Attendance Wizard Guide

Overview

The Attendance Wizard tool allows the Attendance Office to quickly create or change attendance data for an individual or a group of students. Using a variety of modes, the Attendance Wizard allows the entering of Attendance Codes and Comments. The different modes that can be used are Daily, Batch, Edit, Batch Edit, Check In and Check Out.

Mode	Functions	Who should use this mode?
		Elementary	Middle School & High School
Daily	Records student attendance for the entire day.	Change Unknown Absences to Unexcused. Could also be used to mark a group of students absent that may not have initially been marked in the classroom monitor.	Do not use for MS/HS.
Period	Record student’s attendance for the selected period.	Not typically used in ES	A group of students or an individual student will be off campus or will miss class for a selected period only, such as testing during a certain period. Also use this mode when changing Unknown Absences and Unknown Tardies to Unexcused or Excused or Tardy to Class.
Batch	Records student attendance for the entered date range and time range.	Not typically used in ES Can be used when a student will be absent from school for consecutive full days.	Student will be absent for a specified date range and time range. Can be used when a student will be absent from school for multiple days. Secondary schools use this mode to record attendance events from the late arrival and early leave logs.
Edit	The Edit Mode allows the user to record attendance for only one student and more than one period at a time, but not for an entire day. When using this mode you can select a different attendance code and enter different comments for each period.	Do not use for ES.	A student was absent a specific day for a specific period. Not typically used.
Batch Edit	Records attendance for a date range for the selected periods. The students would be marked absent for the same periods on all attendance days during the entered range.	Do not use for ES.	The yearbook class is meeting off campus for three days during the week in the mornings only. These students would be marked Class Excused for the class periods that meet in the morning only for all days in the date range.
Check In	Using this mode marks the student as present (in attendance) from the time of arrival through the remainder of the day. *Note: Student must be marked absent first, in order for this mode to work.	Used to check in late arrivals in ES.Student comes to school AFTER having been marked absent for the entire day. Check in will remove the attendance record from the time of arrival through the end of the day.	Do not use check in mode at MS/HS.
Check Out	Using this mode marks the student as absent (not in attendance) from the time of departure through the remainder of the day.	Student leaves school after being in attendance from the beginning of the school day through the leave time. Check Out will apply the attendance record from the time of departure through the end of the day.	Do not use check in mode at MS/HS.

K-6 buildings take Daily Attendance. K-8 buildings follow Daily Attendance for Grades K-5 and Period by Period Attendance for Grades 6-8. Be sure to ask your Student Data Specialist if you are unsure of which mode to use.

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Daily Mode in Attendance Wizard

The Daily Mode is most commonly used for changing the unknown absences for the day to unexcused absences. This mode is also used to mark a student or group of students absent that may not have initially been marked absent in the classroom monitor.

PATH: Index>Attendance>Attendance Wizard

The current date will automatically be entered into the Attendance Date field. This can be changed to create or edit attendance events for any attendance date. You can either type the date in the mm/dd/yyyy format or choose the date from the calendar by clicking on the icon to the right of the date field.
Choose the Daily Mode radio button. Note: The Daily Mode marks selected students as absent for the entire day.
Search for student by entering their name
Click Search. The search results will appear in the column labeled B.
Select the students from Column B to move to Column C. Only students in Column C will have attendance entered for them. Repeat Steps 3 and 4 to search for additional students. Note: To remove a student’s name from the list, click on their name in Column C.
Select the correct Attendance Code to be applied to all students– In this case, Unexcused was chosen.
Comments: Append Comments should be automatically selected. Do not enter comments or change the Comments Options, unless they apply to all students for the day.
Verify Overwrite Existing Data is checked.
Click Save Attendance

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Batch Mode in Attendance Wizard

The Batch Mode can be used when a student will be absent from school for multiple days.

PATH: Index>Attendance>Attendance Wizard

Attendance Date: The current date will automatically be entered into the date field. This can be changed to create or edit attendance events for any attendance date. You can either type the date in the mm/dd/yyyy format or choose the date from the calendar by clicking on the icon to the right of the date field. Select the first date the student will be absent.
Choose Batch Mode.
Enter the student’s name or student number.
Click Search. The search results will appear in the column labeled B.
Select the students from Column B to move to Column C. Only students in Column C will have attendance entered for them. Repeat Steps 3 and 4 to search for additional students. Note: To remove a student’s name from the list, click on their name in column C.
Select the Attendance Code from the drop down list that relates to the absence for the days. This code will be applied to all students in Column C.
Enter the Date and Time range that the student will be absent. From: Enter the first date of absence and the time (usually the time school starts). To: Enter the last date of absence and the time (usually the time school ends for the day).
Enter Comments related to the attendance entry according to documentation received.
Change the Comment Options to Overwrite Existing Comments. Verify that the Overwrite Existing Data box is checked.
Click Save.

ES Batch Mode Reminder

An example of when to use batch for recording multiple days absence would be; a student turns in a doctor’s note indicating they will be absent for a week due to surgery.

HS / MS Batch Mode Reminder

At the secondary level batch mode is frequently used to enter late arrivals and early leaves, therefore the start and end times will vary.