, and that student has been

selected, when you

the pre-existing record for that

student is deleted.

Table 17 - Options on Entry by Class or Activity screen

Using Device Entry The Device Entry method of attendance entry typically employs the use of a wand,

scanner, or key entry from a paper attendance collection document, such as a

Simulated Scan sheet (Sim Scan). You can also configure and use a kiosk computer in

a classroom to allow students to enter their own tardies (Tardy Kiosk).

Creating and Managing Simulated Scans A Simulated Scan, commonly referred to as a Sim Scan, is a document printed by the

office and distributed to teachers. The Sim Scan allows teachers to take attendance

on paper and submit it to the attendance office for later 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 Assignments module.

To create and manage Sim Scans:

Go to Student Management\Office\AT\DE\SC.

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There are five different types of actions (tasks) that you can perform when working

with Sim Scans. Each action is initiated from the screen (Figure 18).

Table 18 describes the areas on this screen and the available options.

Figure 18 - You can select from the available options on the Simulated Scan screen.

AREA PURPOSE OF AREA

Contains basic information about the Sim Scan.


List of current, available batches of scan sheets.


Allows you to select an action to perform with the

Sim Scan batch or sheets.

Options in this Area Description of Options

Create and print a new batch of Sim Scans. To learn

more about this option, see “Create or Print a New

Batch” (page 70).

Recreate or print a batch of Sim Scans that already

exist. To learn more about this option, see “Recreate

or Print an Existing Batch” (page 72).

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Reprint individual sheets for a selected teacher or the

entire batch. To learn more about this option, see

“Reprint Existing Sheets” (page 73).

Helps you to quickly access the batches that are

currently being used, and delete those no longer

needed. Most schools keep their batches for two to

three weeks. To learn more about this option, see

“Delete a Batch” (page 75).

Attendance office can enter attendance by key entry.

To learn more about entering attendance by key

entry, see “Key Entry of Sheets (Entering Attendance

from Sim Scan Sheets)” (page 76).


Allows you to define the parameters to be used when

printing Sim Scans.


Determines which period of attendance appears in

the Previous Attendance section of the Sim Scan.

Previous Week’s Attendance cannot be suppressed.

When selected, a column is included for non-school

days.

Example: If this option is selected during the week of

Thanksgiving, when school is not in session on

Thursday and Friday, those two days would be

included on the document.

Prints the student’s grade level next to his or her

name.

Prints a line for the teacher or person completing the

document to sign or initial.

Table 18 - Simulated Scan screen options

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Create or Print a New Batch

Teachers can use Sim Scan sheets to take attendance on a formatted attendance

sheet and then submit it to the attendance office for entry. These documents can be

used by substitute teachers to record student absences or tardiness, or when

teachers have technical difficulties with their classroom computer.

To create or print a new batch of Sim Scan sheets:

1. Go to Student Management\Office\AT\DE\SC.

2. In the area, select .

3. Configure the area (Figure 18 on page 68). Table 18

(page 69) describes the available options in this area.

4. Click .

5. Type dates in the and boxes.

Note The and represent the first

and last day on the sheets. Sim Scans span one week only.

The should always be the Monday of the

week, even if it is not an attendance date.

and are based on the

value. The 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

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 if there is a

school vacation in the middle of the one-week period.

6. Click .

7. In the area, use ranges to restrict which Courses Sim Scans

print for.

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To make sort selections, in the area click and

make desired sort selections or change existing ones. When you have

finished, click to return to the screen.

If sort selections do not need to be made or updated, skip to

step 9.

Tip Many schools prefer that the Sim Scan sheets be sorted in

alphabetical order by teacher last name and then by period

so that it is easier to distribute the sheets to teacher. If you

don’t configure sort criteria, the document sorts by the

Course Code.

9. Click to save your ranges and sort options, and generate the Sim Scan

sheets.

Note Clicking does not generate the Sim Scans for the date

range entered. However, it does add the batch to the

list.

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.

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. Attendance for the previous week is

displayed on the right side of the sheet. If you select , it appears

at the bottom right of the sheet.

The document number listed in the top left area of the sheet (Figure 19) is specific to

this sheet of this Sim Scan batch. The use of the document number and numbers that

appear to the left of the student name are discussed in the following section.

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Figure 19 - Example of Sim Scan sheet, noting the document number

Recreate or Print an Existing Batch

This option changes the associated with each sheet, rendering the

previous document number invalid.

Use the option when the initial creation of 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.

Caution After a batch has been created and the sheets have been 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.

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To append new Sim Scan documents using :


2. In the area, select the batch to be recreated and click

.

3. Click .



To make sort selections, in the area, click and

make desired sort selections or change existing ones. When you have

finished, click to return to the screen.

If sort selections do not need to be made or updated, skip to step 6.

Caution If you do not select a sort, the documents are sorted by the

Course Code. If you prefer them to be in alphabetical order

by teachers’ last name and then by period, you must set this

sort.

6. Click .

7. Click .

Reprint Existing Sheets

You can reprint individual Sim Scan sheets for a selected teacher or the entire batch.

Reprinting existing sheets maintains the integrity and validity of the

associated with each sheet. This option is useful when sheets have been lost or

damaged. It does not add to the batch.

The list of documents in this area is sorted by teacher Alphakey. You can re-sort the

list from ascending to descending by clicking the header.

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To reprint existing Sim Scan sheets:


2. In the area, select the batch to reprint.

3. Select ( ).

4. Click .

5. Select the check box for each form to reprint on the

screen (Figure 20). Table 19 describes the options on this screen.

6. Click .

When using the ( ) feature, the resulting documents

are sorted by teacher, in alphabetical order according to Course Code.

Figure 20 - Reprint Existing Sheets (Same Data) from the Document Selection screen

Option Description

Includes all documents in the batch for reprinting.

Clears all documents in the batch from selection.

Includes all documents to be reprinted for the selected

teacher.

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Option Description

Clears from selection all documents for the selected

teacher.

Starting Document # and Ending Document # to be

printed or not printed.

When only some documents have been included to be

printed, this option shows only the items to be

included.

Appears when is

selected. It reverts back to displaying all documents

without clearing any previously selected items.

Table 19 - Options on the Document Selection screen when reprinting existing sheets

(same data)

Delete a Batch

It is not necessary to keep the Sim Scan batches after attendance has been entered

for the date range on the sheets, or the dates have passed. It is only necessary to

keep three weeks of Sim Scans: the previous week, the current week, and the

following week. This helps you quickly access batches that are currently being used.

Consider deleting a Sim Scan batch if:

You want to clean up the area.

The batch was created incorrectly, and cannot be adjusted using the

options.

Caution Use caution when deleting a batch. Deleting a batch renders

the document numbers invalid. As a result, the Sim Scan

document can’t be used for quick entry, and attendance

information must be entered using another method.

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To delete a Sim Scan batch:


2. In the area, select the batch to be removed.

3. Select and click . The following message appears:

“This will delete the selected batch. Click to confirm.”

4. Click .

Key Entry of Sheets (Entering Attendance from Sim Scan Sheets)

After the Sim Scan Sheets are created, distributed to teachers, and returned to the

office with the daily attendance information marked on them, the attendance

secretary can enter the data into the software. An Absence Type is required when

entering attendance in this manner, 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 a 10-key pad.

This method of entry cannot be used to make modifications to existing attendance. It

is for the entry of new Attendance Records only.

To enter attendance information from Sim Scan documents:


2. In the area, select the batch.

Note The Available Scan Sheets are sorted oldest to newest. You

can click the header to reverse the order.

3. Select and click .

4. Verify whether the

option should be selected and change if necessary.

Note When selected, this option carries attendance entered for

one period of a multiple period class to all periods.

5. If necessary, update the .

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6. Enter the document number in the box. You do not

need to enter leading zeroes.

Note The document number is located in upper left area of the

Sim Scan sheet. See Figure 19 (page 72) for an example.

7. In the area of the screen, enter the Absence Type Code in

the box.

8. In the area of the screen, enter an Absence Reason Code in

the field. This field is optional.

9. For each absent student, type the corresponding two-digit number (next to

the student’s name) in the box and then press

the key on your keyboard.

Tip To learn how to set Absence Type defaults, see “Setting

Absence Type Defaults” (page 79).

Note A Sim Scan sheet can show up to 50 students. A class with

more than 50 students has more than one Sim Scan sheet.

For example, a Band class with 132 students has three Sim

Scan sheets. Each sheet has its own unique document

number and the students are numbed 01 to 50 on pages 1

and 2, and the students on page three are numbered 01-32

for a total of 132 students.

10. Repeat step 9 until all student attendance from the Sim Scan sheet has been

entered.

Note If the document number entered has no students marked

absent, a message appears asking, “Is this an intentional

perfect class attendance entry?” To leave this document

number as not processed, click . To record the document

as having been processed, click .

This information is used when running the Unrecorded Class

Attendance Report and setting the option to

either or . To learn more about this report, see

“Unrecorded Class Attendance” (page 150).

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11. In the box, enter the next document number to be

processed. See “Sim Scan Key Entry of Sheets Shortcuts” (page 78) for

shortcuts that can be used with Sim Scan Key Entry.

12. Repeat steps 9 through 11 until all documents have been processed.

13. When all documents have been processed, click .

Tip To prevent data entry errors, you may wish to process all

absences on the Sim Scan sheets first and set aside sheets

with tardies on them.

When all absences have been entered, process the tardies by

changing the Absence Type. If there are classes that meet

multiple periods, clear the

check box so that the

Tardy is not applied to the other periods.

Sim Scan Key Entry of Sheets Shortcuts

There are several keyboard shortcuts that you can use to speed up the data entry

process when entering attendance from Sim Scan sheets. To use a keyboard shortcut,

type the keyboard shortcut into the field and press

the key on your keyboard. Table 20 contains a list of available keyboard

shortcuts.

Keyboard

Shortcut

Action

Moves the cursor to the field so you

can enter the number for the next document to be worked

with.

Moves the cursor to the field so you can

enter the next date for which you will enter attendance.

Saves your entries and closes the

screen.

Table 20 - The keyboard shortcuts available when entering attendance from Sim Scan

sheets

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Clearing All Entries on a Sim Scan Sheet

If you find that you have entered the wrong information, use the button to

remove all entries made to the current sheet. Once you move to the next sheet, the

button cannot be used to clear information from the previous sheet.

Setting Absence Type Defaults

In Step 9 of the above procedure, you entered the Absence Type Code to be applied

to Attendance Records. The first time you use Sim Scan Key Entry, type the most

common Absence Type in this field and click . This causes the Absence

Type you most commonly use to automatically appear each time you enter this

screen. The most commonly used Absence Type Code for Sim Scans is U or

Unexcused, because the source of the Absence Record is the teacher, and the

absence information has not yet been verified.

Wanding You can use Wanding to enter attendance by scanning a student’s barcode. For

example, an Entity may have barcodes printed on the back of student ID cards so

that office personnel can scan the ID card to check students in and out.

When scanning the barcode or manually entering the student’s ID, the software

checks the student in or out of the period associated with the current time of day, as

defined by the Period Times. To learn more about Period Times, see “Attendance

Period Codes” (page 14). This method enters attendance only for the period

indicated. It does not accommodate entering attendance for a range of periods or

dates.

Using the Tardy Kiosk You can use the Tardy Kiosk to allow students to check in when they are late to class.

For example, a lecture hall may have a computer at the entrance that serves as the

Tardy Kiosk. If students arrive late to class, they check in using the Tardy Kiosk. When

they do so, an Attendance Record is added for the student with an Attendance Code

that you have specified.

Configuring the Tardy Kiosk

You must configure the Tardy Kiosk before students can use it. When you configure

the Tardy Kiosk, select the type of ID number students will use to identify themselves,

the Absence Type Code that is assigned to Attendance Records created by Tardy

Kiosk, and how the number of minutes that students are late is to be calculated.

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To configure the Tardy Kiosk:

1. Go to Student Management\Office\AT\DE Setup\CF\TK.



3. Click .

Figure 21 - The Tardy Kiosk Configuration screen allows you to define how the tardy

Attendance Record is entered.

Option Description

Determines which ID students will enter when using

the Tardy Kiosk.

Assigned to the Attendance Record that is created

when students use the Tardy Kiosk.

Assigned to the Attendance Record that is created

when students use the Tardy Kiosk.

Determines whether attendance is being created for

the current period or for a specific period.

Determines which times should be used when

calculating the number of minutes that the student is

tardy.

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Option Description

The associated with the Attendance Record

appears on the screen as part of the tooltip on the

student’s tab in Student Profile. It also

appears as a view only field on the

and screens in the Attendance module.

Determines what information prints on the Tardy Slip

that students print out from the Tardy Kiosk.

Allows you to select fields and the order they will print

on the Tardy Slip. Selecting one of the ten

fields allows you to enter user-defined text that

will print on the Tardy Slip. If no text is entered, a

blank line prints on the Tardy Slip.

This option is only available for selection if the

of is selected.

Table 21 - Options on the Tardy Kiosk Configuration screen

Accessing the Tardy Kiosk Interface Screen

In order for students to use the Tardy Kiosk, you must first access the

screen and make it available for students to then enter their Tardies. The

screen opens in a separate window and does not allow

students any other access to Skyward’s School Management System.

To access the screen:

1. Go to Student Management\Office\AT\DE\TK.

2. Click .

Caution If you have multiple windows open, only the window that you use to

access the Tardy Kiosk is closed.

When you access the Tardy Kiosk, be sure to close any other

windows that you may have open to prevent students from being

able to access any part of the software other than the Tardy Kiosk.

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Allowing Students to Enter Tardies Using the Tardy Kiosk

When you access the screen, it is opened in a new window and

the existing window you are working in is closed.

To allow students to enter Tardies using the Tardy Kiosk:

1. On the screen, the student enters his or her ID number

in the box.

2. The student presses the key on the keyboard. The screen refreshes and

the student’s information appears (Figure 22).

3. The student clicks .

4. The student clicks to remove the his or her information from

the screen. The screen is now ready for the next

student.

Figure 22 - The Tardy Kiosk Interface screen showing a student’s information

Understanding Device Entry Codes There are three types of Codes available in Device Entry: Attendance Form Lists,

Scanner Lists, and Scanner and Form Lists. These Codes are intended for use by other

states and are not used by Washington State. Do not make any changes to Device

Entry Codes.

Using Device Entry Utilities The two utilities available for use in conjunction with Device Entry are described

below.

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Clone Scanner Forms Year to Year

This utility was created for another state and is not used in Washington State.

Sim Scan forms do not need to be cloned from one year to another.

Do not use this utility.

Create Bar Codes by Period/Class for Students

You can use the Create Bar Codes by Period/Class for Students Utility to print

barcodes for students in a class, range of classes, or by Processing List. Lists of

student barcodes are commonly used by librarians when checking out books for an

entire class or group of students.

To run the Create Bar Codes by Period/Class for Students Utility:

1. Go to Student Management\Office\AT\DE Setup\UT\CB.

2. Click .



4. Click .

Figure 23 - Barcode Report Ranges screen

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Option Description

Identifies how classes to process are selected.

Determines whether to use the Other ID or

Student ID when generating student barcodes.

Identifies the type of page break that should be

used for the report.

When this option is not selected, the barcodes are

padded as necessary to make them all the same

length.

If your barcode scanner is unable to read the

barcodes on the report, select this option and

reprint the report.

Table 22 - Options on the Barcode Report Ranges screen

Taking Attendance Using Student

Demographics It is sometimes more efficient to enter and edit attendance through Student

Demographics rather than in the Attendance module. This section describes how to

manage attendance information in Student Demographics from either the Student

Profile or Student Browse.

Taking Attendance in Student Profile When viewing or entering attendance through Student Profile (Student

Management\Students\ST\PR), you can use the to show or

. The option shows absence information for a

student for all years that they are enrolled in the Entity you are accessing the student

from.

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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 for must be selected).

The process of adding, editing, and deleting an Attendance Record from Student

Profile is identical to the process described in “Attendance Entry by Student”

(page 54).

Taking Attendance in Student Browse The area of the Student Browse (Student Management\Students\ST\BR)

allows you to view Entity-specific attendance information. You select the

check box to show attendance information for the current year, or clear

this check box to display all Attendance Records.

