Step by Step - Daily Attendance - Elementary

Step One – Generate Rosters for Attendance Collection

Classroom teachers are responsible for submitting attendance, electronically, through Infinite Campus Instruction.   It is recommended that teachers have a current, PRINTED Attendance Roster, in the event that the teacher is absent, and a substitute teacher has been assigned.  Also, in the event of a system outage, a printed attendance roster (generated from Infinite Campus) should be used to record attendance.  The secretary will use the roster for attendance entry through Classroom Monitor.  Attendance not recorded on an Infinite Campus generated roster should not be accepted.  It is recommended the attendance roster is signed & dated by the teacher submitting the attendance before sending to the office.  

Sub Attendance Roster 

New Look Path: Main Menu >Attendance Office > Reports > Sub Attendance Roster Report

The Sub Attendance Roster can only be generated for one day.  However, it can be generated for a range of periods, for specific teachers:

1. Effective Date defaults to the current date.  The date can be changed by typing in another date or use the date selector.  It is imperative that the date on the rosters is the date that the attendance is being recorded for.

2. Period: Click H1 (If you are printing for a PM Only class, click H6)

3. Teacher: Click on the name of the teacher the substitute is there for. 

   • Use the CTRL key and left mouse button to select multiple teachers.

4. Course: Select Elementary Attendance

5. Click Generate Report.

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Attendance Register Report

New Look Path: Main Menu > Attendance Office > Report > Attendance Register

If the attendance roster is being generated for every teacher for every period, generate the Register report.  If students have attendance events entered in Infinite Campus, they will display on the report:

Enter the criteria for the report

1. Select Course Section Attendance Register. (IMPORTANT)

2. Select By Date

3. Enter the Start Date and End Date

4. Select Portrait.

5. Select Teachers and Sections.

   1. Select Teachers to generate for all home room teachers, leave at the default of All Teachers; sort by name.

   2. To generate the report for all attendance courses, highlight all of the Elementary Attendance sections. Or to select specific sections, click on the desired section, click the control key, and click any further desired sections.

6. What options would you like to use for printing?

   1. Select Include only Instructional Days

   2. Select Use District Attendance Codes.

7. How would you like to sort students?

   1. Select Teacher

8. Click Generate Report.

Step Two - Generate Late Bus Route Sheets

Secretaries for all schools will run a route sheet to confirm that the students arriving late on a bus were assigned to ride the bus.  The students must be marked on the bus route sheet, not signed in on the Late Arrival log.  The route sheet must include the date and time of arrival for the bus, and clearly mark each student that came in on that route. If a student arrived by personal means of transportation, they must also be added to the route sheet. Enter the late bus students along with students who are tardy to school in Step 5.

To learn how to print a route sheet, review the Processing Late Bus Attendance page.

Step Three - Verify Classroom Attendance has been Entered

Use the Classroom Monitor to confirm that attendance has been entered by all present teachers. 

 PATH:  Main Menu > Attendance Office > Classroom Monitor

The Classroom Monitor will open to the current date.  To change the date, type the date or use the calendar tool to select the date.  Click the Refresh button to reload the Classroom Monitor for that particular date.

1. Check the Classroom Monitor for completion of attendance for courses. 

2. Sections appearing in pink indicate that attendance has not been taken for that course.  Sections appearing in green indicates that attendance has been entered for that course.

For more information review the Classroom Monitor page.

Step Four: Entering Substitute Teacher and Blocker Course Attendance

Use the Classroom Monitor to record any attendance that has been recorded on a paper roster by a sub or teacher who is not able to do electronic attendance.  This step also includes entering any attendance information for students in the following blocker courses every day:  No Show, Unable to Locate, and Located not Attending. 

PATH:  Main Menu > Attendance Office > Classroom Monitor

1. Navigate to the Classroom Monitor.

2. The Classroom Monitor will open to the current date.

   1. To change the date, type the date or use the calendar tool to select the date.  Click the Refresh button to reload the Classroom Monitor for the selected date.

   2. Sections displaying as pink indicate that attendance has not been entered and saved.

   3. Sections displaying as green indicates that attendance has been entered and saved for that course.  If all students are present, the teacher will still need to click on the section and click Save.

   4. The number of student’s present displays with the number of students scheduled.

3. The teachers are listed in alphabetical order by last name. To the right of the teacher’s name, click on the course section.  The screen opens to reflect the teacher view of attendance.

4. All students are Present by default.  Mark the student’s absent by clicking the radio button under A. Do not use T for tardy.  Elementary school students who are late to school are not entered here.  It is optional to enter comments in the Comments field in the Classroom Monitor.  Comments entered here will display on the Portal.  If all students are present, skip to Step 5. 

