Difference between revisions of "Daily Absentee List"

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===Video===
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'''This report is a listing of student(s) absences by day.  Based on the filters in the setup box, the report will adjust the count and percentage to the group of students selected.'''
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[[media:AT-DailyAbList.mov|Daily Absentee List video]]
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*Note that when comparing attendance reports, the '''Daily Absentee List''' looks at F and H days only to calculate the average daily attendance percentage. The [[Average Daily Attendance]] report uses F, H, and O  to calculate the average daily attendance percentage.
  
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===Getting Started===
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==Menu Location==
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#On the left navigation panel, click on "Attendance".
 
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#Under "Lists", select "Daily Absentee List".
 
  
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===Setup Options===
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'''Attendance > reports > Daily Absentee List'''
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#To find definitions for standard setup values, follow this link: '''<span style="background:yellow">[[Standard Setup Options]]</span>'''.
 
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#Select "Detail Report" to get detailed list of students and their detailed attendance records.  If "Detailed Report" is selected, other options become available at the bottom of the setup screen:
 
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#By checking "Phone #", the student's phone number will be printed on the report
 
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#By checking "Legend", an explanation of the attendance headers will be printed out
 
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#Select "Summary Report" to get a list of students and the number of days they have been absent.  If "Summary Report" is selected, other options become available at the bottom of the setup screen:
 
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#*"Over Days" allows the printing of students with a range of days absent.  Set the range as desired
 
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#*"Equal Days" allows the printing of students with a specific amount of days absent.  Set the number of days that's desired
 
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#*By checking "Policy", a policy letter will print out as well as the attendance letter
 
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#*By checking "History", a detailed attendance history will print out with the attendance letter
 
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#"Skip Codes" allows the program to ignore certain attendance codes when counting the number of days absent.  Click in the field and select the codes to skip and click "OK"
 
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#“From Date” and “To Date” should be set so that the desired attendance date range is selected. '''This count will show up in the Period To Date PTD column in the report.'''
 
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#“Grades” should be left blank if all grade levels are to be included into the report.  Otherwise, click in the box to the right of “Grades” to select the desired grade level to be included
 
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#"Club" will only display students who are in the club selected.  Leave blank to list all students regardless of club
 
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#"Sport" will only display students who are in the sport selected.  Leave blank to list all students regardless of sport
 
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#"Order" allows for the list to be sorted in the desired way upon clicking "OK".  The options for sorting are:
 
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#*"ALPHA" will sort the list alphabetically by the student's last name
 
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#*"GRADE/ALPHA" will sort the list alphabetically by the student's last name within the student's grade level
 
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#*"HR/ALPHA" will sort the list first by homeroom teacher name and then alphabetically by the student's last name
 
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#If "Check In After" is checked, the results will be limited to show attendance records with doctor's notes that were posted within the specified date range and attendance records with a check that occurred after the specified time.  (To view records without check-ins, set the check-in time to the end of school and the checkout time to any time you wish within the school hours)
 
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#If "Check Out After" is checked, the results will be limited to show attendance records with checkout times that are after the specified time
 
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#For "Show Remote":
 
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#*If set to "None", only enrolled student's will appear on the list
 
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#*If set to "Only", then only students coming to your school from other schools will be listed
 
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#*If "All", then both remotely scheduled students and enrolled students will be listed
 
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#For "Show Only":
 
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#*If "Active" is checked, only students who are currently enrolled will be listed
 
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#*If "Full Day" is checked, only full day absences will be considered for the report
 
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#*If "Tardies" is checked, only students with tardy to class codes will be listed
 
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#*If "Skips" is checked, only students with skip codes will be listed
 
−
#If letters need to be printed, click "Letters" at the bottom of the setup box.  A "Letter Options" window will appear
 
−
#The "Letters Options" window is divided into two areas.  "Letters" and "Policy Statement".  In each area, are three selection boxes labeled with the grades levels each box represents.  Grades 1-3, 4-8, and 9-12.  Click in the selection box in the area and grade range desired
 