Similar to Student Profile, viewing attendance information from the Student Browse

from within an Entity limits the data displayed to that Entity. Viewing attendance

from Entity 000 allows you to view a student’s Attendance Records for all Entities in

the district when you clear the check box.

The process of adding, editing and deleting an Absence Record from the Student

Browse is identical to the process described in “Attendance Entry by Student”

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Managing Attendance History

Attendance History shows historical attendance information by school year for a

selected student, if the Update Attendance History YTD Totals Utility was run for that

school year prior to Year End. Current year attendance is also summarized in

Attendance History if the Update Attendance History YTD Totals Utility has been run

for the current school year.

You can access Attendance History in the following areas:

Attendance History

Student Profile

Student Browse

When you view an Attendance History Record by year, you can expand the record to

view attendance information summarized by Term for that school year.

Adding an Attendance History Record You can add an Attendance History Record if the Update Attendance History YTD

Totals Utility was not run before Student Year End was processed. To learn more

about this utility, see “Update Attendance History YTD Totals” (page 194). Some

Entities may choose to add an Attendance History Record when a student transfers

from another district. You can also edit and delete existing Attendance History

Records.

To add an Attendance History Record:


Go to Student Management\Office\AT\AH.

a. Expand the student’s record.

b. In the area, click .

Go to Student Management\Students\ST\PR.

a. Click the tab.

b. Click , then click .



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Go to Student Management\Students\ST\ST.

a. Expand the student’s record.

b. Click .

c. In the area header, click .

2. Configure the screen (Figure 24).

Table 23 describes many of the options on this screen.

3. Click .

Figure 24 - Student Attendance History Maintenance screen

Option Description

Entity in which this Attendance History occurred.

School year in which the absences occurred.

Student’s current graduation year.

Student’s grade during the school year selected.



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Option Description

The number of days the student was enrolled and a Current

Year Member for the school year selected. To learn more

about Current Year Membership, see the “Entity Tab”

section in the WSIPC Guide to Student Demographics and

Families.

The total number of days that a student could be in

attendance for the term based on their enrollment dates.

Number of days the student was absent with a Category of

Excused for each term.


Unexcused for each term.


Other for each term.

Number of periods the student was tardy for each term.

Table 23 - Options on the Student Attendance History Maintenance screen




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Attendance Letters

Attendance Letters are used to notify guardians of students’ poor attendance. You

can generate Attendance Letters when a student’s Absence Record meets criteria

defined by your district.

Configuring Attendance Letters Before you can generate Attendance Letters, you must first set up the Attendance

Letter and determine thresholds, Attendance Types, and Date Ranges to use.

Attendance Letter Setup The first step is to configure Attendance Letters. The configuration for Attendance

Letters is Entity-specific.

To set up Attendance Letters for an Entity:

1. Go to Student Management\Office\AT Setup\CF\AL.

2. Select the desired Entity and click .

3. In the area, select the check box for at least

one Attendance Letter Type. To determine which Attendance Letter Types you

should use, see the Letter Type descriptions in “Thresholds” below.

4. Click .

Note Selecting the option

limits the attendance detail printed

to the minimum number of absences required to justify the

letter.

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Thresholds A Threshold defines the number of absences (the threshold), the Letter Type (Class,

Period, Total) and the Term Type (Term, Semester, Year, Date Range) required for the

student to receive an attendance letter.

You must create Thresholds for every combination of number of absences, Letter

Type, and Term Type for which you want to generate Attendance Letters. For

example, you can have a Class threshold of five absences in a semester and another

Class threshold of 10 absences in a semester.

However, a student can qualify for a letter at a specific Threshold with a Term Type of

Term, Semester or Year only once during that timeframe. For example, if a student

has already received a letter for the Threshold of five absences in a semester, they do

not receive an additional letter if they are absent five more times during the same

semester. To generate more than one letter for a threshold, you must use a Term

Type of .

To add or edit a Threshold:

1. Go to Student Management\Office\AT\AL Setup\CO\TH.


To add a Threshold, click .

To edit a Threshold, select it, then click .



4. Click .

Note You can also delete Thresholds from this area. However, you cannot

delete a Threshold that has been used to send out Attendance

Letters.

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Figure 25 - Thresholds Maintenance screen

Option Description

Defines the number of individual classes a student must miss before

receiving a letter. For example, if a Class threshold were set at five, a

student would have to miss the same class five times before

receiving a letter.

This option is useful when you need to notify a guardian that their

student has met a specific number of absences in a class. This

looks at absences in a specific class regardless of where that

class falls in the student’s schedule. It is commonly used in

secondary Entities for loss of credit notifications.

Defines the number of individual periods a student must miss before

receiving a letter. For example, if the Period threshold is set at five, a

student would have to miss the same period (for example, their third

period) five times before receiving a letter.

This option is useful if you need to notify a guardian that their

student has a specific number of absences during a period,

regardless of what class is scheduled into that period. This Letter

Type does not consider what class meets during a period.

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Option Description

Defines either the total number of times a student misses any

period, or the total number of days a student misses.

This option is useful if you need to identify total absences or tardies.

The absences can be reported as total periods missed or total days

missed. This Letter Type is commonly used in the Total Days missed

format to identify unexcused absences that qualify for filing Becca

Truancy petitions.

For example, if the Total threshold is set to five, a student must miss

a total of any five periods (not necessarily the same period or same

day) before receiving a letter, or the student must miss a total of five

days before receiving a letter.

Length of time during which the Threshold must occur. Available

selections are , , , and .

The time frame for and are defined in the Class

Control Set dates (Student Management\Office\CS\

BC Setup\CO\CL).

The time frame for is defined in the Calendar Master (Student

Management\Office\AT Setup\CO\CC).

The of is user defined.

Quantity of absences. Attendance Letters uses the word “threshold”

in two different ways. As noted above, it can refer to the various

elements that cause an Attendance Letter to be generated. When

the word is used in this capacity in this Guide, it is capitalized

(Threshold). The word threshold is also used to define the number of

absences that help make up a Threshold. When the word is used in

this capacity in this Guide, it is lowercase (threshold).

Describes this Threshold.

Table 24 - Options on the Thresholds Maintenance screen

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Letter Attendance Type Codes Letter Attendance Type Codes are user-defined groups of Absence Type Codes that

are used in conjunction with a Threshold to generate an Attendance Letter. Letter

Attendance Types are configured by Letter Type (Class, Period, and Total). You can

create as many Letter Attendance Type Codes for each Letter Type as necessary. You

can create as many Letter Attendance Type Codes as needed to accommodate every

combination of Absence Type Codes for which you want to generate letters.

A Letter Attendance Type Code defines the type or types of absences you want to

include in the criterion. For example, you only want Unexcused absences or you want

both Unexcused and Excused absences.

To add or edit a Letter Attendance Type Code:

1. Go to Student Management\Office\AT\AL Setup\CO\LT.


To add a new Letter Attendance Type Code, click .

To edit an existing Letter Attendance Type Code, select the Letter

Attendance Type Code and click .


Table 25 describes each option on this screen.

4. Click .

Note You can also delete Letter Attendance Type Codes from this area.

However, you cannot delete a Letter Attendance Type Code that has

been used to send out Attendance Letters.

Figure 26 - Letter Attendance Type Maintenance screen

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Option Description

- Defines the number of individual classes a

student must miss before receiving a letter.

- Defines the number of individual periods a

student must miss before receiving a letter.

- Useful if you need to identify total absences or

tardies. The absences can be reported as total periods

missed or total days missed.

A unique identifier that is used to represent the Letter

Attendance Type Code.

Description for this Letter Attendance Type Code.

Only available when the is .

(Threshold) processes letters using standard

logic. This is the recommended selection.

The option was created for

another state and is not intended for use by

Washington State districts. Do not use this option.

Defines the Absence Type Codes to be included in this

group.

Table 25 - Options on the Letter Attendance Type Maintenance screen

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Date Ranges In order to create a Threshold with a Term Type of , you must create a

date range parameter. A Term Type of allows you to create a time range

with a fixed or variable start and end date.

Unlike the Term Types of , and , when you create the Term Type

of , you have the option to repeat a threshold.

Note Term Types of , and already defined in the

software.

The time frame for and are defined in the

dates (Student Management\Office\CS\

BC Setup\CO\CL).

The time frame for is defined in the Calendar Master (Student

Management\Office\AT Setup\CO\CC).

To add a Date Range:

1. Go to Student Management\Office\AT\AL Setup\CO\DR.

2. Click .



4. Click .

Figure 27 - Date Ranges Maintenance screen

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Option Description

Alphanumeric code of up to three characters used to

identify this date range.

Do not use a Date Range Code that is the same as that

assigned to a Term Definition. For example, if a Term

Definition’s code is “YR” for Year, do not use “YR” for

the .

Provides a short and long description of the Date

Range.

Selecting allows you to enter a specific start date

for the Date Range.

Selecting allows you to use a

flexible start date.

Selecting allows you to set a specific end date.

Selecting allows you to use a

flexible end date.

Allows a student to receive multiple letters for a

Threshold using this Date Range, when new qualifying

Attendance Records exist and the is

.

Table 26 - Date Ranges Maintenance options

Note In some Attendance Reports, the Variable Date Range option is

called . However, the Attendance Letters

Date Range option is called . Both of these options

use school days and perform the same function.

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To edit a Date Range:


2. Select a Date Range.

3. Click .

4. Configure the screen and click .

Caution If you modify a that has been previously used to send

out Attendance Letters, the template is treated as a new template

and letters are generated for absences that already received a letter.

Therefore, it is not recommended to modify a Date Range once it

has been used to generate letters.

To delete a Date Range:


2. Select the Date Range to be removed.

3. Click .

Caution A that has been used to send out Attendance Letters can

be deleted.

Running Attendance Update When you are ready to generate Attendance Letters, you must run an Attendance

Update using an Update Template that allows you to identify which students are

flagged as having met the selected criteria for Attendance Letters.

When you run an Attendance Update, you must create an Update Template for each

Letter Type, Attendance Type and Term Type combination. Running an Attendance

Update is always the first step in generating Attendance Letters.

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To run an Attendance Update:

1. Go to Student Management\Office\AT\AL\AU.

2. Click to create an Attendance Letter Update template. Create a template

for each Letter Type, Attendance Type and Term Type combination.

3. Configure the screen using one of the following

options:

Figure 28 shows how to configure the screen with as the Letter

Type.

Figure 29 shows how to configure the screen with as the Letter

Type.

Figure 30 shows how to configure it with as the Letter Type.

Table 27 describes each of the options on the

screen.

4. Click .

Note Process an Attendance Update and then generate letters based on

that update before running the update for another Letter Type,

Attendance Type and Term combination.

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Figure 28 - Attendance Letters Update screen – Letter Type of Class

Figure 29 - Attendance Letters Update screen – Letter Type of Period

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Figure 30 - Attendance Letters Update screen – Letter Type of Total

Option Description

Range of students to include in the update. Click to

configure student ranges.

When using the and fields, you can

include or exclude students of a specific age from receiving a

letter. For example, you may not want to send letters to

students under the age of 8 and over 17 years old as of the

date you generate the letters. By entering “8” in the low

field and “17” in the high field, and setting the

to (Today – 0 day), Attendance Letters will not

be generated for students younger than 8 or older than 17.

You can also select or select specific calendars.

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Option Description

Select specific students to include in the Attendance Update,

which generates letters for just the selected students if they

have qualifying absences. Click to make student

selections. The list that appears when you click the

link on the screen includes

calendar information on which you can filter and sort to assist

you in student selection.

Removes existing Update Records from the same Letter Type,

Attendance Type and Term if letters have not been generated.

For example, if an update was run that includes students 18

years of age and you don’t want to send letters to them, you

can select this option to remove Update Records and generate

new Update Records based on the updated Range selections.

Specifies the Letter Type. and letters have

additional update selections.

Letter Attendance Type Code is entered here.

Term, Semester, Year or Date Range associated with the

thresholds to be processed.

Display only of the start and stop dates of the term selected.

Dates that Attendance Letters start and stop identifying

qualifying absences. See “Starting Attendance Date”

(page 103) below this table to learn more about this option.

Defaults to the periods defined for the Entity, but can be

modified as needed.

For example, if periods 0 through 6 are displayed, you can

modify the selection to process one period (5 through 5) or to

exclude zero period (1 through 6).

Informational display of all Thresholds for the and

selected.

When updating attendance, it is not necessary to select a

threshold. All absences are considered for all thresholds

during Attendance Update.

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Option Description

Unique to the Letter Type of . It allows absences in

classes that meet in multiple periods to be counted

individually.

Example: A student is enrolled in an English class that meets

in periods 2 and 3. The student is absent for both periods.

When this option is selected, the absence is counted twice

(once for each period that the English class meets), instead of

once for missing the English class as a whole.

Unique to the Letter Type of .

To count absences by periods, select . This option

counts absences in total by period – not necessarily for the

same period.

To count absences according by full days, select and

enter the number of periods missed that count as a full day’s

absence in

. For example, to count any student

missing four or more periods in a day as a full day absent,

enter “4.”

If you select , Attendance Letters will not look at the

Calendar Details to calculate a full day’s absence.

To use the Calendar Master and Calendar Details to determine

how many missed periods constitute a full day’s absence,

select . To learn more about the

option, see “Attendance Accumulation

- By Days/Calendar Method” (page 103).

Table 27 - Attendance Letters Update screen options

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Starting Attendance Date Use the first day of the selected term as the Starting Attendance Date. This includes

Thresholds that use the of . You can extend the end date out

each time the Attendance Update is run. When the dates are configured in this

manner, the absence counts are cumulative, covering the entire Term.

Example Your Entity sends an Attendance Letter when students have three

absences. A student has one absence in September, one in October,

and one in December. When the Starting Attendance Date is always

the first day of the term, and the End Date is extended each time

letters are generated, the student receives a letter in December. If

you change the start date to October 1, the September absence is no

longer considered for the letter.

Attendance Accumulation - By Date When generating Total Letters by Date (Figure 30 on page 100), Attendance Letters

never uses the Calendar Master or Calendar Details to determine how many missed

periods constitute a full day’s absence. The number entered in

is the value used. Therefore, keep in

mind those students with exception schedules may not qualify.

Example You enter 4 as the Minimum # of periods for an attendance date to

count as one day absent. A student is scheduled into only three

classes per day. This student is absent from all classes for five days,

but never qualifies for an Attendance Letter. This is because the

student never misses the minimum number of periods (4) in a day to

count as one day absent. Therefore, you must manage Attendance

Letters for students with exception schedules outside of Attendance

Letter processing.

Attendance Accumulation - By Days/Calendar

Method If you select the option when

generating Total Letters, Attendance Letters use the Method on the Calendar Master

to calculate a full day’s absence. Using this option allows you to manage Attendance

Letters for students with exception schedules through the Attendance Letter process

if the Method on the Calendar Master is .

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Understanding Attendance Accumulation

Understanding the accumulation calculation is pivotal in understanding why a letter

is or is not generated.

Using the Method of Calendar on the Calendar Master

When the Method on the Calendar Master is set to , a student must miss

the number of periods determined in Calendar Details as a Full Day to be considered

absent for a day.

Using the Method of Schedule on the Calendar Master

When the Method on the Calendar Master is set to , absences are

accumulated regardless of how many periods are determined by the Calendar Details

as a Full Day.

Example A student absent 5 of 6 periods has missed .83 of the day. If the

student is absent 5 of 6 periods on five different days they have

missed 4.15 days (.83 x 5). When running letters for the Threshold of

5 the student would not qualify for a letter because while they

missed the majority of their day on 5 different days, the

accumulation of absences is not 5.0 or greater.

Generating Attendance Letters Now that you’ve run the Attendance Update, you are ready to generate Attendance

Letters. These letters notify parents or guardians of a student’s poor attendance.

Note You can configure an Automated Email (Student

Management\Advanced Features\AE) to be sent to guardians when a

student qualifies for an attendance letter by selecting the E-mail

Event Type of Attendance Letters and the appropriate Letter Type

from the Event That Triggers an Email. To learn how to configure

Automated Emails, refer to the “Using Automated Emails” section in

the WSIPC Guide to Advanced Features.