5. Click Save.  The page will refresh and display the Classroom Monitor view with the course section just modified in green.

Tardies

Students late to school must initially be marked as absent for the tardy to be properly recorded using the Check In mode.

1. If a student was late to the building, the teacher must mark the student absent, and the student MUST check in with the attendance office. 

2. If the student was in the building on time, but late to class due to eating breakfast, the student must be marked present.

Pre-K Attendance

PK teachers with ½ day PK classes will need to take attendance for both their AM and PM courses the same way as all other full day elementary students. Pre-K AM Attendance should be taken in the first period of the day. Pre-K PM Attendance should be taken in the first period that occurs.

K-6 Schools

Please ignore any 6th grade courses displaying on the classroom monitor (LA, MA, SC, etc.).  Attendance will NOT be entered for these courses, and they will remain pink.

Blocker Course Attendance

The attendance for students that are in the No Show, Unable to Locate, and Located but Not Attending courses must be entered every day. The building administrator should be listed as the teacher of record.  The attendance secretary will go to the Classroom Monitor, locate the administrators name, and mark all students absent. If there are no students scheduled into those courses, the space will be empty.

Step Five - Late Arrivals

Students who arrive after the official start of school are considered to be tardy to school and must sign in at the schools designated attendance area. When a student arrives to school late, the students first and last name, time and reason must be recorded on the Student Late Arrival Log.  This log is a paper document that will be used to record the information into Infinite Campus. The log must be maintained in the corresponding daily attendance file. 

PATH: Main Menu > Attendance Office > Attendance Entry Wizard

Late arrivals entered from the log must be entered using the Check-In mode in the Attendance Wizard.  This process will calculate minutes accurately for students. Students MUST be recorded as ABSENT in Classroom Monitor before using the Check-In Mode through the Attendance Wizard.

For students who arrive to school on a late bus, you will follow the steps below to enter their attendance also.  When entering the information in Infinite Campus, the attendance code that will be used is LB (Late Bus).  A comment should also be added stating: CCS Trans Issue – (Put the route number and time of arrival). Check the bus route sheet to confirm that the students were assigned to the late bus.

It is important to follow the steps below in order to correctly record the tardy.

1. Date: In the Attendance Wizard, enter the Attendance Date or use the date selector to choose the date of the tardy.

2. Mode: You must select Check-In Mode.

3. Students: To view students who are already marked absent in the building, in the Status/Excuse drop-down menu, select Absent – Unknown. You can also search for the student who is to be recorded as tardy to school by entering the student’s name or student number in the applicable fields. Multiple students can be recorded as tardy with the same check in time and same comments, such as with a late bus.  Search for and move all of these students to box C before going to the next step.

4. Click Search. If the student does not populate into Column B, they were not marked absent first and must be marked absent before you can record the late arrival.

5. Students who match the search criteria will display in column B.  If there are multiple students matching the search criteria, click on the name of the student to be recorded as tardy to move that student’s name to Column C.  If there is only student matching the search criteria, that student’s name will automatically display in Column C.

6. Select the appropriate Attendance Code from the drop-down menu.  (Select LB for Late Bus Students)

7. Current Time - Enter the time of the student’s arrival as recorded on the Late Arrival Log.

8. Enter a comment (typically the reason given for the tardy). Comments entered here are visible on the Parent Portal.

9. CHECK YOUR INFORMATION BEFORE SAVING!!! Click Save Attendance.

Repeat this process for all students on the Late Arrival Log and students arriving to school on a late bus.

Step Six - Printing the Caller Report

Step Six of the Daily Attendance process is to print the Caller Report.  The Caller Report prints a list of students who are marked as absent unknown and includes the parent/guardian names, home phone number, work phone number and parent/guardian email.  This report only prints students marked with an “A” (Absent Unknown) in the Classroom Monitor.  It is necessary to print this report after the Late Arrivals have been entered through the attendance wizard.  File this report with the Late Arrival Logs, Student Release, Attendance Roster/Sub Roster, Late Bus Roster in the Daily Attendance File.

New Look Path: Main Menu > Attendance Office > Attendance Management > Daily Attendance Processing > Caller Report

Once attendance has been entered for all students, generate the Caller Report.

1. The Daily Attendance tab will open to the current date. To change the date, type the date or use the calendar tool to select the date.

2. Click Caller Report.

The report opens in PDF format; click the Print icon to print the report or the Save icon to save it to your computer.