−
#*After click in the selection box a list of letters or policies will appear.  Select the appropriate letter and click "OK"
 
−
#*After all desired letters and/or policies have been selected, click "OK"
 
−
#To e-mail the report to staff members, click the "Email" button at the bottom of the setup box
 
−
#*The "Email Options" window will appear.  Check the box "Use Email" to send the report out using email
 
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#*Check "Central Office" to send the e-mail from a central office address
 
−
#*In the "To:" field, type the e-mail address of the employees to send the report to or click the "Teacher Email" button at the bottom to select the teachers to send the report
 
−
#*In the "From:" field, type the e-mail address of the person sending the report
 
−
#*Click "OK"
 
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#Click "OK" on the setup box when all options have been set correctly
 
  
−
===How-to===
+
==Setup Options==
−
#The report will appear on the screen.  Click "Print" to print the report as shown on the screen
 
−
#Click "Print Letters" to print letters for everyone on the report or only those highlighted on the report
 
  
 +
[[File:dailyabslist7.png]]
  
 +
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
  
 +
'''District''' - Default value is based on the user’s security settings. The user will be limited to their district only.
  
 +
'''School''' - Default value is based on the user’s security settings. If the user is assigned to a school, the school default value will be their school site code.
  
 +
'''Grades''' - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade(s).
 +
 +
'''Homeroom''' - Leave blank if all homerooms are to be included into the report. Otherwise, choose the desired homeroom(s).
 +
 +
'''Order to Lists''':
 +
 +
*'''Alpha Order''' - Select this to put the list in alpha order.
 +
 +
*'''Grade Order''' - Select this to put the list in order by grade level.
 +
 +
*'''Homeroom Order''' - Select this to put the list in order by homeroom. If Print Break on Homeroom is selected the Order to List will default to Homeroom Order.
 +
 +
*'''1st Hour Order''' - Select this to put the list in order by 1st period teacher, alpha by teacher's last name.
 +
 +
'''Programs''' -  Leave blank if all program codes are to be included into the report. Otherwise click in the field to the right of Program Codes to select the desired program code(s) to
 +
view.
 +
 +
'''Team''' - This selection should only be used if your school is using Team Scheduling. Leave blank if all team names are to be included into the report. Otherwise click in the field to the
 +
right of Teams to select the desired Teams(s) to view.
 +
 +
'''Clubs''' -  Extracurricular activities in which students may participate. Leave blank if all clubs are to be included into the report. Otherwise click in the field to the right of Clubs to
 +
select the desired club(s) to view.
 +
 +
'''Sports''' - Leave blank if all sports are to be included into the report. Otherwise click in the field to the right of Sports to select the desired sport(s) to view.
 +
 +
'''Special Codes''' - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code(s).
 +
 +
'''Custom Codes''' - Select the custom codes created in the [[Custom Code Management]] to filter the student list.
 +
 +
'''From Date''' - Select the start date for the report.
 +
 +
'''To Date''' - Select the end date of the report.
 +
 +
'''Sped:'''
 +
 +
'''All''' - Select to view all students.
 +
 +
'''Sped Only''' - Select to view only Sped students.
 +
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'''Non Sped''' - Select to view only non Sped students.
 +
 +
'''504:'''
 +
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'''All''' - Select this to show all students.
 +
 +
'''504 Only''' - Select this to show 504 only students.
 +
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'''Non 504''' - Select this to show Non 504 students.
 +
 +
'''LEP:'''
 +
 +
'''All''' - Select this to show all students.
 +
 +
'''LEP Only''' - Select this to show LEP only students.
 +
 +
'''Non LEP''' - Select this to show Non LEP students.
 +
 +
'''Show Remote:'''
 +
 +
'''None''' - Select to see no remote students.
 +
 +
'''Only''' - Select to see only remote students.
 +
 +
'''All''' - Select to see all students.
 +
 +
'''Detail Report''' - Select to see a detail view of the report.
 +
 +
'''Summary Report''' - Select to see a summary view of the report.
 +
 +
'''Include Summary''' - Select to see a summary view with the detailed report. This will only be highlighted when Detail Report is selected.
 +
 +
'''Print Period Days''' - Select to print period days on the report.
 +
 +
'''Print Break on Homeroom''' - Select to create a print break based on the Homeroom Order only.
 +
 +
'''Print YTD Days''' - Select to print YTD days on the report.
 +
 +
'''Skip Reason''' - Select to skip reasons not to display on the report.
 +
 +
'''Skip Code''' - Select to skip codes not display on the report.
 +
 +
'''Check In After''' - Select to see student's that checked in after a specific time.
 +
 +
'''Check Out After''' - Select to see student's that checked out after a specific time.
 +
 +