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Creating Attendance Letter Templates Before you can generate an Attendance Letter, you must create an Attendance Letter

template for each Letter Type, Absence Type and Term Type combination.

To create an Attendance Letter template:

1. Go to Student Management\Office\AT\AL\AL.

2. Click .



4. Click .

5. Repeat steps 2 through 4 until you’ve added a template for each threshold of

the Letter Type, Absence Type and Term Type combination. These should

match the Update Templates.

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Figure 31 - Attendance Letters screen

Option Description

Identifies the Letter Type for the Attendance Letter.

The Letter Attendance Type Code to be used for the

Attendance Letter.

The term for which the Attendance Letter is to be run.

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Option Description

generates new Attendance Letters for students

who have not received a letter and meet the criteria. The

option appears on this screen, and the

option appears if

is selected.

Although you can select these options, they do not recreate

the letters or remove the Letter Sent notification from the

Student Record. To view letters previously sent or to remove

the Letter Sent notification, see “Maintaining Attendance

Letters Sent” (page 123).

Defaults to the periods defined for the Entity. Modify to

match periods used in the Attendance Update Template.

Selecting periods not used in the Attendance Update

Template produces an inaccurate report.

Generates letters and marks the Student Record as . You

may want to run Attendance Letters without selecting this

option to review letters before deciding whether or not to

commit them. You do not receive an additional message

asking if you want to commit the letters.

Prints a detailed report of all absences, including Period,

Absence Type and Absence Reason for every absence that

meets the criterion selected.

Total number of tardies that appear on the Attendance

Letter. However, this is not used in absence calculations. This

option is only available when the is .

Allows you to create your own custom report heading.

Available only when is selected. Enter

your custom report heading text.

Page breaks the Attendance Letters by student / family.

Formats name and address in a format that can be used for

window envelopes.

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Option Description

Prints mailing address if one exists. If no mailing address

exists, the street address prints. Available only when

is selected.

Determines the family or families for which a letter will be

printed.

Saves the letter to the student’s record ( button on

the tab in Student Profile). This option is

available only when

is selected.

Saves the letter to Family Access. This option is available

only when is

selected.

Creates a Custom Attendance Letter from a Custom

Attendance Letter template. To learn how to create a

Custom Attendance Letter, see “Running Attendance Letters”

(page 109).

Creates a Custom Attendance Letter from a Spanish Custom

Attendance Letter template. To learn how to create a

Custom Attendance Letter, see “Running Attendance Letters”

(page 109).

Note: Letter is generated using the selected template when

the Home Language is Spanish and the Translator Language

Code on the Language Code is Spanish.

Creates a comma delimited text file. See “Creating a Mail

Merge File” (page 118) for details on creating the comma

delimited file.

Creates a Discipline Record for students who receive this

Attendance Letter. Use the button to

identify the offense, Action and Action Details for the

student’s Discipline Record. This feature is available only

when is selected.

See “Creating Discipline Records” (page 119) for details.

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Option Description

Creates an Intervention Record in the Response to

Intervention (RTI) module for each student who receives this

Attendance Letter. Use the button to identify

the Intervention Details, including Criteria Type and Group,

Begin and End Date, Referral Person, and Progress

Monitoring Goal. To learn more about the RTI module, see

the WSIPC Guide to Response to Intervention.

Displays the threshold selected in

.

Displays all Thresholds for this Letter Type and Term. An

Attendance Update Template is run once and includes all

Thresholds, but Attendance Letters must be processed for

each Threshold individually.

For example, the Update process may have updated three

different Thresholds, 1, 3, and 5. If you are creating an

Attendance Letter for students who have five absences, you

need to select the Threshold corresponding to five absences.

Table 28 - Options on the Attendance Letters screen

Running Attendance Letters Once the Attendance Letter templates are created, you can select a template and run

Attendance Letters.

To run Attendance Letters:

1. Go to Student Management\Office\AT\AL\AL.

2. Select a template.

3. Click .

Note To edit, delete or clone an Attendance Letter template, go to

Student Management\Office\AT\AL\AL, select the template

and click , or .

When an Attendance Letter is generated for a student, the student’s record is marked

as having received the Attendance Letter.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Response to Intervention.pdf

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You can view information about letters sent to a student in the following areas:

Student Profile tab (Student Management\Students\ST\PR) by

clicking the button.

Student Browse (Student Management\Students\ST\ST) by clicking

next to the area heading in the area.

Note From time to time, a student with qualifying attendance does not

receive an Attendance Letter. This may occur because the

flag on the tab in Student Profile is set to or the

flag on the Family Record is not selected.

Creating a Custom Attendance Letter

Template Custom Attendance Letters are letters sent to guardians that contain attendance

information and any other custom text (such as information about district

Attendance policies). A Custom Attendance Letter template defines exactly what text

the letter contains, what kind of attendance information appears in the letter, and in

what order the information appears.

You can create a template in English and another template in Spanish for each Letter

Type. This allows you to select an English template and a Spanish template when

generating Attendance Letters, which will create a letter in the appropriate language

based on the student’s Home Language.

Note Although the Custom Attendance Letter is intended to replace the

old Mail Merge process, the ability to create a Mail Merge file is still

available. The Mail Merge process is time-consuming and provides

less flexibility than using Custom Attendance Letters. See “Creating a

Mail Merge File” (page 118) to learn more about this process.

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Adding a Custom Attendance Letter Template The first step in creating a Custom Attendance Letter template is to add the template

to the template list.

To add a Custom Attendance Letter template:

1. Go to Student Management\Office\AT\AL Setup\CF\CA.

2. Click .

3. Configure the screen (Figure 32). Table 29 describes the

options on this screen.

4. Click .

Figure 32 - Custom Letter Add screen

Option Description

Defines the number of individual classes a student must

miss before receiving a letter.

Defines the number of individual periods a student

must miss before receiving a letter.

Useful if you need to identify total absences or tardies.

The absences can be reported as total periods missed or total

days missed.

Name that identifies this template.

Recommendation: Custom Attendance Letter templates are

available district-wide. Consider including the Entity, Letter Type,

and Threshold in the name of the template. This information

helps ensure that you select the correct template when

generating Attendance Letters.

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Option Description

Determines whether the Attendance Letter is designed to be

printed in portrait or landscape.

Table 29 - Custom Letter Add options

Typing the Custom Attendance Letter Template

Text After you create a Custom Attendance Letter template, you can add text to the

template.

To type the Custom Attendance Letter template text:


2. Select the Custom Attendance Letter and click .

3. Type the text of your letter on the screen.

4. Add fields as you type your letter. This is explained in the section below.

Adding Fields to the Custom Attendance Letter Template

As you add text to the template, you can add fields that pull information from the

database about the student and the student’s Attendance.

To add fields to the Custom Attendance Letter template:

1. Click the menu in the upper-left corner of the screen.

2. Select from the following Field Groups. A Field Group is a grouping of similar

kinds of fields.

This Field Group contains

demographic information.

- This Field Group contains fields related to

attendance, such as the field and the

field.

This Field Group contains attendance detail based on

the Letter Type selected for the template.

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If you selected or

from the group, select a field from the drop-down list on the

screen, and click .

If you selected from the group, select the

check box for each detail item you want to include, and click .

Note You can switch among groups while adding fields to

your letter.

4. Continue selecting fields until you’ve added all the fields you need.

Tip To delete a field added in error, click on the field and press

the key on your keyboard.

Note Use the formatting toolbar at the top of the screen to modify

text. For example, you can use the toolbar to create italic font

or add a numbered list. To find out what a tool does, pause

your mouse pointer over the tool and read the tool tip.

Use the and menus in the upper-left corner of

the screen as needed. To learn more about using the

menu, see “Using the Table Menu” (page 115).


Click

Click . This option allows you to enter the name of a

student so you can see what your template looks like.

Click

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Figure 33 - Custom Attendance Letter template with fields embedded. For example, the

embedded field “1st Guardian” appears after the salutation.

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Figure 34 - Example of a Custom Attendance Letter. The letter in this example was

generated using the template in Figure 33.

Using the Table Menu

The menu has two options: and . If you add a table

using the Table tool in the toolbar, these options allow you to clone or delete rows in

the table. When you clone a row, the data within that row is cloned to the new row.

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Editing or Deleting a Custom Attendance Letter

Template You may need to edit a Custom Attendance Letter template. For example, you may

need to modify a template because of a change in attendance policy or to correct a

typographical error.

To edit a Custom Attendance Letter template:


2. Select a template and click .

3. Make necessary changes to the template.

4. Click .

You can also delete Custom Attendance Letters templates that are created in error or

are no longer needed.

To delete a Custom Attendance Letter template:



Cloning a Custom Attendance Letter Template There may be times when you want to clone a Custom Attendance Letter template.

For example, you can create a template that contains all the policy requirements and

contact information to include on each letter. You can then clone it to add specifics

for the number of absences or type of absences.

To clone a Custom Attendance Letter Template:



3. Enter a and click .

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4. Modify the new template as needed.

5. Click .

Using a Custom Attendance Letter Template When generating Attendance Letters, you can select the

and/or the options.

This creates Attendance Letters using the selected template rather than using the

default Attendance Letter. Before you can use these options, you must create a

Custom Attendance Letter template. For information about how to do this, see

“Creating a Custom Attendance Letter Template” (page 110).

To use a Custom Attendance Letter template to generate Attendance Letters:

1. While generating Attendance Letters in “Generating Attendance Letters”

(page 104), select .

2. Click next to

.

3. Locate a in the available templates and click .

4. (Optional) To send a Spanish version of the Custom Attendance Letter to

Families with a Home Language of Spanish, do the following:

a. Select

b. Click next to

.

c. Locate the Spanish version of the Custom Attendance Letter and click

.

5. Click or .

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Creating a Mail Merge File Mail Merge combines text you’ve typed in a Word document with attendance-related

data in the software to create a personalized Attendance Letter. This

attendance-related information is contained in a Mail Merge file.

Note You may find that a Custom Attendance Letter is much easier to use

than a Mail Merge File. See “Running Attendance Letters”

(page 109) and “Creating a Custom Attendance Letter Template”

(page 110) for details about this feature.

To create a Mail Merge file:

1. While generating Attendance Letters in “Generating Attendance Letters”

(page 104), select the check box.

2. Click .

3. Set the to .

4. Select (optional, but

recommended).

5. Select (optional).

6. Select up to four fields to include customized text in the

file.

7. In the column, select the check box for fields you want to include in

the Mail Merge file.

8. Click .

When you generate Attendance Letters, the fields you selected are used to create a

comma delimited text file. You can view this file from

(Student Management\Office\AT\AL\AL). You must save the file to your computer

before you can use it to merge the information into a Word document.

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Creating Discipline Records During Attendance Letter generation, you can configure the software to create a

Discipline Record for each generated letter.

Properly generated Discipline Records are recognized by the Truancy Programs and

Petitions Report as interventions you have taken in compliance with Becca laws to

reduce unexcused absences. This is the main reason you would create Discipline

Records when generating Attendance Letters. Discipline Records can also help

Attendance staff provide administrators with reports on disciplinary actions taken

due to attendance issues.

To create a Discipline Record that is recognized as a Becca intervention, use QN as

the Offense or Action Code. To learn more about Q Codes used by the Truancy

Programs and Petitions Report and the State Reimbursement for Truancy Petitions,

see “Attendance-Related State Reports” (page 182), or refer to SkyDoc for additional

information.

To create Discipline Records:

1. While generating Attendance Letters in the process described above, select

.

Note is

available only when the

check box is selected.

2. Click .

3. Enter the Offense. To create a Discipline Record for Unexcused absences that

is recognized by the Truancy Programs and Petitions Report, do one of the

following:

Type “QN” as the Offense Code without entering an Action Code.

Type the truancy or attendance-related Offense Code used by your

district and type “QN” as the Action Code.

4. Configure the .

Note Select to create a

dynamic that you do not have to update each

time you generate Attendance Letters.

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5. Enter a comment such as “Discipline Record created through Attendance

Letters” to describe how this record was created.

6. When you have finished selecting any other desired options, click .

7. A message appears. Do one of the

following:

Click to enter Discipline Action and/or Action Detail Records and

continue to step 8.

Click No and skip to step 12 if you do not want to enter Discipline

Action and/or Action Detail Records.

8. Confirm that is selected.

9. Enter the .

10. Configure the .

Note Select to create a

dynamic that you do not have to update each

time you generate Attendance Letters.

11. Make other selections as desired, and click .

12. Continue creating or updating the Attendance Letter template, and run the

Attendance Letters Utility.

When Attendance Letters have been generated from this Attendance Letter template,

the letters are marked as Sent. A Discipline Record using the parameters you selected

is created for each student receiving the letter. You can view the Discipline Record on

the student’s tab in:

Student Profile (Student Management\ Students\ST\PR\Discipline tab)

Student Browse (Student Management\Students\ST\ST\Discipline browse

detail)

Discipline (Student Management\Office\DI\BO or Student Management\

Office\DI\BS)

To learn more about creating Discipline Records, see the “Adding a Discipline

Record” section in the WSIPC Guide to Discipline.


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Running the Attendance Letter Summary

Report The Attendance Letter Summary Report provides you with Attendance Letter

information for a specific Letter Type, Attendance Type, and Term based on the date

the letter was sent out and the Thresholds selected.

To run the Attendance Letter Summary Report:

1. Go to Student Management\Office\AT\AL\RE.

2. Select .

3. Click .


Table 30 describes the options used on this screen.

5. Click or .

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Figure 35 - The Attendance Letter Summary Report screen

Option Description

Year in which the letters were generated.

Letter Type to report on.

Attendance Type for the Letter Type.

Term Type for the Letter Type.

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Option Description

Date or date range when the Attendance Letters

were generated.

Date letter was sent out does not reflect the date the

letter was mailed. It is the date the letter was

generated.

Low and high Threshold values to include in the

report. The Thresholds available are displayed in

Available Thresholds for this Term Type.

User-defined report heading.

Available only when is selected.

Enter user-defined text for report heading.

Displays all Thresholds for this Letter Type and Term.

Sorts available are Advisor, Discipline Officer, Grad

Year and Homeroom Teacher. The

button appears when the is set to .

Periods to be included. Only for the Letter

Type.

Table 30 - Options on the Attendance Letter Summary Report screen

Maintaining Attendance Letters Sent The Maintain Attendance Letters Sent Utility allows you to delete an Attendance

Letter Sent Record on students for a particular school year, date and Letter Type

( , or ).

From a list of Attendance Letters, you can choose to delete a single Attendance

Letter Sent Record or delete a group of Attendance Letters Sent Records. This

process removes the Attendance Letter Sent Record from the student’s profile

(Student Management\Students\ST\PR\Attendance tab\Letters).

Even though the Attendance Letter Sent Record is deleted, the Attendance Letter for

the student can be viewed through the area (Student

Management\Office\AT\AL\LB).

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To view a list of students who received an notification:

1. Go to Student Management\Office\AT\AL Setup\UT\LS.

2. Click .


4. Click .

The students who have received letters meeting the specified criteria are

displayed on the screen (Figure 37).


To delete one Attendance Letter Sent notification, select the student

Attendance Letter Record from the list, and click

. A message asks whether you’re sure you want to

delete the selected attendance letter. Click .

To delete all Attendance Letter Sent notifications, click

on the list. A message asks whether you’re

sure you want to delete all Attendance Letters. Click .

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Figure 36 - Maintain Attendance Letters Sent screen

Figure 37 - Attendance Letters screen generated from the Maintain Attendance Letters

Sent Utility

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Cloning Attendance Letters Setup Attendance Letters are Entity-specific. If you want to use the same Attendance Letter

templates across the district, you may find it helpful to set them up in one Entity and

then clone each component to other Entities. Cloning the Attendance Letters setup is

also helpful when preparing for a new school year.

To clone Attendance Letters setup:

1. Go to Student Management\Office\AT\AL Setup\UT\CA.

2. Click .

3. Configure the screen by selecting check

boxes in the area (Figure 38). Table 31 describes each option

in this area.

