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Attendance Events are modified when the reason code or comments are changed.  This happens when the school receives notification either written or verbal as to the reason for the absence.  Some examples as to why an attendance event may need edited:

  • Parental Notification Received
  • Attendance Event was entered in error
  • Attendance Change Tracking Report
  • Schedule Change

Be sure to follow Board Policy 5131.3 when excusing absences. When editing an Attendance Event (with proper documentation), follow the Guidelines for Verifying Proper Attendance Coding & Correcting Attendance Data Errors.

  • Prior to making any modification: Print the Period Detail report.  Leave all report options default.  (As required in the Guidelines For Verifying Proper Attendance Coding and Correcting Attendance Data Errors)

Attendance Errors Identified Within 30 Days of the Date of Absence

If the modification is less than 30 days from the date of absence and the secretary has received proper documentation they should:

  1. Print the student’s Period Detail Report.
  2. Make the necessary changes to update the record in Infinite Campus and enter information regarding the change in the Comments field.  A copy of supporting documentation must be kept in the student’s attendance file.  Include all pertinent information regarding the error and documentation justifying a change to the attendance data.   See Guidelines for Verifying Proper Attendance Coding & Correcting Attendance Data Errors for acceptable documentation.
  3. Notify the principal in writing via email that an error has been identified.  Include the student’s name, ID number, grade level, gender and the nature of and date(s) on which the error was made. 

Attendance Errors Identified Within 30 Days of the Date of Absence

If the modification is more than 30 days from the date of absence and the secretary has received proper documentation they should:

  1. Print the student’s Period Detail Report.
  2. Notify the principal in writing via email that an error has been identified.  Include the student’s name, ID number, grade level, gender, and the nature of and date(s) on which the error was made.  Include all pertinent information regarding the error and documentation justifying a change to the attendance data.  See Guidelines for Verifying Property Attendance Coding and Correcting Attendance Data Errors for acceptable documentation.
  3. Upon approval by the principal via email, the secretary shall make the necessary change(s) to update the record(s) for accuracy.  Information regarding the change(s) should be made in the Comments field.  A copy of the notification to the principal and supporting documentation shall be kept in the student’s attendance file.

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Accessing the Students Attendance Tab

The Attendance tab can be used to edit or delete an attendance event. 

PATH:  Student Information>General>Search for the student>Attendance tab

  1. Click the Index tab.
  2. Click Student Information.
  3. Click General.
  4. Click the Search tab.
  5. Type in the student’s name to search for them.
  6. Click Go.

Modification Alerts:

The Attendance tab will note the last person to have modified the student's attendance record when the entry is hovered over. This is reported when a new entry is added or when an existing entry is modified.

 

Printing Students Period Detail Report

  1. Go to the student’s Attendance tab.
  2. Click on Period Detail.
  3. Open the report and print it.

 

Adding, Editing & Deleting an Attendance Event

Adding a New Event Using the Student's Attendance Tab

When attendance office is made aware of an omission of an attendance event, i.e., a student believed to be present, was absent.  The attendance event will need to be added.  

  1. Click the New icon at the top of the Attendance tab.
  2. Enter the date of the attendance occurrence.
  3. Click the Refresh button.
  4. In the Code drop down menu, select the Attendance code.
  5. Enter Comments according to documentation.
  6. Click Save when finished.

 

Do not add Attendance connected to behavior events; this will create an exception on the Behavior Attendance Audit Report.  This attendance must be changed in the Behavior Resolution. 

Editing an Attendance Code on the Attendance Tab

To change a student’s attendance code on their attendance tab:

  1. Click the student’s Attendance tab.
  2. Click on the date of the absence.  
  3. In the Code field, click the down arrow to select the applicable attendance reason.
  4. Enter Comments according to documentation.  Comments entered here display on the Portal.
  5. Click Fill Down to copy the attendance code and comments to the remaining fields.  Be mindful that you don’t overwrite existing recorded attendance.
  6. Click Save.

 

Editing Attendance Reasons

Student absences are to be edited when Board approved reasons for the absences are provided by the parent/guardian and/or professional provider.

PATH:  Index>Attendance>Daily Attendance

The Daily Attendance screen allows users to see at a glance all students who have an attendance event (absence/ tardy/early leave etc.) for a selected day.  Attendance can be edited from here by clicking on the attendance event. 

 Board policy expectations are for parent/guardians to notify their child’s school of the student’s absence by 9:30 a.m.  The phone call is to be recorded on the Student Absence Notification form.  The Form, note from parent/guard, or document for a professional provider, is used to edit the student’s absence, tardy, or early leave.

Some of the more common attendance codes include, but definitely not limited to:

  • PAA: Parent Authorized Absence
    • A parent/guardian note has been received for the student’s absence, tardy, or early leave, but there has not been supporting documentation from a professional provider.  The absence reason has to be according to Board policy.   
    • After 9 parent authorized absences, additional PAA’s have to be approved by the school principal on the Request for Excused Absence Form to excuse the absences.  Once the principal approves the absence, it is to be edited to Excused.
    • EXC: Excused
      • When the parent/guardian provides documentation from the professional provider, the student’s absence is to be edited to Excused.  The absence reason has to be according to Board policy.

Attendance Codes associated with behavior are to be entered through the Behavior Event ONLY.  The following codes should never be used to edit a student’s absence, unless it is edited through the behavior:

  • IPW: IPASS Enrollment Wait Period
  • ISS: In School Suspension
  • OSS: Out of School Suspension with Homework
  • OSW: Out of School Suspension without Homework
  • PALS: Positive Alternative for Students
  • RMV: Disciplinary Removal
  • TIC: Truancy Intervention Center

 

Reference the Attendance Codes document  for a complete list of Attendance, definitions, and documentation needed.

  1. Select the Attendance Code from the drop-down list.  Reference the Attendance Codes document available on the TLC SharePoint site for a breakdown of all attendance codes and when applicable.
  2. Enter Comments.  Comments entered here display on the portal.
  3. Click Fill Down.
  4. Click Save. Note: the above edits can be made on the student’s Attendance tab.

Unexcused absences from previous days should be edited to “PAA: Parent Authorized Absence” when a note is received from the parent that includes an excusable reason for the student’s absence, but lacks supporting documentation from an authorized source according to Board Policy.  If supporting documentation is provided from an authorized source, i.e. medical professional, college visitation, court provided documentation, then the code would be entered as “EXC: Excused”.

Keep all attendance notes in a separate folder for each student.  The notes are to be kept at the school until further notice.  DO NOT DESTROY!

NEVER CHANGE EXCUSED & UNEXCUSED MARKS TO TARDY MARKS ON THIS SCREEN.  THE MINUTES PRESENT WILL NOT CALCULATE FOR THE STUDENT.

If the student has more than 9 absences, or if the absence excuse is received more than one week after the last date they were absent it requires approval. The Secretary will attach the excuse note to the Request for Approved Absence Form. If the Principal approves and signs the note it can be entered as excused in Infinite Campus. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Deleting an Attendance Event

When the attendance office is made aware of an attendance event recorded in error, i.e., a student believed to be absent was present, the attendance event will need to be deleted. 

  • Prior to making any deletion, print the Period Detail report.  Leave all report options default.
  1. Click their Attendance tab.
  2. Click on the date of the absence.
  3. Click on the period(s) – AM and/or PM – to be modified.
  4. Click the Clear button.
  5. Click Save.

 

 

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Department of Accountability & Other Support Services
Division of Information Management