'''Programs as Absent''' - When this is checked, click in the field to choose program codes. This will display students as Absent who have the program codes chosen for the dates that fall between the From and To dates of the setup box.  This is only for the Detailed Report , not the Summary Report  .
 +
 +
==='''Show Only''':===
 +
 +
'''Active''' - Select to see all active student's.
 +
 +
'''Full Day''' - Select to see student's will a full day of absence.
 +
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'''Tardies''' - Select to see which student's have tardies.
 +
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'''Skips''' - Select to see which student's have skipped class.
 +
 +
==='''Printing Options''':===
 +
 +
'''Day Range''' - Select to see a date range between 0 to 999 on the report. This will only be highlighted when '''Summary Report''' has been selected.
 +
 +
'''Equal Days''' - Select to see days equal to what number has been placed in each field on the report. This will only be highlighted when '''Summary Report''' has been selected.
 +
 +
'''Policy''' - Select to see the district policy on the report. When selecting this, a policy letter will print out as well as the attendance letter. This will only be highlighted when
 +
 +
'''Summary Report''' has been selected.
 +
 +
'''History''' - Select to see the history of attendance on the report. This will only be highlighted when '''Summary Report''' has been selected.
 +
 +
'''Phone #''' - Select to see the phone number on the report. This will only be highlighted when '''Detail Report''' has been selected. NOTE that the phone number will not show up on the Print Servlet popup window, but will print on the actual print out.
 +
 +
'''Homeroom''' - Select to see the homeroom on the report. This will only be highlighted when '''Detail Report''' has been selected.
 +
 +
'''Unexcused''' - Select to see unexcused on the report. When checking Unexcused while using Detail Report, a column of unexcused days will be included in the printout. This will also include
 +
(OSS) Out Of School suspensions but (ISS) In School Suspensions cannot be included as it is considered a `P` and not a `U`. This will only be highlighted when '''Detail Report''' has
 +
been selected.
 +
 +
'''HLT Code''' - Check this box to include health code and description on printout.
 +
 +
'''Legend''' - Select to see the legend on the report. This will only be highlighted when '''Detail Report''' has been selected.
 +
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'''Show Special and Custom Codes on Report''' - This box must be checked for the special and custom codes to show on report.
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'''Do Not Print Previously Printed Letters''' - This will un-check the students who have previously had a letter printed for the desired letter name while all students who have not had a letter printed will have a check mark to be printed.
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'''Select Special Codes to Display''' - Click inside the box and choose Special Codes to display on the report.
 +
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'''Select Custom Codes to Display''' - Click inside the box and choose Custom Codes to display on the report.
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==='''Add Announcement'''===
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This is an announcement that can be typed into the field and is added to the report only when 'Detail Report' is chosen.
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'''Column''' - Leave blank to include all columns.  Click to obtain a pick list of columns that can be selected to view on the report.
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'''[[Report]]''' - The user can click in this box to select a report that was previously created.
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'''OK''' - Click to continue.
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To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
 +
 +
 +
'''Letters'''
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 +
[[File:mb792.png]]
 +
 +
'''NOTE''' - Letters are set up in [[Letter Maintenance]].
 +
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The Letters Options window is divided into two areas: Letters and Policy Statement. In each area, are three selection boxes labeled with the grades levels each box represents. Grades 1-3, 4-
 +
 +
8, and 9-12. Click in the selection box in the area and grade range desired.
 +
 +
After clicking in the selection box a list of letters or policies will appear.
 +
 +
Select the appropriate letter and click OK to continue or Preview to preview the selected letter.
 +
 +
After all desired letters and/or policies have been selected.
 +
 +
'''OK''' - Click to continue.
 +
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'''Preview''' - Click to preview the selected letter
 +
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 +
'''Email'''
 +
 +
[[File:mb792b.png]]
 +
 +
To send the report, check the box '''Use Email''' to send the report.
 +
 +
To send the report using the Central Office email address, check the box '''Central Office'''.
 +