4. In the column, select the check box for Entities you want to clone to.

5. Click or .

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Figure 38 - Clone Attendance Letters Setup screen

AREA DESCRIPTION OF AREA

You can use the various options in this area to select the areas

of Attendance Letters to be cloned, such as Thresholds or

Date Ranges. When selecting areas, you can select all items in

the area or individual items in the area.

The following areas are available to be cloned from one Entity

to another:

Thresholds

Letter Attendance Types

Date Ranges

Attendance Letters Update Templates

Attendance Letters Templates

Schedule Letter Tasks

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Options in this

Area

Description of Options in this Area

Select to overwrite existing information with the area to clone.

This is useful if the setup has changed, and you want to copy

the changes to other Entities.

Table 31 - Options on the Clone Attendance Letters Setup screen

Mass Purging Attendance Letter Batches The Mass Purge Attendance Letter Batches Utility deletes Attendance Letters from

the area. You can run this utility if Attendance Letters were

sent in error, or if you want to free up space in your database.

Note Purging Attendance Letter Batches removes the Attendance Letters

from the database. Once you purge Attendance Letters, you can no

longer view them.

Caution Be aware of the retention schedules for Washington State, as well as

your district’s retention timelines to determine which records to keep

for auditing purposes and which records you can purge.

To run the Mass Purge Attendance Letter Batches Utility:

1. Go to Student Management\Office\AT\AL Setup\UT\PB.

2. Click .


Table 32 describes the options on this screen.


If you are purging Attendance Letter Batches because letters were

sent in error, select This also purges

notifications.

If you are purging the Attendance Letter Batches to free up space in

your database, do not select , so that

notifications remain intact.

5. Click .

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6. Click .

7. The report shows all Attendance Letter Batches found based on the Utility

ranges you selected. To exclude Letter Batches from processing, select the

record, and click .

8. Click .


Click to cancel.

Click to delete the records. The following message

appears:

“By clicking OK the update process will be run, making permanent

changes that cannot be undone! The update process will be run on

the Print Queue and the status can be viewed there. Are you sure you

want to run the update?”

Click .

Figure 39 - Mass Purge Attendance Letter Batches screen

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Option Description

Year in which the letters were generated.

Letter Type to report on.

Attendance Type selected for the Letter Type.

Term value for the Letter Type.

Term Dates associated with the Term Type.

Date the Letters were generated.

Low and High Threshold values to include in the

report. The Thresholds available are displayed in

Available Thresholds for this Term Type.

Deletes any record that the letter was sent to the

student.

Caution: Select this option only if you are

cleaning up Attendance Letter Batches that were

created in error.

Shows all Thresholds for this Letter Type and Term.

Table 32 - Options on the Mass Purge Attendance Letter Batches Utility screen

Using the Schedule Letters Process The feature is an automated process that allows you to determine

when to run the Attendance Letter processes. You determine when the process runs

and then set the update and letter parameters. The results can be emailed to one or

more email address. You must create a scheduled task for each Letter Type and

Threshold combination.

To use the Schedule Letters process:

1. Go to Student Management\Office\AT\AL\SL.

2. Click to create a process to schedule Attendance Update Templates and

Attendance Letters.

3. In the box, enter a name for the task.

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Note This screen is where you determine when the Attendance

Letter process runs. These selections do not impact which

records are processed.

5. Click .

6. Click .

7. If necessary, select the name of your scheduled task in the field at the

top of the screen.

8. Click and configure the screen.

Note The Attendance Update Parameters are similar to those

accessed through Attendance Update (Student

Management\Office\AT\AL\AU). To learn more about

Attendance Update, see “Running Attendance Update”

(page 97).

Tip You can use the box to allow a number of days for

attendance corrections before generating letters.

9. Click .

10. Click .

11. Click and configure the s screen.

Note The Attendance Letter Parameters are exactly the same as

those accessed through Attendance Letters (Student

Management\Office\AT\AL\AL). To learn more about

Attendance Letters, see “Attendance Letters”

(page 89).

12. Click .

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Note You can view Attendance Letters that were generated using

Schedule Letters by going to Student Management\Office\AT\AL\SL,

selecting the desired , and clicking . Letters are

visible in the area for the same length of time that

items remain in your Print Queue.


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Attendance Transaction Tracking

The Attendance module automatically tracks transaction information when

attendance details are added, changed, or deleted. The transaction information that

is tracked includes who made the change as well as the date and time of the change.

You can view and report on any additions or corrections that are made to

Attendance Records by student, Attendance Date, or Transaction Effective Date.

You can generate a report detailing the attendance tracking transaction information.

This report is sorted by student and attendance date. To learn how to run the report,

see “Attendance Transaction Tracking Report” (page 180).

Viewing Attendance Transactions by

Student You can view tracked attendance transactions by student. This allows you to view

changes made to an individual student’s Attendance Record.

To view tracked attendance transactions by student:

1. Go to Student Management\Office\AT\TT.

2. Select .

3. Expand the student’s record to view the dates of tracked attendance

transactions.

4. Expand an individual date to view tracked attendance information for that

date.

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Attendance Date You can view tracked attendance transactions by Attendance Date. This allows you to

view changes made to students’ Attendance Records for a specific absence date.

To view tracked attendance transactions by Attendance Date:


2. Select .

3. Expand the record for the date and student for which you want to view the

tracked attendance transactions.


Transaction Effective Date You can view tracked attendance transactions by Transaction Effective Date. This

allows you to view changes made to students’ Attendance Records on a specific date.

To view tracked attendance transactions by Transaction Effective Date:


2. Select .

3. Expand the record for the Transaction Effective Date and student for which

you want to view the tracked attendance transactions.


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Office Visits

The area of the Attendance module allows you to manage and track

students who are being seen for attendance reasons in the attendance office. You can

enter an office visit using two different methods: and .

You can use to allow students to check in for a visit to the attendance

office, indicate the reason for their visit, and be placed on a waiting list. Office

personnel can enter notes regarding the visit, and students can be released from the

office visit either through or .

You can establish default values for office visits in either or

. Using default values saves time during data entry.

Note You can use touch screen monitors with the office visits feature. To

implement a touch screen monitor, contact your Information Service

Center.

Understanding Reason Codes and

Comment Codes Before you can use the area of the Attendance module, you must create

Reason Codes. Office Visits use Reason Codes to explain why a student is being seen by

the attendance office. For example, you can create a Reason Code for Truancy Intervention

or Excessive Absences. These codes are not the same as the Absence Reason Codes used

when entering Attendance Records.

A Reason Code is required when entering an office visit. Reason Codes can be made

available for all Entities or only selected Entities. When you configure Reason Codes, you

can select whether individual Reason Codes should be accessible by students when they

check in for their office visit.

Note Reason Codes attached to a Current Year Record cannot be deleted.

Comment Codes are predefined comments of up to 30 characters in length, which

can be added to an Office Visit Record. These Comment Codes are helpful when you

would like to standardize commonly-used comments. Comment Codes are optional,

and can be made available for all Entities or only selected Entities.

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Configuring Default Values for Office

Visits You can configure default values for office visits to save time when you are adding

office visits for students. When you configure default values, you can specify the staff

member the students will see during their office visit and the Comment Code that

will be applied to the student’s Office Visit Record.

Default values for office visits are configured from and apply to both

and . Default values are specific to your account, and

are not applied to office visits that are created using .

To configure default values for office visits:

1. Go to Student Management\Office\AT\OV\OV.

2. On the right side of the screen, click .

3. Configure the screen. Table 33 describes the options on this

screen.

4. Click .

Option Description

You must enable this option to apply default values to new

office visits.

The staff member to be assigned to new office visits.

The Comment Code to be assigned to new office visits.

Table 33 - Options on the Default Settings screen

Student Check In for Office Visits The feature is used in conjunction with .

allows students to enter their own names and the reason for the

attendance office visit. Once a student enters information into , his

or her name appears in the list of students displayed in with a status of

. Using saves time for attendance office staff because it

permits students to check themselves in for their office visit.

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Note You can use touch screen monitors with the office visits feature. To

implement a touch screen monitor, contact your Information Service

Center.

To add an office visit using :

1. Go to Student Management\Office\AT\OV\SE.

2. Type the student’s ID number or Alphakey in the box, and

click .

3. Select the reason(s) for the visit.

4. When all reasons have been entered, click .

Note If an incorrect reason is added, select the incorrect reason

and click . To remove all selected reasons,

click .

If the student is not going to be checked in, click

to clear all entries.

Managing Office Visits Using Entry by

Date You can use by itself or in conjunction with . Students

entered using are placed on the waiting list or proceed directly into

the office visit with a staff member. The waiting list is useful when there are several

students in the attendance office at one time, because it helps staff know who needs

to be seen and the order in which students came into the office.

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Adding an Office Visit Using Entry by Date When you add a student’s office visit using , you can select whether to

keep the student in the office and added to the waiting list, or if the student will be

seen immediately and released back to class.

To add a student’s office visit using :


2. Click .




Click .

Click .

Figure 40 - Add Attendance Visit screen

Note If you create an Office Visit Record in error, select the record on the

screen and click , and then click when the

confirmation message appears.

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Option Description

School year in which this visit occurs.

Date of the visit.

Time the student checked into the office. The current time

is entered by default, but can be modified.

Automatically adds the current time to the record when the

student is checked out of the office. If this option is not

selected, the time the student leaves the office must be

manually entered.

The time the student leaves the office. When

is selected, this field is automatically populated. If

is not selected, must be entered

manually.

The student’s Alphakey.

The Alphakey of the counselor seeing the student.

Comment Code for this visit.

Reason(s) for this visit to the attendance office.

Allows you to enter additional information about this office

visit. Once created, a note cannot be edited or deleted.

When adding a note, it can be marked as so that

it is only visible to the person who entered the note.

To learn more about notes, see the “Working with Student

Notes” section in the WSIPC Guide to Student

Demographics and Families.

Table 34 - Options on the Add Attendance Visit screen

Working with a Waiting Student If there is a student listed on the screen with a status of or

, select the student and click . You can then make any necessary changes

to the student’s Office Visit Record and release the student back to class or keep him

or her in the office.



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Updating Attendance To update attendance for the selected student, click the button. This is

helpful if a student is in the attendance office long enough to be considered absent

or late to a class. This button is only available when a student’s status is .

Creating a Hall Pass You can create Hall Passes from the area of Office Visits. These passes

are typically printed by the attendance office when a student checks in and needs to

return to class. The Hall Pass serves to inform the teacher that the student has been

to the attendance office before coming to class.

To create a Hall Pass:


2. Select a student.

3. Click .

4. Configure the screen (to learn more about the available options on

this screen, see Figure 15 and Table 15 on page 61).

5. Click or .

Managing Office Visits Using Entry by

Student Entering Office Visits by Student allows you to track students’ office visit information

without using the Waiting List feature in . The feature

in Office Visits allows you to select a student from a list, and add an office visit

directly to the student you select.

To manage office visits using :

1. Go to Student Management\Office\AT\OV\BS.

2. Locate and expand the student’s record.

3. Click .

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4. Configure the screen (Figure 40 on page 138). To learn

more about the options on the screen, see Table 34 (page 139).


Click

Click .

Attendance Office Visit Report The Attendance Office Visit Report provides information on the students who have

visited the attendance office. It may be run for a specific date or a range of dates.

This report can be run from within an Entity or from Entity 000.

To run the Attendance Office Visit Report:

1. Go to Student Management\Office\AT\OV\RE\OV.


Select the template you want to use and click .

To create a new template, click .

a. Configure the template settings screen. Table 35 describes the

options for the Attendance Office Visit Report. See “Common

Options on Attendance Reports” and Table 36 (page 145) for a

description of the common fields not listed in Table 35.

b. Click .

Option Description/Action

Produces a report of student visits entered by a specific

user.

Enter the date or date range for this Office Visit Report.

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Use to limit the report to a range of times.

Select one of three options:

- Includes all

students who fall within the ,

both with and without an Office Visit within the

.

- Includes only students who

fall within the , with an Office

Visit within the .

- Includes only students

who fall within the , without an

Office Visit within the .

Select or by date of

visit.

Prints the office visit notes marked as Protected.

Protected notes can be printed only by the person who

created the note.

Table 35 - Options for the Attendance Office Visit Report


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Attendance Reports

You can use Attendance Reports to gather and view a variety of information. Some

reports are used on a daily or weekly basis for both individual reporting and group

reporting, and other reports are used during the grading periods or for yearly

statistical reports.

Reports required by Washington State, such as the Attendance Truancy Report, are

also available. Unless otherwise specified, you can run all reports in this section from

the following location:

Student Management\Office\AT\RE\AR.

Common Options on Attendance Reports Many Attendance Reports share common options. You can use these options to

define the range of students or control items to be included on the report. Table 36

provides a list of common options available when running Attendance Reports.


Can be a single selection or a Low/High date range

selection.

Types of attendance to include. At least one

Absence Type must be selected.

Select students in a specific activity and report on

them as a group.

Individual advisor or range of advisors to be

included.

Date for which the report should be run.

Restricts the Attendance Periods included on the

report.

Restricts the calendar included on the report.

Defines whether males, females, or both are

included.

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Restricts the Grad Year/Grade included on the

report.

Individual homeroom or range of homerooms to be

included.

Defines the way in which names are displayed on

the report.

Indicates whether or not the parent or guardian has

been notified. Select , or .

Phone numbers marked as Confidential are printed

on the report, rather than *CONFIDENTIAL*. To

learn more about confidential phone numbers and

how they are used, see the “Family Tab” section in

the WSIPC Guide to Student Demographics and

Families.

Includes demographic data in addition to the

student name.

Prints the student’s home phone.

Restricts the school included on the report.

Verify the school year. This defaults to the current

school year, but may be changed to a previous

school year.

Only students enrolled in the selected Activity are

included on the report.

Select a group of students by common range

parameters.

Select a specific student or group of students not

accommodated by using ranges.

Determine student or range of students based on

student Alphakey.

Determines whether , or are




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Run for a specific date or today minus a specified

number of days.

For example, to process Attendance Records for

today, select this option and enter “0” as the value

in the box.

To process Attendance Records for the previous

day, select this option and enter “1” as the value in

the box.

Table 36 - Description of common fields on Attendance Reports

Daily Reports Daily reports are date-driven. You can run these reports for a specific date, a range of

dates, or the current date less a specified number of school days. Daily reports can

also be run for specific students, with the exception of the Unrecorded Class

Attendance Report and Recorded Class Attendance Report.

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 guardians about attendance information.

Table 37 describes the unique options for the Day Summary Report. For a listing of

the fields on this report that are common to many Attendance Reports, see

“Common Options on Attendance Reports” and Table 36 (page 145).


Limits the Minimum Periods Absent included on the

report as desired. Enter “01” to report only students

who are absent.

Prints one line per student with contact information

and a column for notes.

Includes a count of students by Absence Type Code.

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Includes the long description for the Absence Type

Codes and Absence Reason Codes on the report.

Includes both Guardian 1 and 2 of Family 1.

Includes guardians’ work number as well as home

number on the report.

Select an Absence Type you want to quickly identify

when reviewing the report. The selected Absence

Type will be identified with two asterisks (**).

Includes guardian’s name, based on your selections.

Defines whether all periods and Absence Types are

displayed on the report, or just the periods and

Absence Types that you selected.

Table 37 - Unique options for the Day Summary Report

Period Detail The Period Detail Report produces a detailed list of absence information for a given

date or a selected student, including a period-by-period breakdown of each

student’s scheduled classes and teachers.

Guardian names and work phone numbers are automatically included on the report.

You can also include home phone numbers and confidential home phone numbers

on the printed report.

Table 38 describes the unique option for the Period Detail Report. For a listing of the

fields on this report that are common to many Attendance Reports, see “Common

Options on Attendance Reports” and Table 36 (page 145).


Determines whether all periods in a day or just the

ones that you have selected are included in the report.

Table 38 - Unique option for the Period Detail Report

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Admit Slips You can use the Admit Slips Report to print slips for students who have been absent.

Admit slips contain the Absence Type and Reason Codes for each period that

students were absent, and a place for each of their teachers to sign. Admit slips can

be printed for any school day. Admit Slips are normally printed at the end of the

current day for the next day, but this is determined by your Entity’s business

practices.

