Excessive Abs by Factor
These instructions will show you how to generate a report or parent letters based on excessive absentees by factor for your school.
Menu Location
On the left navigation panel, select Attendance > Count > Excessive Absences by Factor.
Setup Options
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.
From Date and To Date - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.
Grade - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade.
Team- Absentees by Teams can be selected by clicking in the cell and choosing the team(s).
Exclude Program - This option allows certain programs to be excluded from the report.
Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code.
Skip Codes - These are non-attendance codes that you do not want to be considered for the report. Be sure to select all numeric codes for the same alpha code. For example, if you select 03 P to be skipped then you must also select 04, 11, 34, 37, 40, 42, 45, and 47.
Skip L Codes - Check to NOT list students who have leave codes in Student Master and have dropped from your school.
Ethnic - Leave the field blank if all ethnicities are to be included. Otherwise, choose the desired ethnicity
Gender- Leave the field blank if both genders are to be included. Otherwise, choose the desired gender.
Major referrals Only - These students have been referred to the office (code 06) using "Action Taken By Teacher" on referral page 2 or on which administrators have taken action by adding information on the Admin page of the referral using "Action Taken by Administrator".
Show SSN on report - Show the social security number on the report.
Today's Abs Only - Check the box to limit the list of students to those who have records on the to date.
Print Detail - Print attendance history with the letters.
Show Remote Only
- If your school does NOT offer any remote classes, this feature does not apply.
- As a school that offers remote classes, by checking this box the list of students will be those from other schools in your district that attend classes on your campus. Students from your school will not be on the list if this box is checked.
Do Not Print Previously Printed Letters - Check the box to not include the students who have already had a letter printed for this letter title.
Letters - Select to choose a letter that corresponds to the number of absences. To do this, check the row of the Letter column that corresponds with the number of absences, then click on the row in the blank space under the Letter Selections column to choose the letter name needed. Also place a check in the Letter column.
NOTE - You must verify that the letter you want to print is available or you must create the letter before you continue in Letter Maintenance.
Click OK to continue.
To find definitions for standard setup values, follow this link: Standard Setup Options.
Main
Column Headers
Sch - School number.
School Name - Name of the school.
Number followed by an equal (Ex. 2=) - Total number of absences that are equal to 2.
Number followed by a plus (Ex. 3+) - Total number of absences that are equal to 3 and less than 5.
Total - Total number of absences of all columns.
To find definitions of commonly used column headers, follow this link: Common Column Headers.
NOTE - To view absentees, click on the number in the columns to view student information. Here you will be able to print this list of students, attendance letters, FINS Letters, and attendance history.
Print Letters - This is the letter selected from the setup box.
Print Labels - This will print mailing labels.
Print - This will allow the user to print the report.
Print FINS Letter
Court Referral Letter - This letter is for the juvenile system.
Mandatory Conference Letter - This letter is sent to the parent/guardian.
Use Today's Date - Check the box to print today's date. If the box is not checked, the date will be left blank.
Print History - This is a printout to show all of the absences for the student.
Print FINS Referral Checklist - This letter will show the student's attendance, discipline and grades. This will only show (U) unexcused Full Day absences on the letter. It will not show check ins/outs nor total them up.
Bottom
Setup - Click to go back to the Setup box.
Print Letters - Print letters for the group(s) specified in the Letters window of the setup.
Print Labels - Designed for the Avery 8160 White Address Label.
Print - This will allow the user to print the report.
Help - Click to view written instructions and/or videos.