Each school is directed to have an Attendance team.  Designated member(s) of the team are to make phone calls to the parent/guardian of students absent the current day. The Caller Report (generated above) is an excellent tool to use when making the calls.  It is suggested, and helpful, to keep action notes directly on the caller report, however this does not replace documentation required for a students individual attendance folder.

Examples would be:

1. You attempted to contact the home number but there was no answer. Record the date you called and state "no answer".

2. The student was marked Absent Unknown (A) before mom called in that the student would be out ill. Record "parent called in". If the absence should be excused fill out a Student Absence Verification Notification Form and upload it to the student’s attendance documents.

How to remove tardy students from Caller Report:

If you do not want your students who have arrived tardy to populate on this report, enter your tardies BEFORE you print your caller report.  The report will then only show the students marked as Absent Unknown.  

DO NOT ROLL THE ATTENDANCE. All attendance will automatically “Roll” overnight.

Step Seven - Editing Attendance Reasons

The Daily Attendance Processing tool allows a user to see at a glance all students who have an attendance event (absence/ tardy/early leave etc.) for a selected day.  From here, a user with the proper rights may also edit an attendance event.

For directions to edit/modify the Attendance Code using the Student's Attendance Tab or Daily Attendance Tab click here.

Step Eight - Students Leaving Early

Step Eight of the Daily Attendance process is to use the Check Out Mode in the Attendance Wizard when a student leaves early and needs to be marked as absent for the remainder of the day.

When a student leaves school early, the parent must sign them out on the Student Release Log. The student's full name, time, reason, and the parent/guardian's signature must be recorded on the Student Release Log.  This log is a paper document that will be used to record the information into Infinite Campus. The log must be maintained with the daily attendance files.

Early leaves will be entered using the Check Out mode in the Attendance Wizard.  This process will calculate minutes accurately for students.  The Check Out Mode applies the attendance code to all absences after the check-out time.  The Check Out time stamp will auto populate into the comments field.

New Look Path:  Main Menu > Attendance Office > Attendance Management > Attendance Entry Wizard

1. Date: In the Attendance Date field, type or select the date from the calendar.

2. Mode: Select Check Out

3. Enter the students name or student number of the student leaving early in the applicable fields.

4. Click Search.

5. The Search results will appear in Columns B and C if you search for an individual student.  If you search for multiple students, you must click on their name in Column B to move them to Column C, after each search.

6. Select the Attendance Code from the drop-down menu. 

   1. EUX = Early Leave Unexcused

   2. ELV = Early Leave Excused

   3. PAEL = Parent Authorized Early Leave

   4. PMEL = Parent Medical Early Leave

7. Current Time - Enter the time the student signed out.  

8. Enter any Comments as to why the student is leaving early.  Comments entered here are visible on the portal.

9. CHECK YOUR INFORMATION BEFORE SAVING!!! Click Save Attendance. 

Step Nine - Attendance Summary Report

New Look Path: Attendance Summary Report - Main Menu > Attendance Office > Attendance Management > Daily Attendance Processing - Summary Report

Generate this report after the daily attendance has been completed.  This report can either be printed and filed in the Daily Attendance File or a copy can be saved on the school's public drive. Click here for instructions: How to Generate the Attendance Summary Report.

Step Ten – Filing and Storing Attendance Notes and Documents

Daily Attendance Documentation File - Every school is to have a daily attendance documentation folder for each day of the school year. This folder will be used to file the following documents:

• Student Late Arrival Log

• Student Release Log

• Route Lists of late bus arrivals

• Fields trips, etc.

• Attendance corrections for that day

• Paper Register/Rosters used to enter attendance (i.e. Sub Attendance Rosters or Attendance Registry)

Student Attendance Documents Repository - Every student with attendance events should be uploaded to the student’s attendance documents tab

• Parent/Guardian notes

• Student Absence Notification Forms 

• Class Excused Forms

• Request for Principal Approval Forms

• Other attendance documentation for that student
  
  

Classic Look Paths:

Classic Look Path: Index > Attendance > Attendance Wizard

Classic Look Path:  Search > Student > Student’s Name > Attendance Tab

Classic Look Path:  Index > Attendance > Daily Attendance > Caller Report

Classic Look Path: Index > Attendance > Attendance Wizard

Classic Look Path:  Index > Attendance > Classroom Monitor

Classic Look Path: Index > Attendance > Reports > Sub Attendance Roster 

Classic Look Path: Index > Attendance > Reports > Sub Attendance Roster

Classic Look Path: Index > Attendance > Reports > Register (This report cannot be generated by teachers)