Example A student is absent, and the guardian calls the school that day to

excuse the absence. The attendance secretary runs the Admit Slips

Report at the end of the day to generate Admit Slips for all students

who have Excused absences for that day. The next day, the student

comes to the attendance office and is given a printed Admit Slip

from the previous day. The student takes the admit slip to each

teacher to sign, and returns it to the attendance office at the end of

the day to confirm that all teachers have acknowledged the absence.

Table 39 describes the unique option for the Admit Slips Report. For a listing of the




Determines whether all periods in a day or just the

ones that you have selected are included in the

report.

Table 39 - Unique option for Admit Slips

Do Not Admit Slips You can use the Do Not Admit Slips Report to print slips that can be used to notify

teachers that recently absent students should not be admitted to class until they

have reconciled their absence through the attendance office.

Figure 41 is an example of the Do Not Admin Slips. Table 40 describes the unique

options for Do Not Admit Slips. For a listing of the fields on this report that are

common to many Attendance Reports, see “Common Options on Attendance

Reports” and Table 36 (page 145).

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Figure 41 - Example of the Do Not Admit Slip by class


Prints a single slip for each student, regardless of the

number of periods the student was absent.

For example, if the student was absent all six periods of

the day, only one slip is printed for the student, instead

of six.

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Prints teacher name and course information when

printing one slip per student.

The teacher and class information is for the first Absence

Record meeting all criteria. Information for subsequent

periods of absence is not printed. If the student was

absent all six periods of the day and only one slip is

printed, the only teacher and class printed on the slip is

for the first period the student missed.

Creates up to six records per page, sorted by teacher,

class and student, with a page break for each class.

Determines whether to print a Do Not Admit Slip for

every period the student is absent, or only after the very

first period the student has a selected Absence Type.

Example:

A student is marked for periods 1-6 with an Absence

Type of Unexcused, which is the Absence Type

selected.

Selecting

prints a Do Not Admit slip for

each of the six periods of absence. Selecting

prints a Do Not Admit slip for periods 2, 3, 4, 5 and 6.

Allows entry of up to four lines of free-form text. Lines 1

and 2 are pre-populated but can be modified. This text

prints in the upper-left corner of each slip.

Free-form text to indicate when (hour:minute) to send

the student to the office.

Free-form text to indicate when (date) to send the

student to the office.

Free-form text area that you can use, for example, to

indicate the staff member who created the Do Not Admit

Slips, who should see the student, or an area for the slip

to be signed.

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Allows you to preview the Do Not Admit Slips before

printing.

Table 40 - Unique options for Do Not Admit Slips

Unrecorded Class Attendance The Unrecorded Class Attendance Report prints a list of classes for which either

attendance has not been entered through Educator Access Plus, or Sim Scan Sheets

have not been processed. This report is commonly used to determine which teachers

have not entered attendance through Educator Access Plus.

You can set up the Unrecorded Class Attendance Report as a scheduled task. (To

learn how to configure scheduled tasks, see the “My Print Queue” section in the

WSIPC Guide to Skyward’s School Management System.) There are two common

reasons to do this:

To run the report at a specified time each day (such as 10:00 AM) to see

which teachers haven’t taken attendance for first period: Run the report with

set to (zero). Once the report runs, you

can access the Print Queue, find the report, and schedule it as a task. It always

reports on the current date.

To run the report for the previous day, to see which teachers didn’t take

attendance on that day: Run the report with

set to . Once the report runs, you can access the Print Queue, find the

report, and schedule it as a task. It always reports on the previous day.

Note If a class has multiple Meets, only the Primary Teacher is included on

this report.

Table 41 describes the options for the Unrecorded Class Attendance Report. For a

listing of the fields on this report that are common to many Attendance Reports, see



Defines the range of dates to include on the report.


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Use to consistently run for the current date or a specific

number of days prior to the current date. You can use this

option when setting the report up as a scheduled task to run

automatically.

Example: Run the report every morning for the previous day

or every day at a specific time.

First period to be included.

Last period to be included.

Method of attendance entry to be included.

Select to report which teachers have not taken

attendance through Educator Access Plus. This is the most

common selection.

Select to report which Sim Scan sheets have not

been processed.

Select to report on both classroom attendance not

entered and Sim Scan documents.

Includes classes for which no Sim Scan sheet was printed. This

option is only available for selection when the is

set to or .

Table 41 - Unique options for the Unrecorded Class Attendance Report

Recorded Class Attendance The Recorded Class Attendance Report prints information regarding which teachers

have entered attendance through Educator Access Plus. You can run the report for a

specific date, a date range, , a period, or range of

periods. You can also choose whether or not to include Course/Section Details. If you

choose to print Course/Section Details, each class is listed on a separate line. The

report prints each period on a separate page.

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Each page of the report includes the

displayed as the number of classes that took attendance/number of possible classes

followed by the percent that recorded attendance. For example, 18/25 (72%)

represents that 18 out of a possible 25 classes took attendance, or 72%.

Reports by Student The Attendance module also contains a number of reports with data sorted by

student. For example, these reports are used to provide information about a

student’s attendance during a specified grading period or for yearly statistical

purposes.

Monthly/Quarterly Report The Monthly/Quarterly Report calculates the total number of days possible, days

absent, and days present for all of the students, both Active and Inactive, for whom

is set to .

The Monthly/Quarterly Report includes only associated with a

of or . of and indicate that a

student was either late to, or not present in a class, but considered to be present at

school. Therefore, an with a of or is not

included in this report.

Note You can include students’ Tardy counts per Period on the

Monthly/Quarterly Report by selecting in the

box.

In addition to attendance totals, you can include two additional columns on the

report, containing one data element from each group below:

Entry/Withdrawal Dates, Periods Tardy, Membership for One Day and

Free/Reduced lunch status

Federal Race Category, Homeroom or Feeder School

You can also include Average Daily Attendance (ADA) and Average Daily

Membership (ADM) Demographic Summary totals on the report. This option

provides the ADA and ADM value for each student on the report, plus, school-wide

totals by Gender and Race/Ethnicity, Free and Reduced Status, and Special Education.

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There are several sorting and grouping options for this report. To print totals for

selected sort groups, select the check box.

You can clone report templates that you have created for the Monthly/Quarterly

Report to other Entities. This can save time when Entities run the report with the

same or similar options. Select the report template from your list of available

templates and click

Table 42 describes the unique options for the Monthly/Quarterly Report. For a listing

of the fields on this report that are common to many Attendance Reports, see

“Common Options on Attendance Reports” and Table 36 (143).

To learn more about the Monthly/Quarterly Report and values

found on the last page of the report, see “Understanding the Monthly/Quarterly

Report Totals and Grand Total Values” (page 157).

Option Description

– This option is intended for use by another

state and does not apply to Washington State districts,

which do not track minutes in/out. Do not use this

option.

Reports on selected excused and unexcused absences.

– See

”Days Absent Accumulation Methods” (page 157) to

learn about this option.

Defines a feeder school or range of feeder schools to

be included.

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Option Description

Determines whether the report includes students who

live in the district boundary, those who live outside the

district boundary, or both.

means whether a student lives within the

boundary lines for the district or not. Typically, the

Resident District on the student’s Entry/Withdrawal

Record and the Resident flag on General Profile both

reflect whether the student is a resident of the district

they are attending; however, they can differ.

The Resident flag on the sub-tab of the

tab in Student Profile is not used for

Washington State Reporting purposes.

Includes all students if selected. If not selected, click

to select only certain Student Types to

be included.

Includes all schools in the Entity if selected. If not

selected, click to select only certain schools to

be included.

Includes students with any value for Federal Race

and/or Ethnicity. If not selected, click to

select the Federal Races and/or Ethnicity.

Select to print non student-specific

information. This option gives school, Entity or

district-wide total summary information.

Select to print summarized

attendance information for individual students as well

as the school, Entity or district totals.

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Option Description

Available only when the

option is selected.

Select to print all students including those

with perfect attendance.

Select to suppress students

with perfect attendance.

All students are included in the school, Entity or district

totals at the end of the report regardless of whether

they are included in the detail printing options.

Prints detailed, daily absence information. This option

is only available when is

selected.

Includes one of the following additional items on the

printed report:

Membership for One Day

Periods Tardy

EW Dates

Free/Reduced

None

Includes one of the following additional items on the

printed report:

Federal Race Category

Homeroom

None

Feeder School

is most commonly selected for this option, as

administrators frequently ask for the Percent Attended

for a specific date or date range.

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Option Description

Provides the Average Daily Attendance (ADA) and

Average Daily Membership (ADM) value for each

student included in the Detail Report.

In addition, school-wide totals by Gender, Race/

Ethnicity, Free and Reduced Status, and Special

Education are summarized after the Detail Report.

Prints the for each school day included

on the report. The represents the

number of students present on each day.

Prints a legend of Federal Race Codes, providing the

description for the codes found on the Detail Report.

Prints totals for each group of students selected using

the option.

Groups students on the report according to their

school.

Table 42 - Unique options for the Monthly/Quarterly Report

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Days Absent Accumulation Methods

Days Absent Accumulation Methods work in conjunction with calendars that are

using the method on the Calendar Master, with the option

selected.

Best

Practice

Using the method on the Calendar Master provides the

most accurate attendance calculations.

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 four unexcused

periods of absence and three excused periods of absence on a specific day.

If you select the option, the software

reports the Absence Type with the higher period value and makes sure that any

given day is not counted as more than one absence. In the example above, the

student is counted as one day unexcused.

If you select the option, the student

is counted as one day unexcused and a half day excused, even though it is one

Calendar Day.

Understanding the Monthly/Quarterly Report Totals and Grand

Total Values

On the last page of the Monthly/Quarterly Report (Figure 42), you’ll find four lines of

total number of students. Table 42 explains each line.

Figure 42 - Example of the TOTAL #STD values on the last page of the Monthly/

Quarterly Report run in Entity 201 for the entire 2015-2016 school year

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Total Line on

Report Description

Number of students, based on the report ranges, printed

on the Detail Report. Students are printed on the

Monthly/ Quarterly Report if is

selected as the option on the template.

If you run the report with selected as the

option, no student detail is printed on the

report and this Total appears as .

Number of students, based on the report ranges, with

attendance in the Entity, not included in the

total.

If you have a value under the ,

check your ranges to make sure you’re not excluding

students who are assigned to a school or calendar you

didn’t select on your report template.

The number of students who are have more than one set of

Attendance Records included in the report. Duplicates

occur when the student has multiple Entry/Withdrawal

Records within the report ranges. These students are

identified on the Detail Report, if selected, with a plus sign

(+) in front of the name.

The number of students in the Printed, Non-Printed and

+Duplicate lines.

Table 43 - Definitions of the total number of student breakouts on the

Monthly/Quarterly Report

Attendance Graphs Attendance Graphs let you view attendance information in a visual format. You can

create Attendance Graphs for a range of students or for an individual student.

Table 44 describes the unique options for Attendance Graphs. For a listing of the



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Option Description

Includes a range of students on the graph.

Includes a specific student or group of students not


Select one or more activities to be included.

Only students in the selected activities are included in

the graph.

Includes all schools in the Entity. If not selected, click

to select only certain schools.

Includes all calendars in the Entity. If not selected, click

to select specific calendars.

Uses the Absence Type Code (such as E, U, W) as the

descriptor.

Uses the short description of the Absence Type Code

as the descriptor.

Select a style:

Select a reporting value:

Table 44 - Unique options for Attendance Graphs

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Attendance Detail or Summary Report You can run the Attendance Detail or Summary Report for a range of students or for

individual students. The options on this report allow for the creation of a Detail or

Summary Report by Days Missed, by Periods Missed, or by Classes Missed. The

report can also be created with Period totals by Course and/or Attendance Type

Totals by Days.

Table 45 describes the unique options for the Attendance Detail or Summary Report.

For a listing of the fields on this report that are common to many Attendance

Reports, see “Common Options on Attendance Reports” and Table 36 (page 145).


The number of periods a student must be absent to be


Example: of 000 includes students with no

absences. To report on students with at least one absence,

set the low value for to .

Select to print a detailed report.

Prints student’s home address.

Prints student’s mailing address, if one exists, instead of his

or her home address.

Includes student’s entry/withdrawal information on the

report.

Prints detail of student absences by date and period.

Prints the Absence Type and Absence Reason description

rather than just the code. Available only when

is selected.

Causes the software to calculate the percent of each daily

Attendance Record that a student is absent.

Selecting is helpful in

troubleshooting absence count issues.

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Includes any comments for each Absence Record on the

report.

School year header is not displayed on the report.

Displays only the selected Absence Types.

For example, if you select only Unexcused absences to be

included, and a student had both U and E on a single

Absence Record, only the U period would print.

Displays only the selected absence periods.

For example, if you restrict the attendance period range,

only absences that occur during these periods appear on

the report.

Allows you to select the Format Type:

See “Format Types” (page 163) below to learn more about

each type and an example of how they are used.

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Selecting prints a summary at

the end of the report that shows, by course, the total

number of times the student missed the class for each

Absence Type selected, and the total number of periods

that were missed.

Example: A student has 12 excused absences and 19

unexcused absences in their 10th grade Science class. If this

option is selected, the report shows the following for the

student’s attendance in the class: PRDS EXCUSED 12, PRDS

UNEXCUSED 19 and TOTAL PRDS 31.

Selecting prints the total number

of days absent for each selected Absence Type.

This option is available only when is set to

.

Define a heading to be used on the report in place of

“Excused.”

This option is available only when is

selected.

Define a heading to be used on the report in place of

“Unexcused.”


selected.

Prints only classes where the number of absences falls

within the Periods Absent Low and High ranges.

When this option is not selected, dates where the number

of absences falls within the Periods Absent Low and High

ranges will be included without consideration of which

classes the absences are for.

Prints a summary of how many times a student was marked

absent in each period by Absence Type.


selected.

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Prints the number of days absent by each Attendance Type

and the number of School Days included in the date range,

the number of Days Possible, Days Present and Days

Absent. These totals are listed by student and for all

students included on the report.


selected.

Customize the heading that is shown in the shaded bar

across the top of the report.

If used, the text you enter appears on the report above the

report detail.

Specify how the report is grouped, by selecting one of the

following:

Select how the report should be sorted. The default sort is

by student last name.

Prints absence totals for sort options.

Table 45 - Unique options for the Attendance Detail or Summary Report

Format Types

Format Types determine how students’ Attendance is calculated on report; you can

select , , or . Each Format Type is explained

below.

Days Missed

This Format Type reports students who meet the minimum and maximum periods

absent ranges for one day. For example, if the minimum for periods missed is 005

and the option is set to a student appears on the report if

they were absent at least five periods in a day within the date range.

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Classes Missed

This Format Type works like the Days Missed format, but the periods it counts are

those for which the student has a scheduled class. For example, if the minimum for

periods missed is 005 and the option is set to a student

appears on the report if they were absent from a scheduled class at least five times

within the date range, regardless of the period the class is in.

Note To report only classes that have been missed within the Periods

Absent ranges, you must select Count Total Absences by Class.

Periods Missed

This Format Type reports students who meet the minimum and maximum periods

missed in a specific period. For example, if the minimum for periods missed is 005

and the option is set to a student appears on the

report if there are five days within the date ranges where the student missed the

same period.

Teacher/Class Rollbook Report This report is a Vocational Education Rollbook Report showing students by

Vocational course with daily attendance and membership.

Do not use this report. This report was created for use by another state and should

not be used by Washington State districts.

Teacher/Class Summary Report The Teacher/Class Summary Report shows four weeks of attendance for a class. It

lists the students alphabetically by last name and attendance information grouped by

week. The report can be run to include Absence Data that displays daily indicators for

present (+) or absent (-) for each student on each day. The absences are totaled by

Attendance Type for each student. This report can also be run with non-absence data

so you see only the Absence Type Codes on the days a student was absent. The

absences are totaled by Attendance Type for each student. This report can use

scheduling days or attendance days.

Table 46 describes the unique options for the Teacher/Class Summary Report. For a



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Shows four full weeks of attendance, even if the dates

selected in the range do not cover four weeks.

Additional options that define how the report should

be created.

Allows you to use class information to define which

students are included on the report.