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In the '''To''' field, type in the employees email address to send the report or click on '''Teacher Email''' located at the bottom of the popup box to get a list of teacher email addresses to choose from.  Then, click '''OK''' in the '''Teacher Email''' box.
 +
 +
In the '''From ''' field, type in the email address of the person sending the report.
 +
 +
'''OK''' - Click to continue.
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 +
==Main==
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[[File:dailyabsmain2.png]]
 +
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===Column Headers===
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'''Name''' - Student's name.
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'''SIDNO''' - Student Identification Number.
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'''SASID''' - Student's State Identification Number.
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'''GD''' - Student's grade of enrollment.
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'''Ethnic''' - Student's ethnicity. This column only shows when using the Detail Report option and not the Summary Report option.
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'''Gender''' - Student's gender. This column only shows when using the Detail Report option and not the Summary Report option.
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'''Special Codes''' - Leave blank if all special codes are to be included into the report.  Otherwise, choose the desired special code.
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'''Custom Codes''' - Select the custom codes created in the Custom Codes Management to filter the student list.
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'''Team''' - Leave blank if all teams are to be included into the report. Otherwise, choose the desired team.
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'''Class''' - Student's class period.
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'''Homeroom''' - Student's homeroom class.
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'''Date''' - The date the student is absent, check in or check out.
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'''OTIM''' - Student's check out time.
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'''OCOD''' - Student's check out code.
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'''ITIM''' - Student's check in time.
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'''ICOD''' - Student's check in code.
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'''HLT''' - Health code.
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'''DrCd''' - Doctors note code.
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'''DrDate''' - Doctor's note posted date.
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'''F, H, O, U, S, E, ND, OP''' - F - Full, H - Half, O - Other, S - Suspended, E - Excused, ND - Natural Disaster, OP - Days absent using Other (O) reasons or Present (P)
 +
 +
'''Out Reason''' - Student's check out reason.
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'''In Reason''' - Student's check in reason.
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'''HLT Description''' - Health code description.
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'''Dr Reason''' - Doctor's note code reason.
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'''PTD Absent''' - Total number of days absent for the date span.
 +
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'''YTD Absent''' - Total number of days absent for the school year.
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'''Phone''' - Student's main home phone number.
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To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
 +
 +
==Bottom Main==
 +
 +
[[File:bottompercents.png]]
 +
 +
'''Date Span''' -  The From and To Date as chosen on the set up box.
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'''Total Students''' - Total students enrolled in school.
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'''Total Absent''' - Total number of students absent.
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'''Students Present''' - Total number of students present.
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'''Present Percent''' - Percentage of students present.
 +
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'''Absence Percent''' - Percentage of students absent.
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 +
==Bottom Main==
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 +
[[File:bottompercents.png]]
 +
 +
'''Date Span''' -  The From and To Date as chosen on the set up box.
 +
 +
'''Total Students''' - Total students enrolled in school.
 +
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'''Total Absent''' - Total number of students absent.
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'''Students Present''' - Total number of students present.
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'''Present Percent''' - Percentage of students present.
 +
 +
'''Absence Percent''' - Percentage of students absent.
  