Table 46 - Unique options for the Teacher/Class Summary Report

Attendance Membership Report The Attendance Membership Report provides the information needed to determine

school membership for a specific count day. A student is included in the membership

count if the student was enrolled on the value in the box.

This report can be used to get a list of students present on a specific date. It also

shows whether the student was in attendance before the report date and after the

report date.

Table 47 describes the unique options for the Attendance Membership Report. For a




Determines if students who are or are not at their

Default Entity should be counted. If students should

be counted regardless of whether or not they are at

their Default Entity, select .

Selects students based on enrollment percent.

The date on which students who were actively enrolled

Current Year Members should be counted.

Excludes students older than a specific age.

For example, you could use this option if your school

provides special services to students over age 21, but

you do not want to include them in your Membership

counts.

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When is selected, the report

includes students’ names and attendance information.

When is selected, the report includes total

counts of students, broken down by race/ethnicity and

enrollment in Special Education.

When is selected, the report

provides students’ names and their attendance

information as well as total counts of students, broken

down by race/ethnicity and enrollment in Special

Education.

Count Student if: These options work in conjunction with the

to determine if students should be

counted. You must select one of the two available

options.

Only those Absence Type Codes (Student

Management\Office\AT Setup\PS\CO\AT) that have

selected are included. If

this option is not selected, all Absence Type Codes are

included.

Table 47 - Unique options for the Attendance Membership Report

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Consecutive Absences Report The Consecutive Absences Report shows students with one or more periods absent

on consecutive days. A student qualifies as having a “Day” of absence for this report

if they were absent one or more periods in a school day. A student does not need to

be absent for the entire day to qualify for this report.

Table 48 describes the unique options for the Consecutive Absences Report. For a




The date after which absences are no longer counted.

Enter the number of consecutive days in which a

student was absent for at least one period.

The column is automatically populated

with the dates the report will include, once you enter a

.

is view-only. To increase or decrease the

days included, change the value for

.

Table 48 - Unique options for the Consecutive Absences Report

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Absence Occurrence Report You can use the Absence Occurrence Report to obtain a list of students who have a

certain number of absences in the current school year. This report is commonly used

to generate a list of students with perfect attendance. You can also use the Absence

Occurrence Report to compile a list of students who have absences with a specific

Absence Type during a date range of your choice.

Table 49 describes the unique options for the Absence Occurrence Report. For a




Prints totals, by Absence Type, for the Absence Type

Codes you select.

Includes basic demographic data for students on the

report, in addition to students’ names.

Suppresses student Alphakeys on the printed report.

This option is only available for selection when

is selected.

Determines which Absence Types and Absence

Reasons qualify a student for inclusion on the report.

Up to four criteria may be set.

If Absence Reason Codes are not used, or you’d like to

include absences without a Reason Code, you must

select to run this report.

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Determines whether days, periods, or classes absent

are reported. This field works in conjunction with the

values you specify for and

options described below in this table.

Select to report on the number of days a student

was absent during the specified range.

Select to report on the number of periods

missed during the specified range.

Select to report on the number of classes missed

(listed by class) during the specified

range.

Example:

A student is absent for all six periods on five

different days.

When is selected with a of 3, the

student is included on the report since they were

absent for five days within the specified date range.

When is selected, with a of 3, the

student is included on the report since they were

absent for 30 periods (five full days absent, with six

periods per day) within the specified date range.

When is selected, with a of three,

the student is included on the report since they

have 5 class absences (they missed the same class

five times within the specified date range).

Allows you to specify a range of values for the count of

student absences. This option works in conjunction

with the selection you make for (see

above).

To generate a report containing students with perfect

attendance, type “0” in the and

boxes.

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When you configure multiple selection criteria in the

area, you can use these options to

determine whether students should be selected if they

meet any of the criteria you have defined, or all of the

criteria you have defined.

Table 49 - Unique options for the Absence Occurrence Report

Second and Fifth Period Class Report The 2nd and 5th Period Class Report lists all second and fifth period classes for a

specified date, and a count of students enrolled in each class. At the end of the

report, a summary is included that counts the total number of second and fifth

period classes and the number of male and female students in the classes, along with

the total number of students enrolled in classes during those periods.

Comment Report You can use the Comment Report to print all attendance comments attached to

students’ Attendance Records within a date range that you select. You can also print

attendance details, or just attendance dates and comments.

You can use this report to review the comments entered on Student Attendance

Records. It can also be helpful when looking for student-related attendance trends.

For example, if the attendance office enters comments detailing the reason a student

is late to school, this report can be used to review the comments relating to those

late arrivals.

Absence Reason Report You can use the Absence Reason Report to identify students attached to a specific

Absence Reason Code, which is helpful when deleting Absence Reason Codes that

you no longer want to use. The Absence Reason Report allows you to select specific

Absence Reason Codes and see students within a specified date range that have

absences with the Absence Reason Codes you have selected.

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Yearly Summary History You can run the Yearly Summary History Report for a single school year (Figure 43) or

a range of school years (Figure 44). The Yearly Summary History Report includes all

Absence Types, and calculates the total number of the following for each student:

Days present

Days of unexcused absences

Days of excused absences

Days of possible attendance

Days absent for which the Category attached to the Absence Type Code is “Other”

Tardies

Table 50 describes the unique option for the Yearly Summary History Report. For a




Select to exclude students without absences during the

selected school year.

Table 50 - Unique option for the Yearly Summary History

Figure 43 - Example of the Yearly Summary History Report run for a single school year

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Figure 44 - Example of the Yearly Summary History Report run for multiple school years

In/Out Minutes Log Report The In/Out Minutes Log Report prints a record of In/Out Minutes for students within

a date range. If invalid records exist because of missing or blank Attendance Detail

Records, the record is flagged.

Caution This report was created for users in another state that tracks In/Out

Minutes on students’ Attendance Records. Since Washington State

users are not required to track In/Out Minutes, this report may not

provide accurate attendance information.

Accumulative Absences Report You can use the Accumulative Absences Report to see the total number of absences

a student has during a specified date range, either by period or by Absence Code.

You can select specific attendance dates, periods, number of absences, and Absence

Types, which can help you analyze student attendance data.

Table 51 describes the unique options for the Accumulative Absences Report. For a



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When you run the report , it lists each

student with absences, and the number of

accumulated absences for each period during the date

range selected. Figure 45 gives an example of this

report using this option.

When you run the report , it lists each

student on one line with a total number of absences

during the date range selected listed by Absence Type

Code. Figure 46 gives an example of this report using

this option.

Defines the minimum and maximum number of

absences a student must have to be included on the

report.

Select how the data on the report will be sorted. The

items available to sort on depend on whether you have

selected to run the report or

.

If you run the report , and no additional sort

is selected, the report is sorted by student/period.

If you run the report , and no

additional sort is selected, the report is sorted by

student.

Table 51 - Unique options for the Accumulative Absences Report

Figure 45 - Accumulative Absences by Period Report

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Figure 46 - Accumulative Absences by Absence Code Report

Column Report by Student/Date You can run the Column Report by Student/Date to generate an alphabetical list of

students absent on a particular day arranged in columns. The report prints students’

grade level and can print the Absence Type associated with the students’ absence.

If you don’t use the Admit Slips Report, the Column Report by Student/Date is

helpful when students report to the attendance office for an Admit Slip, because it

can serve as a quick reference that allows you to determine whether or not a prior

day’s absence was excused.

Master Absence List Report The Master Absence List Report prints accumulated attendance totals for a range of

dates, attendance detail for a specific date, and flags a student who was absent a

specified number of consecutive days in a given class. You can sort this report by

Teacher, Course/Section, or Period for all students in the class, showing the Absence

Type Code by period, including Total absences and total tardies by period.

Caution This report was created for users in another state and may not

provide accurate attendance information for Washington State users.

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Average Attendance by Term/Period You can run the Average Attendance by Term/Period Report to view the average

attendance per period, for each grade level, from the first day of school (as defined in

the Calendar Master) to the selected end date. It can help you identify the period(s)

in which attendance is the lowest for each grade level, since it shows the percent

attended by period and grade level during the selected date range.

Table 52 describes the options for the Average Attendance by Term/Period Report.



Figure 47 - Sample of the Average Attendance by Term/Period Report ran for 6th grade

students for all of last school year

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The software determines whether the student was

present and countable based on his or her schedule. A

student is counted as present only if he or she

attended a period of a scheduled class in which

attendance is taken.

If students attend periods during the day for which

they have no scheduled class, it is recommended this

option not be selected. Selecting this option activates

the Low/High ranges in this area.

Selecting this option increases report processing

time.

Select specific courses to exclude from this report. For

example, you may want to exclude the Advisory class.

is only available when

is selected.

The last date for which attendance should be included

when running the report. The start date is always the

first day of the current school year.

Table 52 - Options for the Average Attendance by Term/Period Report

Enrollment Report The Enrollment Report is a monthly enrollment report showing, by school, the

number of students in each grade, along with their gender, ethnicity, Federal/State

Race, and Special Education status.

The last page of this report summarizes this information for the entire district.

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Reports by Class Along with daily reports and reports by student, there are also several Attendance

Reports available that are sorted by class.

Teacher/Class Attendance Report The Teacher/Class Attendance Report is often used to help teachers find

discrepancies between student Attendance Records that have been entered into

Skyward’s School Management System and what they have in their paper

gradebooks. When you run this report, you can include students’ daily attendance

details.

Table 53 describes the unique options for the Class/Teacher Attendance Report. For a




Available only when the range is for a

single day. When selected, the absence count includes

the day specified in the range and the

previous five school days as defined in the calendar.

This option cannot be selected in conjunction with

.

Available only when the range is for a

single day. When selected, the report displays the

number of Attendance Records for which a change was

made for a student on the date defined in the

range.

This option cannot be selected in conjunction with

.

Defines how many absences or attendance changes

qualify students for inclusion on this report.

Prints this report by Teacher, Class, Teacher/Period,

Building/Room, or Student.

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Allows absences in classes that meet in multiple

periods to be counted individually.

Example: A student is enrolled in an English class that

meets in periods 2 and 3. The student is absent for

both periods. When this option is selected, the

absence is counted twice (once for each period that

the English class meets), instead of once for missing

the English class as a whole.

Prints the total days possible during the selected date

range.

Includes daily attendance details for students’

absences. When not selected, only total absences are

displayed.

Table 53 - Unique options for the Class/Teacher Attendance Report

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’s advisor is also the classroom teacher. Only one advisor can be assigned to

a student. This report can be produced for either one or two weeks.

Table 54 describes the unique option for the Advisor Attendance Collection Form.




To create Attendance Collection Forms for the next

week (or two) starting with Monday, select

To create Attendance Collection Forms for a specific

date, select and enter the desired date.

Table 54 - Unique option for the Advisor Attendance Collection Form

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Column Report by Grade/Period The Column Report by Grade/Period produces an alphabetical list of all students, by

grade level, who were absent on a specific date. The report is arranged in columns by

grad year, and has a page break for each class period.

Table 55 describes the unique options for the Column Report by Grade/Period. For a




Specifies a range of students by grad year or grade to

include on the report. The range cannot span more

than four grad years.

Prints the total number of times the student has been

marked absent from each period, to the left of the

student’s name.

Prints the number of times the student has been

absent from each period, by Absence Type category.

Prints any existing attendance comments for a student

immediately below the student’s name.

Table 55 - Unique options for the Column Report by Grade/Period

Verification Reports Verification Reports are used to view inconsistencies in attendance. Reports in this

area are sometimes provided for teachers’ use to verify entered attendance

information for their students. You can also use these reports to help identify

questionable attendance patterns.

Teacher Verification Report The Teacher Verification Report may be run for a specific date or a range of dates to

provide a teacher with a report of students who were marked absent during the

selected timeframe. The teacher can then verify class attendance by signing and

dating the report.

Caution This report was created for users in another state and may not

provide accurate attendance information for Washington State users.

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Batch Class Attendance Report If you have used the Batch Class Attendance Utility to add multiple Attendance

Records to a class, you can run the Batch Class Attendance Report. This report shows

Attendance Records created by the Batch Class Attendance Utility.

Attendance Transaction Tracking Report You can run the Attendance Transaction Tracking Report to view any additions or

corrections that are made to an individual student’s Attendance Records.

Table 56 describes the unique options for the Attendance Transaction Tracking

Report. See “Common Options on Attendance Reports” and Table 36 (page 145) for a

description of the common fields not listed below.

Option Description

The date or a range of dates in which a transaction

occurred.

Name of the user who entered or modified the

Attendance Record is included on the report. This

causes the report to print in landscape format to

accommodate the additional text for each record.

Table 56 - Unique options for the Attendance Transaction Tracking Report

Schedule & Enrollment Inconsistencies Report You can run the Schedule & Enrollment Inconsistencies Report to verify that a

student was enrolled in a class on the date of an Attendance Record. It can also be

used to identify inconsistencies in enrollment versus attendance. No corrections are

made when running this report. The report displays inconsistencies which should be

reviewed by the appropriate personnel.

Table 57 describes the unique options for the Schedule & Inconsistencies Report. See

“Common Options on Attendance Reports” and Table 36 (page 145) for a description

of the common fields not listed below.

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Option Description

Identifies attendance for dates and periods in which a

student was not scheduled into a class.

Identifies attendance for dates in which a student was

not a member of the school in which the attendance

was recorded. Membership is determined by school

Enrollment Records.

Table 57 - Unique options for the Schedule & Enrollment Inconsistencies Report

Suspect or Questionable Attendance Report The Suspect or Questionable Attendance Report was created for users in another

state.

This report can be used to identify instances of limited student presence, limited

student absence, or the use of multiple Absence Types for a student on a specific

date.

prints a report of students who are mostly absent,

but who have some periods present that appear suspicious. Suspicious presence

includes instances where the student is present at the beginning of the day but is

shortly thereafter marked Unexcused, present at the end of the day after being

marked Absent, or present for a short amount of time where before and after the

student is Absent. Running this report may help to identify data entry errors related

to student attendance not being recorded.

Example A student is out sick on March 1. The student’s teachers in periods 2,

3, 5 and 6 mark the student absent. The student’s teachers in periods

1 and 4 do not. This student would appear on the report as suspect

presence among absences.

prints a report of students who are mostly

present, but who have some periods absent that appear suspicious. Suspicious

absences include instances where the student is absent for a short amount of time at

the beginning of the day, a short amount of time at the end of the day, or a short

amount of time where before and after the student is present. Running this report

may help to identify attendance data entry errors.

Example A student is present on March 1. The student’s 4th period teacher

marks the student absent. This student would appear on the report

as a suspect absence among presences.

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prints a report of students who have Attendance Records

with one Absence Type for the majority of the day, but who also have one or more

Attendance Records with a different Absence Type during that same timeframe.

Running this report may help identify instances where an incorrect Absence Type has

been applied to a student.

Example A student is suspended on March 1. However, the student has an

Attendance Record on March 1 that indicates they were on a field

trip during 5th period. The Attendance Record for that 5th period

class is suspect or questionable and appears on the report.

Calendar Report You can run the Calendar Report to verify days, events, and details of your Entity’s

calendars. This report is useful in verifying your calendar configuration, such as how

many days are in each term and which periods meet on each Calendar Day. To learn

how to configure the calendar, see “Configuring the Calendar” (page 20).

Attendance-Related State Reports There are two reports under Federal/State Reports (Student Management\Federal/

State Reporting\WA\RE\AR) that contain attendance or attendance-related data: the

Truancy Programs and Petitions Report and the State Reimbursement for Truancy

Petitions Report.

Washington State’s truancy law, known as the Becca Bill, requires the school district

and the juvenile court to take specific actions when youth are truant. To accurately

track and report students’ truancy, the actions taken by the school to reduce the

number of unexcused absences students have, and petitions filed by the district with

the juvenile court, Discipline Offense and Action Records must be entered using

specific “Q” Codes.

For example, if the school files a truancy petition on a student, the petition filing is

tracked by entering an Offense Code of QS or QP in the Discipline module (Student

Management\Office\DI\BS).

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Q Code Definitions In the sections below, the Q Codes are listed with their definition and whether the

Q Code must be entered as an Offense Code or an Action Code, to be reported

correctly on the Truancy Programs and Petitions and State Reimbursement for

Truancy Petitions Reports.

Q Codes Used as Offense Codes or Action Codes

Table 58 shows Q Codes that can be added as Offense Codes or Action Codes.

Code Description

QN Telephone or written notification to parent/guardian after one unexcused

absence

QM Conferences scheduled after two unexcused absences in a month

Table 58 - Q Codes that can be added as Offense Codes or Action Codes

Important To prevent over reporting of QN and QM on the Truancy Programs

and Petitions Report, determine whether your district will add QN

and QM Codes as Offenses or as Actions.

Once a district decision is made, make QN and QM Codes only

available in the code table you decided on. For example, if you

decide to track QN and QM Codes as Offense Codes only, if QN and

QM exist in your Action Code table, edit the codes and set the Status

to Inactive. Inactive Action Codes cannot be selected by users.

Q Codes as Action Codes Only

Table 59 shows Q Codes must be added as Action Codes to be reported..

Code Description

QA Adjusted school program or course assignment

QI Provided more individualized or remedial instruction

QV Provided appropriated vocation courses or work experience

QT Referred to community truancy board

QK Required to attend an alternative school or program

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Code Description

QS Assisted student/parent to obtain supplementary services

QR Remedial action

QD Disciplinary action

QO Other

Table 59 - Q Codes that must be added as Action Codes to be reported

Truancy Petition Q Codes as Offense Codes Only

Table 60 shows Petition Q Codes that must be added as Offense Codes to be

reported. To learn how to enter Discipline Records, see the “Adding a Discipline

Record” section in the WSIPC Guide to Discipline.

Code Description

QS Petitions filed by school or district

QP Petitions by parents

Table 60 - Q Codes that must be added as Offense Codes to be reported

Truancy Programs and Petitions Report The Truancy Programs and Petitions Report counts the number of juvenile court

petitions filed on behalf of students with unexcused absences, where attempts to

correct attendance problems have been unsuccessful.

The Truancy Programs and Petitions Report also includes data on special programs

that are in place for students with attendance problems and the number of students

served in those programs.

To run the Truancy Programs and Petitions Report:

1. Go to Student Management\Federal/State Reporting\WA\RE\AR\AT.

2. Click .


(Figure 48). Table 61 describes the options on this screen.


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4. Click .

Figure 48 - Add Truancy Programs and Petitions Report Ranges screen

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Determines the dates used to gather the Truancy

Special Program data.


School year you are running the report for.

Entities included in report.

and date range to include in the report.

Typically, the date range is defined as the first day of

school through May 31.

If the default value of is used for the

range, the software automatically uses the

Calendar Master Start Date based on the year defined in

the field, to determine the first day of

school. This is useful when you have students attached

to different calendars with different in the

same Entity.

Determines which schools are included in the report.

Determines which Special Programs are included in the

report.


Determines the dates used to gather the Petitions.


Date range that is reviewed for current year discipline

petitions.

OSPI requires a count of truancy petitions filed with

Juvenile Court from September 1 through May 31 of the

school year being reported.

Truancy Petitions filed between June 1st and August 31st

of the prior school year can be reported on the Truancy

Programs and Petitions Report. These dates cannot be

modified.

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Determines if you print the Summary, Selected Schools

Report, or Detail Reports.


Provides a summarized total of students with truancy

petitions filed along with counts of the actions the

school has taken, if any, to reduce truancy.

If your district is one of the ten districts selected to

submit more detailed information on the Truancy

Programs and Petitions, select this option to get a

detailed report of actions taken by the school to deal

with Unexcused absences and the students who have

them.

The is only available when the

option is selection.

Provides a listing of the students with Unexcused

absences. This report reflects the actions taken by the

school to reduce Unexcused absences if those steps have

been entered in the Discipline module using the

appropriate ‘Q’ Codes.

The Detail Report also identifies which students have had

a truancy petition filed against them during the current

school year and the previous school year.


Pre-defined settings reflecting the following truancy

counts:

5 or more days of truant type absences in a month.

10 or more days of truant type absences in a year.

These values are view-only.

Table 61 - Unique options for the Truancy Programs and Petitions Report

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State Reimbursement for Truancy

Petitions The State Reimbursement for Truancy Petitions Report is used to file preliminary and

final claims for funding. This funding is used to offset costs incurred for petitions filed

with the Juvenile Court based on a student’s excessive unexcused absences.

A Cause Number, which is assigned by the court, must be assigned before a district

can report a petition as being filed.

Offense Records are entered in the Discipline module, using a specific coding

structure, to track petitions filed by the school with the juvenile court.

For a student to be included in the State Reimbursement for Truancy Petitions

Report, he or she must have a Discipline Record with an Offense Code, of either

or The , assigned by the court, must also be entered on the

Offense Record and the check box must also be selected.

The State Reimbursement for Truancy Petitions Report contains both a Summary and

Detail Report. Both of these reports are described in the sections below.

The State Reimbursement for Truancy Petitions Report is run from the following

location:

Student Management\Federal/State Reporting\WA\RE\AR\SR.

Summary Report You can run the preliminary version of the Summary Report to list the total number

of petitions filed within two separate reporting periods: June 1 to August 31, and

September 1 to February 28. Use this report to complete Form SPI 1302C. Run the

final version of this report to list the total number of petitions filed within the two

separate reporting periods. Use the final version of the Summary Report to fill out

Form SPI 1302D.

Detail Report This report lists the details of all students who are included in the counts on the

Summary Report. Detailed information includes: Alphakey, Student Name, Student

Status, Grade, Gender, Offense Code, Offense Description, Offense Code Date, Cause

Number, School Year and Entity.


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Attendance Utilities

You can run Attendance Utilities to perform mass processes on attendance data.

These processes include the ability to change incorrect attendance information, add

attendance for groups of students, as well as the ability to update student

attendance to ensure that detailed Attendance Records are saved historically.

Attendance Utilities can help you accomplish these tasks quickly and easily.

Caution Use caution when running any Attendance Utility, as there is no

“undo” option. Once a utility is run, the data is changed. If

information is changed incorrectly, you must manually make

corrections to each student individually.

All utilities and processes in this section, unless otherwise specified, are run from the

following location:

Student Management\Office\AT Setup\UT.

Common Options on Attendance Utilities Many Attendance Utilities share common options on the template or range screens.

You can use these options to define the range of students or control items to be

changed by the utility. Table 62 provides a list of common options available when

running Attendance Utilities.


Can be a single selection or a Low/High date range

selection.

Types of attendance to include in the utility. At least

one Absence Type must be selected.

Selects students in a specific activity and report on

them as a group.

Restricts the students to be processed in the utility.

The option appears when you click the

button.



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Date for which the utility should process.

Restricts the Attendance Periods included in the

utility.

Restricts the Attendance Records processed by the

utility based on the calendar.

Defines whether males, females, or both are

included.

Restricts the Grad Year/Grade included in the utility.

Restricts the students to be processed in the utility.

The option appears when you click the

button.

Defines which Attendance Records are processed

based on the field and setting of

, or .

Restricts the school included in the utility.

School year of records to process. This defaults to

the current school year, but may be changed to a

previous school year, if needed.

Selects a group of students by common range

parameters.

Selects a specific student or group of students not


Determines student or range of students based on

student Alphakey.

Determines whether , or are

included in the utility.



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Run for a specific date or today minus a specified

number of days.

For example, to process Attendance Records for

today, select this option and enter “0” as the value

in the field.

To process Attendance Records for the previous

day, select this option and enter “1” as the value in

the field.

Table 62 - Descriptions of common options on Attendance Utility range screens

Mass Add for a Single Day Utility You can run the Mass Add for a Single Day Utility to add an Attendance Record with

the same Absence Type and Absence Reason for the same day and periods to an

individual student or range of students.

If Attendance Records already exist for the student(s), you can overwrite the existing

Attendance Records with the new Attendance Records. This utility can be especially

useful for updating attendance for a random group of students going on a field trip.

This utility is only available at the Entity level.

See “Common Options on Attendance Utilities” (page 189) for a description of the

common fields available when running this utility.

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 is only available at the Entity level.

Table 63 describes the unique options for the Mass Update for a Single Day Utility.

See “Common Options on Attendance Utilities” (page 189) for a description of the




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The Absence Type Codes currently in this period on the

selected date are copied to the periods.

Any Absence Type Codes in this range currently on a

Student Record for the indicated date are copied to the

periods indicated in the periods.

Any Absence Reason Codes in this range currently on a

Student Record for the indicated date are copied to the

periods indicated in the periods.

The periods to which all the details defined in the

area are copied to.

Table 63 - Unique options for the Mass Update for a Single Day Utility

Mass Delete 1 Day’s Attendance The Mass Delete 1 Day’s Attendance Utility deletes all attendance information for a

date based upon the student ranges entered. This utility is useful for deleting

Attendance Records that were entered in advance and are no longer valid.

For example, if Attendance Records were entered for a fifth grade class trip, but

school is canceled due to a snow day, you can run the Mass Delete 1 Day’s

Attendance Utility to remove Attendance Records for the snow day.


Mass Delete Absence Notification

Requests The Mass Delete Absence Notification Request Utility is used to delete absence

notifications that were entered through Family Access, once the absence notifications

have been processed.

Since Requests are deleted for a specific date, you may want to run this utility each

day after processing absence notifications if you don’t want to retain the processed

requests.



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Mass Change for a Range You can use the Mass Change for a Range Utility to change multiple Attendance

Records with the specified Absence Type and/or Absence Reason to a new Absence

Type and/or Absence Reason. This utility is useful when Attendance Records have

been incorrectly entered for a range of students. This utility is only available at the

Entity level.

Tip If you enter spaces for the new Absence Type and the new Absence

Reason, the software deletes the student’s record for the entered

date(s) if no other Absence Types exist.

Table 64 describes the unique options for the Mass Change for a Range Utility. See

“Common Options on Attendance Utilities” (page 189) for a description of the



Changes Absence Types from the value to the

value.

Changes Absence Reasons from the value to the

value.

Table 64 - Unique options for the Mass Change for a Range Utility

Delete Orphan Attendance Records You can run the Delete Orphan Attendance Records Utility to correct student

Attendance Detail and Comment Records where there is no student or Entity

attached to the record. Records in this state are called Orphan Attendance Records.

When you run the utility, a preview of the records to be deleted is generated. You

can select individual records that you don’t want deleted by the utility. You can also

print a report from the preview that shows all the records that will be deleted when

the utility is processed, as well as the reason each record will be deleted. You can run

this utility from within an Entity or from Entity 000.

Table 65 describes the unique option for the Delete Orphan Attendance Records

Utility. See “Common Options on Attendance Utilities” (page 189) for a description of

the common fields available when running this utility.



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Area Description/Action

Select one or more options in this area to specify the

items to be deleted when running this utility.

Table 65 - Unique option for the Delete Orphaned Attendance Records Utility

Delete Attendance Records without

Period Types You can run the Delete Attendance Records without Period Types Utility to remove

all Attendance Records within the selected range that do not have any Absence

Types listed. When an Absence Type that is in use is deleted, records may be left

behind that do not have Absence Types. You can use this utility to delete these

Attendance Records.

When you run the utility, a preview of the records to be deleted is generated. You

can select individual records that you don’t want deleted by the utility. You can also

print a report from the preview that shows the number of records that will be deleted

when the utility is processed. You can run this utility from within an Entity or from

Entity 000.

Update Attendance History YTD Totals The Update Attendance History YTD Totals Utility saves student attendance to

Attendance History, which then allows Attendance Reports to be run for previous

school years. This utility is only available at the Entity level. You can run it for the

current or prior school year. You must run this utility prior to generating Report

Cards if you want to include attendance totals on the Report Cards.

Caution 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.

Note After the utility runs, a report shows the number of students and

records processed by graduation year.

Table 66 describes the unique options for the Update Attendance History YTD Totals





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Allows you to choose between using Calendar Terms or

Term Definitions from Entity Year Setup.

Note: This option is available only when the

is different from the

(Student

Management\Office\CY Setup\CF\SE or Student

Management\Student Management Setup\Entity

\CF\EY)

Processes all Attendance Records up to, and including,

a specific date.

Processes all Attendance Records up to, but not

including a specific date.

Enter the date to be processed through or to, based on

the selections above.

Table 66 - Unique options for the Update Attendance History YTD Totals Utility

Update Student Classes with Term

Attendance The Update Student Classes with Term Attendance Utility processes student Absence

Records into totals so that Attendance by Class can be printed on Report Cards. This

utility is only available at the Entity level.

Note When the utility completes processing, a report shows the number

of students and records processed by graduation year.

Table 67 describes the unique options for the Update Student Classes with Term

Attendance Utility. See “Common Options on Attendance Utilities” (page 189) for a

description of the common fields available when running this utility.



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Option Description

Select or a specific Term or Semester to be

processed.

Absences in classes that meet in multiple periods are

counted individually.



both periods. When this option is selected, the absence

is counted twice (once for each period that the English

class meets), instead of once for missing the English

class as a whole.

Table 67 - Unique options for the Update Student Classes with Term Attendance Utility

Attendance Transaction Mass Delete The Attendance Transaction Mass Delete Utility deletes Attendance Transaction

Records for either one student or a range of students, based on the ranges selected.

Attendance Transaction Records are created each time an Attendance Record is

added, changed, or deleted. This utility allows you to delete the Attendance

Transaction Records only. It does not delete the actual Attendance Records.

This utility can be run from within an Entity or from Entity 000.

Mass Calculate Number of Calendar

Term Days The Mass Calculate Number of Calendar Term Days Utility calculates the number of

school days per term, based on the start and stop dates for each term. The number

of days in a term is displayed when the area of a school year is

expanded (Student Management\Office\ AT Setup\CO\CC). Calendar Days must be

created in order to run this utility.

There are no options to select when running this utility. You can run the utility from

within an Entity or from Entity 000.



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Mass Delete Orphaned Calendar Days You can run the Mass Delete Orphaned Calendar Days Utility from within an Entity or

from Entity 000 to delete orphaned calendar days based on the following conditions:

Days that are not associated with a Calendar Description.

Example A day can become disassociated with a Calendar Description

when a calendar is created in error and, in an attempt to

delete the Calendar Description, all components of the

calendar are deleted. There may be instances where the

Calendar Description can’t be deleted because orphaned

calendar days exist.

Days that do not fall within the associated Calendar Master Start and Stop

date.

There are no options to select when running this utility.

Clone Calendar Info in Same Year You can run the Clone Calendar Info in Same Year Utility to clone calendar

information (including Calendar Details, Terms, and Days) from the selected source

calendar to selected existing calendars, or to a new calendar that you create. This

utility is useful when you need to clone a calendar from one Entity to another.

Example Your district has five elementary schools. You make updates to the

calendar at Entity 101 to reflect holidays and parent/teacher

conference schedules. You can then use this utility to clone this

updated calendar from Entity 101 to the other elementary Entities in

the district.

If you choose to create new calendars, you are prompted to enter a Calendar ID and

the number of new (cloned) calendars desired. The maximum number of times a

calendar may be cloned is 26. When a calendar is cloned multiple times, the letters A

through Z are added to the end of the Calendar ID to uniquely identify each cloned

calendar.

Run this utility from within an Entity or from Entity 000.



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Table 68 describes the unique options for the Clone Calendar Info in Same Year



Option Description

Updates existing calendars based on the calendars

selected in the option.

Copies the source calendar without updating an

existing calendar. A new calendar is created.

Updates all calendars in the target Entity, or you can

click to select specific calendars.

Table 68 - Unique options for the Clone Calendar Info in Same Year Utility

Clone Calendar Info Year to Year The Clone Calendar Info Year to Year Utility clones calendar information from one

year to another in the same Entity.

Table 69 describes the unique options for the Clone Calendar Info Year to Year



Option Description

Select the parts of the calendar that are to be cloned.

Term Definitions, which are part of Entity Year Setup,

must exist for the year you are cloning to in order to

use this option. If they do exist, you are prompted for

Term Definition dates for the calendar to be created.

To learn more about Entity Year Setup, see the

“Review Scheduling Entity Year Setup” section in the

WSIPC Guide to Future Scheduling - Part One:

Preparing to Schedule.