 
----
 
----
 
[[Attendance|'''Attendance''' Main Page]]
 
[[Attendance|'''Attendance''' Main Page]]
 +
 +
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 15:15, 5 June 2024

This report is a listing of student(s) absences by day. Based on the filters in the setup box, the report will adjust the count and percentage to the group of students selected.

  • Note that when comparing attendance reports, the Daily Absentee List looks at F and H days only to calculate the average daily attendance percentage. The Average Daily Attendance report uses F, H, and O to calculate the average daily attendance percentage.

Menu Location

Attendance > reports > Daily Absentee List

Setup Options

Dailyabslist7.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user’s security settings. The user will be limited to their district only.

School - Default value is based on the user’s security settings. If the user is assigned to a school, the school default value will be their school site code.

Grades - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade(s).

Homeroom - Leave blank if all homerooms are to be included into the report. Otherwise, choose the desired homeroom(s).

Order to Lists:

  • Alpha Order - Select this to put the list in alpha order.
  • Grade Order - Select this to put the list in order by grade level.
  • Homeroom Order - Select this to put the list in order by homeroom. If Print Break on Homeroom is selected the Order to List will default to Homeroom Order.
  • 1st Hour Order - Select this to put the list in order by 1st period teacher, alpha by teacher's last name.

Programs - Leave blank if all program codes are to be included into the report. Otherwise click in the field to the right of Program Codes to select the desired program code(s) to view.

Team - This selection should only be used if your school is using Team Scheduling. Leave blank if all team names are to be included into the report. Otherwise click in the field to the right of Teams to select the desired Teams(s) to view.

Clubs - Extracurricular activities in which students may participate. Leave blank if all clubs are to be included into the report. Otherwise click in the field to the right of Clubs to select the desired club(s) to view.

Sports - Leave blank if all sports are to be included into the report. Otherwise click in the field to the right of Sports to select the desired sport(s) to view.

Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code(s).

Custom Codes - Select the custom codes created in the Custom Code Management to filter the student list.

From Date - Select the start date for the report.

To Date - Select the end date of the report.

Sped:

All - Select to view all students.

Sped Only - Select to view only Sped students.

Non Sped - Select to view only non Sped students.

504:

All - Select this to show all students.

504 Only - Select this to show 504 only students.

Non 504 - Select this to show Non 504 students.

LEP:

All - Select this to show all students.

LEP Only - Select this to show LEP only students.

Non LEP - Select this to show Non LEP students.

Show Remote:

None - Select to see no remote students.

Only - Select to see only remote students.

All - Select to see all students.

Detail Report - Select to see a detail view of the report.

Summary Report - Select to see a summary view of the report.

Include Summary - Select to see a summary view with the detailed report. This will only be highlighted when Detail Report is selected.

Print Period Days - Select to print period days on the report.

Print Break on Homeroom - Select to create a print break based on the Homeroom Order only.

Print YTD Days - Select to print YTD days on the report.

Skip Reason - Select to skip reasons not to display on the report.

Skip Code - Select to skip codes not display on the report.

Check In After - Select to see student's that checked in after a specific time.

Check Out After - Select to see student's that checked out after a specific time.

Programs as Absent - When this is checked, click in the field to choose program codes. This will display students as Absent who have the program codes chosen for the dates that fall between the From and To dates of the setup box. This is only for the Detailed Report , not the Summary Report .

Show Only:

Active - Select to see all active student's.

Full Day - Select to see student's will a full day of absence.

Tardies - Select to see which student's have tardies.

Skips - Select to see which student's have skipped class.

Printing Options:

Day Range - Select to see a date range between 0 to 999 on the report. This will only be highlighted when Summary Report has been selected.

Equal Days - Select to see days equal to what number has been placed in each field on the report. This will only be highlighted when Summary Report has been selected.

Policy - Select to see the district policy on the report. When selecting this, a policy letter will print out as well as the attendance letter. This will only be highlighted when

Summary Report has been selected.

History - Select to see the history of attendance on the report. This will only be highlighted when Summary Report has been selected.

Phone # - Select to see the phone number on the report. This will only be highlighted when Detail Report has been selected. NOTE that the phone number will not show up on the Print Servlet popup window, but will print on the actual print out.

Homeroom - Select to see the homeroom on the report. This will only be highlighted when Detail Report has been selected.

Unexcused - Select to see unexcused on the report. When checking Unexcused while using Detail Report, a column of unexcused days will be included in the printout. This will also include (OSS) Out Of School suspensions but (ISS) In School Suspensions cannot be included as it is considered a `P` and not a `U`. This will only be highlighted when Detail Report has been selected.

HLT Code - Check this box to include health code and description on printout.

Legend - Select to see the legend on the report. This will only be highlighted when Detail Report has been selected.

Show Special and Custom Codes on Report - This box must be checked for the special and custom codes to show on report.

Do Not Print Previously Printed Letters - This will un-check the students who have previously had a letter printed for the desired letter name while all students who have not had a letter printed will have a check mark to be printed.

Select Special Codes to Display - Click inside the box and choose Special Codes to display on the report.

Select Custom Codes to Display - Click inside the box and choose Custom Codes to display on the report.

Add Announcement

This is an announcement that can be typed into the field and is added to the report only when 'Detail Report' is chosen.

Column - Leave blank to include all columns. Click to obtain a pick list of columns that can be selected to view on the report.

Report - The user can click in this box to select a report that was previously created.

OK - Click to continue.

To find definitions for standard setup values, follow this link: Standard Setup Options.


Letters

Mb792.png

NOTE - Letters are set up in Letter Maintenance.

The Letters Options window is divided into two areas: Letters and Policy Statement. In each area, are three selection boxes labeled with the grades levels each box represents. Grades 1-3, 4-

8, and 9-12. Click in the selection box in the area and grade range desired.

After clicking in the selection box a list of letters or policies will appear.

Select the appropriate letter and click OK to continue or Preview to preview the selected letter.

After all desired letters and/or policies have been selected.

OK - Click to continue.

Preview - Click to preview the selected letter


Email

Mb792b.png

To send the report, check the box Use Email to send the report.

To send the report using the Central Office email address, check the box Central Office.

In the To field, type in the employees email address to send the report or click on Teacher Email located at the bottom of the popup box to get a list of teacher email addresses to choose from. Then, click OK in the Teacher Email box.

In the From field, type in the email address of the person sending the report.

OK - Click to continue.

Main

Dailyabsmain2.png

Column Headers

Name - Student's name.

SIDNO - Student Identification Number.

SASID - Student's State Identification Number.

GD - Student's grade of enrollment.

Ethnic - Student's ethnicity. This column only shows when using the Detail Report option and not the Summary Report option.

Gender - Student's gender. This column only shows when using the Detail Report option and not the Summary Report option.

Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code.

Custom Codes - Select the custom codes created in the Custom Codes Management to filter the student list.

Team - Leave blank if all teams are to be included into the report. Otherwise, choose the desired team.

Class - Student's class period.

Homeroom - Student's homeroom class.

Date - The date the student is absent, check in or check out.

OTIM - Student's check out time.

OCOD - Student's check out code.

ITIM - Student's check in time.

ICOD - Student's check in code.

HLT - Health code.

DrCd - Doctors note code.

DrDate - Doctor's note posted date.

F, H, O, U, S, E, ND, OP - F - Full, H - Half, O - Other, S - Suspended, E - Excused, ND - Natural Disaster, OP - Days absent using Other (O) reasons or Present (P)

Out Reason - Student's check out reason.

In Reason - Student's check in reason.

HLT Description - Health code description.

Dr Reason - Doctor's note code reason.

PTD Absent - Total number of days absent for the date span.

YTD Absent - Total number of days absent for the school year.

Phone - Student's main home phone number.

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Bottom Main

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Date Span - The From and To Date as chosen on the set up box.

Total Students - Total students enrolled in school.

Total Absent - Total number of students absent.

Students Present - Total number of students present.

Present Percent - Percentage of students present.

Absence Percent - Percentage of students absent.

Bottom Main

Bottompercents.png

Date Span - The From and To Date as chosen on the set up box.

Total Students - Total students enrolled in school.

Total Absent - Total number of students absent.

Students Present - Total number of students present.

Present Percent - Percentage of students present.

Absence Percent - Percentage of students absent.

Attendance Main Page

JCampus Main Page

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