Creates Calendar Days within the start and stop dates

of the Calendar Terms.

Defines the calendars to be cloned.

Table 69 - Unique options for the Clone Calendar Info Year to Year Utility





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Mass Change Calendar Days for Multiple

Calendars You can run the Mass Change Calendar Days for Multiple Calendars Utility to update

multiple, non-consecutive days for one or more calendars. This utility is useful when

you need to update the days that school is closed for holidays or in-service prior to

the start of the school year. You can also use it to add a snow day for all calendars in

the district.

To mass change Calendar Days for multiple calendars:

1. Go to Student Management\Office\AT Setup\UT\CD.

2. Click .

3. Enter a .

4. In the area, select one of the

following:

5. Configure the area on the

screen (Figure 49). The options available change based on the selection you

make in step 3. Table 70 describes each option in the area.

6. Click .

Figure 49 - Mass Change Calendar Day(s) screen



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Option Description

Select the days you want to change. You can select a

date by typing the date in the box or using the

icon and clicking on a date. When you have

selected all dates to be updated, click .

Select which calendar to update. If you are working

within an Entity, only the calendars for that Entity are

available. However, if you are at Entity 000, all calendars

are available.

Adds a predefined Event for each of the selected days on

the selected calendars. If the day does not exist in the

calendar, the event will not be added. Using this option

may be helpful in indicating early release days, snow

make-up, or teacher conference days for all calendars.

When adding an Event, you also have the option to enter

a comment. If you are at Entity 000, you must select the

Entity and the Event to be added.

Note: The and entered are applied to

all selected days on all selected calendars. Update the

manually if you want to enter a unique

comment for a specific date.



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Option Description

Creates a day for the selected days in the selected

calendars. Use this option to add more days at the end

of the calendar for snow make-up days. When adding

days, you also have several options to consider. You can

Overwrite Existing Days, Update Entity Term Definitions,

Update Grading and Update Class Control Sets. Using

the selection, you determine how

many periods are created for the days you are adding.

The option bases the periods on

the previous day that is on the same day of the week.

The option uses the periods used in

the day immediately prior to the day being added

regardless of the day of the week.

Note: Dates used on Survey questions are not updated.

When adding days to the calendar, you must update the

dates on each Survey question if you want it to be

available on the new day. To learn more about Survey

questions, see the “Managing Survey Questions” section

in the WSIPC Guide to Survey.

Allows you to modify the details for selected days in the

selected calendars. It is used to change a day from

1 to 0 for a day that is a non-school

day. You can enter a which appears on each

day, if desired. You can also select which periods meet

and whether or not attendance is taken for the period.

Note: It is not necessary to enter a value in the

or fields. This information is

not used in any Washington State Reporting.

Removes selected days in the selected calendars. To

delete days, use to identify the dates to

be deleted.

Table 70 - Options in the Report Ranges area of the Mass Change Calendar Day(s)

screen

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Survey.pdf



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Mass Change Subsystem Control Dates The Mass Change Subsystem Control Dates Utility updates the dates from all

Subsystem Control areas for one or more calendars. This utility allows you to make

date changes to many different areas of the software simultaneously. This can be

useful when adding a day to the calendar due to snow closures or other events that

result in the need to extend the school year for all Entities in the District. For

example, you might use this utility to add a snow day to the Calendar Master, Control

Sets, Term Definitions and Grading Periods.

You can run this utility from within a specific Entity or at Entity 000. The Entity

location defines the selections available for some of the available options.

Table 71 describes the unique options for the Mass Change Subsystem Control Dates



Option Description

Select between or

to be reviewed and/or updated.

When is selected, you must also

select the calendar to be updated.

Entities available for selection are dependent upon

your security, the year selected, and the Entity from

which the utility is being run.

Displays the terms based on the Entity or Entity and

calendar selected for the

option.

Allows you to change the existing Term Definition or

Calendar Term dates when you select the record on

the screen and click the

button.

The software verifies that the old Term dates for all

calendar subsystems selected for update are the same.

Entities available for selection are dependent upon

where the utility is being run from.



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Option Description

Available only after selecting which Entities to work

with. or becomes

available after selecting this option.

Choose which Calendar Master and Terms you want to

update.

Available only after selecting which Entities to work

with. All Course Lengths and Selected Course Lengths

become available after selecting this option. Choose

which Control Sets and Subsets to update.

Updates the dates in Entity Year Term Definitions to

match the new term dates.

Updates the grading period dates with the new term

dates.

Table 71 - Unique options for the Mass Change Subsystem Control Dates Utility

Change Subsystem Control Dates The Change Subsystem Control Dates Utility updates the dates from all Subsystem

Control areas. This can be useful when adding a day to the calendar due to snow

closures or other events that result in the need to modify subsystem control dates.

You can run this utility from within an Entity or from Entity 000. This utility allows you

to update start and end dates for various Subsystem Control areas all in one location.

To run the Change Subsystem Control Dates Utility:

1. Go to Student Management\Office\AT Setup\UT\CS.

2. In the box, select a school year.

3. In the box, select an Entity.

4. In the box, select a calendar.

5. Click to make changes to the Term Definition dates.

Make changes and click .

6. Click to make changes to the Grading Period

Dates as needed. Make changes and click .



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7. Select a Course Length set and click to modify control

set dates as needed. Make changes and click .

8. Click to modify calendar term dates as needed. Make

changes and click .

9. When all modifications have been made, click .

Figure 50 - Change Subsystem Control Dates screen

Update Attendance In-Out Records

Minutes Present The Update Attendance In-Out Records Minute Present Utility is used in states where

funding is based on student seat time according to minutes spent in a classroom.

Washington State schools are not required to report on student seat time in this

manner. This utility was designed for use by another State and is not intended for use

in Washington State. Do not use this utility.



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Batch Class Attendance Batch Class Attendance is a process used for Entities that would like to use a “positive

attendance” method in conjunction with Skyward Mobile. In the “positive

attendance” method, all students are marked absent and the teacher indicates who is

present. This is the opposite method of how attendance is usually taken by

Washington State districts. Typically, teachers in Washington State districts indicate

which students are absent from their class. Therefore, this “positive attendance”

method of confirming a student’s presence in class is not recommended.

This utility adds Attendance Records to all students in selected classes for the

selected date. When a student arrives for class, the teacher can then use Skyward

Mobile to mark the student as present.

This may be useful for taking attendance in extremely large classes, or in Study Hall

situations where students are not expected to be present every day.

When you run this utility, you can select a batch if you want to delete individual

batches. When you do this, you are also asked if you wish to delete student

attendance. If you click , the attendance created by the batch is deleted. This is

helpful when the batch was created in error and needs to be removed.

You can also use the Mass enter a range of Batch Names if you want

to delete multiple batches. The option removes the batch information,

but it does not delete the Attendance Record from a student.

Verify Attendance Year Against Date &

Student Calendar You can run the Verify Attendance Year Against Date & Student Calendar Utility to

verify, report, and correct the attendance school year that exists for Attendance

Records by checking it against the attendance date and the student’s current

calendar.

This utility is useful in identifying Attendance Records for days that fall outside the

start and end dates on the Calendar Master, or those that are associated with the

wrong school year.




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Percent of Class Attendance The Percent Class Attendance Utility identifies students who 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 run the Percent Class Attendance Utility:

1. Go to Student Management\Office\AT Setup\UT\PC.

2. Select .

3. Click .


describes the unique options for this utility.

See “Common Options on Attendance Utilities” (page 189) for a description

of the common fields available when running this utility.

Click

Figure 51 - Percent of Class Attendance screen



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Option Description

Defines whether the student is currently enrolled in the

class, has dropped the class, or both.

Defines whether classes included are in the Current

Year only.

Defines what percent of a class a student must miss to

be included in this process. For example, if a student

missing 15% of a class fails the course regardless of the

grade the student has earned, enter 15 into this field.

Defines whether the percent of a class missed is based

on the total Meets of the class (length of the class to

date) or the total number of Meets since the student

enrolled into the class.

Example: A class has been in session for 90 days. 15%

of 90 days is 13.5 days. A student is enrolled in the

class for 75 of the 90 days. 15% of 75 days is 11.25

days, and the student has been absent 12 days. By

selecting the student enrolled

for 75 days would not be included. If you select

the

student would be included.

Allows absences in classes that meet in multiple

periods to be counted individually.



both periods. When this option is selected, the absence

is counted twice (once for each period that the English

class meets), instead of once for missing the English

class as a whole.

Defines which grade buckets are included. For

example, you may want to include S1 but not T1 or T2.

Replaces the grade currently earned by the student

with either a specific grade mark, or a fail indicator.

Specifies which grade mark to use in conjunction with

.



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Option Description

Specifies which fail indicator to use in conjunction with

.

Table 72 - Unique options for the Percent of Class Attendance Utility

Mass Assign Day Numbers The Mass Assign Day Number Utility allows you to assign day numbers for multiple

calendars and Entities that use Day Rotations. To learn how to configure Day

Rotations and how they are used, see the “Rotations” section in the WSIPC Guide to

Current Scheduling.

This utility can be run either at the district or Entity level. Table 73 describes the

available options when running the Mass Assign Day Numbers Utility.

Note If the selected Entity does not use Day Rotations, the following

message appears:

“There are no Entities set up with a Day Rotation for the ranges

entered.”

Option Description

Select a Day Pattern to which day numbers are to be

assigned.

Select how days are numbered. You can select

or define your own

by entering a comma-separated list of

day numbers to rotate through.

When the is set to

you can select which day number is assigned

to the first day.

Table 73 - Options available when running the Mass Assign Day Numbers Utility

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Current Scheduling.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Current Scheduling.pdf



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Populate Period Attendance Storage The Populate Period Attendance Storage Utility populates Period Attendance Storage

Records for students and attendance that fall within the ranges entered. These Period

Attendance Storage Records are in addition to the existing Attendance Records and

are used in Crystal reporting, and do not affect attendance entry, regular Attendance

Reports, or Washington State Reporting.

In order to run this utility, you must first select

in District Attendance Configuration. To learn more about District

Attendance Configuration, see “District Attendance Configuration” (page 47).


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Appendix A - Attendance Letters -

Class

Scenario:

A student loses credit for the semester if they miss a class 10 times. I want to notify

guardians when their student has three, five, nine and ten absences in a class. School

related absences and absences due to suspension do not count toward the number

of absences, but any other Excused or Unexcused absence does. How do I do that for

Semester 1 from the first day of school through 1/20/2017?

Solution:

Create a for 3, 5, 9 and 10 using of and the

of .

Appendix A - Attendance Letters - Class


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Create a Letter Attendance Type Code for the of that includes

Excused and Unexcused Absence Type Codes. Do not include the code for

Suspensions.

The screen shows the details for each code you create.



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When running the Attendance Update, select:

of

of

of

low value equal to the first day of the Semester

high value of 1/20/2017

The screen shows the description you gave the

update parameters.



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Create an Attendance Letter template for each Threshold using the

of and of . If you want to review the letters before deciding

whether or not to send them out, don’t select

Create two templates, one for Review and one to Send Out.

The screen shows a template to Review and a template

to Send Out, created for each Threshold.


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Appendix B - Attendance Letters -

Period

Scenario:

I want to send out letters notifying guardians that their student has missed class five

or seven times, based on the period of the day, regardless of what class meets during

that period, over the last 30 days. All Excused and Unexcused absences should be

included.

Solution:

Create a for 5 and 7 using a of and of

.


Excused and Unexcused Absence Type Codes.

Appendix B - Attendance Letters - Period


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The screen shows the details for the groups you have

created.

Create a Date Range with a that is . The

is

The screen shows the details for each Date Range template created.



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When running the Attendance Update, select the of and

of . Select to represent the Date Range for the previous

30 days as the . When using a Date Range as the , you cannot edit the

or the ending attendance date.

The screen shows the you gave the update

parameters.



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of and of the Date Range. If you want to review the letters before

deciding whether or not to send them out, don’t select

Create two templates, one for Review and one to Send Out.

A template to review and a template to send out have been created for each

Threshold.


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Appendix C - Attendance Letters -

Total (Days)

Scenario:

I want to track total Unexcused absences for Becca Truancy Petitions that may need

to be filed. I want to notify guardians when their student has three, five, seven and

ten days of unexcused absences. Absences counting toward a possible Becca Petition

accumulate over the entire school year, so a student with one Unexcused absence

each month might not trigger a letter until November. I don’t want to overlook any

day that is Unexcused. I also want to exclude the current week, as all absences have

not yet been cleared.

Solution:

Create a for 3, 5, 7 and 10 using of and the

of .

Appendix C - Attendance Letters - Total (Days)


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Unexcused Absence Type Codes.


created.



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To process the Attendance Update, create a template for the of ,

the of and the of . Leave the

as the first day of school.

Each time you run the update, change the ending attendance date to the last day

you want to include. Select the of to send

letters for days of absence. Enter the

. In this example, a student must miss four periods in a day to

be considered absent all day.



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The screen for Attendance Letters shows the you

gave the update parameters.


of and of . If you want to review the letters before deciding whether or

not to send them out, don’t select Create

two templates, one for Review and one to Send Out.



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A template to review and a template to send out have been created for each

Threshold.


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Appendix D - Attendance Letters

Totals (Periods)

Scenario:

I want to send a letter every time a student has been tardy five times, to let their

guardian know the student has an issue with being on time. When I run these letters I

would like to run them through yesterday.

Solution:

Create a for 5 using of and the of

. Using the of allows you to send a letter every time the

student accumulates five tardies.

Create a Letter Attendance Type Code for the of that includes all

Tardy Absence Type Codes.

Appendix D - Attendance Letters Totals (Periods)


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created.

Create a Date Range with a of the first day of school. The

is ).

The screen shows the detail for each Date Range template created.



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To process the Attendance Update, create a template for the of ,

the of and the of representing the Date Range you

created. Select the of to calculate the

number of times a student meets the attendance criteria by period.

The screen for Attendance Letters shows the you are

using for the update parameters.



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of , and of the representing the you created. If you want

to review the letters before deciding whether or not to send them out, don’t select

. Create two templates, one for Review and

one to Send Out.

A template to Review and a template to Send Out have been created for the

Threshold.


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Appendix E - Troubleshooting

This section provides information on some of the most commonly reported

attendance issues.

Attendance cannot be entered

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 (Student

Management\Office\AT Setup\UT\CS) and verify dates, making updates 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.

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.

If a student does not appear on the attendance list for a teacher, but is active and

scheduled, check the student’s tab in Student Profile to see that

is not set to .

Occasionally, teachers see an error message in Educator Access Plus and may not be

able to take attendance. This could be caused by a setting in the Calendar Master or

Calendar Day Maintenance, or in the Course, Class Section or Class Meet

Maintenance.

Appendix E - Troubleshooting


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Students appear on a Sim Scan

document without a number to the left

of their name

Solution:

An orphaned Attendance Record causes a name to appear on a Sim Scan document

without a number to the left of the name or with a date and dropped status to the

right of the student’s name. Run the Delete Orphan Attendance Utility (Student

Management\Office\AT Setup\UT\DC) to correct this problem.

TERMS OF USE

The information contained herein is licensed, trade-secret and proprietary and may not be used,

disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As

a condition of use, the User agrees to protect and keep the information from disclosure or falling into

the public domain. The failure to comply with this agreement may result in the immediate termination

of the User’s right to access the information.

COPYRIGHT

© Copyright 2016 WSIPC. All rights reserved.

Reproduction of any part of this manual in any medium without the express and written permission of

WSIPC is prohibited by law.

This edition is printed in the United States of America. The contents may be corrected or modified by

revisions without prior notice. Pages may be added, deleted, or changed as required.

The WSIPC logo is a registered trademark of WSIPC.

Skyward® is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.

WSIPC

2121 West Casino Road

Everett, WA 98204

425.349.6600

www.wsipc.org

http://www.wsipc.org/

WSIPC Guide to Attendanceskydoc.wa-k12.net/skydoc/-WSIPC Guide to Attendance.pdfWSIPC Guide to...

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Transcript of WSIPC Guide to Attendanceskydoc.wa-k12.net/skydoc/-WSIPC Guide to Attendance.pdfWSIPC Guide to...