Guidelines for Verifying Proper Attendance Coding and Correcting Attendance Data
ag5200A-Verifying Proper Attendance Coding & Correcting Attendance Data Errors
The instructions/screenshots below are for the New Look of Infinite Campus. For directions using the Classic Look of Infinite Campus, use the directions at the bottom of this page.
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Correcting Attendance for all Errors Identified within 30 Days from the Date of Absence –
Attendance Errors identified within thirty (30) days from the date in question for absences in the same School Year– Attendance Change Tracking Report, Tardy & Early Leave Report, Daily Attendance Summary Report, and all other attendance errors identified.
Attendance errors are to be corrected at the school building level. Should an error be identified, the following steps should be taken:
A. A copy of the student’s Period Detail Report reflecting the current information shall be printed prior to any changes being made.
B. Errors made on multiple students in one day can be documented on the Daily Attendance Summary Report in lieu of printing the Period Detail Report for each student. This documentation should be filed in the daily attendance file for the date specified on the Daily Attendance Summary Report.
C. The secretary shall make the necessary change(s) to update the record(s) for accuracy. Information regarding the change(s) shall be made in the “Comments” field. A copy of supporting documentation shall be kept in the appropriate attendance file, as determined by the Department of Student Services. Include all pertinent information regarding the error and reference the documentation used to justify a change to the attendance data. Such information may include, but is not limited to the following:
1. Documentation, in the form of a written statement or verbal statement recorded on the Student Absence Notification Form, as defined in Board Policy 5200.01 excusing the absence that was received within the timeframes established pursuant to the same but that was not properly coded.
2. Any logs for late arrival or early leave.
3. Discovery that written documentation as defined in Board Policy 5200.01 excusing the absence was not received and was also not properly coded.
4. Identification of an error or omission in the Unknown Absence Report, the Tardy and Early Leave report, Daily Attendance Summary Report or any other attendance report which identifies an error.
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New Look
Accessing the Students Attendance Tab
The Attendance tab can be used to edit or delete an attendance event.
Path: Attendance Office > Attendance
Click on Attendance Office.
Select Attendance under Student Attendance category. Open the Student Search to Search for the student.
Type in student name or student number.
Click on the Search icon.
Select the Student.
The attendance screen will then populate.
Printing a Students Period Detail Report
Go to the student’s Attendance tab.
Click on Period Detail
Select the information you want to include on the report.
Click on Generate Report and Print or Save the Report prior to making any correction to be uploaded to the student’s attendance repository. You will also upload the documentation received that supports why you are adding the absence.
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Adding a New Event Using the Student's Attendance Tab
When the attendance office is notified in writing 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. Do not accept verbal notifications of errors.
Click the New icon at the top of the Attendance tab.
Click on the calendar to select the date or type the date of the attendance occurrence in the Date field.
Click the Refresh button.
In the code drop down menu, select the attendance code.
Enter Comments according to documentation.
Click on Fill Down if the absence goes through the entire day. If the absence was only for specific periods, just select the affected periods to correct.
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.
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Correcting an Existing Attendance Code
If you find that you coded a student’s attendance incorrectly and need to update the coding, you can change a student’s attendance code from their Attendance Tab or while you are on the Daily Attendance Processing Screen.
To change a student’s attendance code on their Attendance Tab:
Click the student’s Attendance tab.
Click on the attendance code on the date of the absence.
In the Code field, click the down arrow to select the appropriate attendance reason.
Enter Comments according to documentation. Comments entered here display on the Parent Portal.
Click Fill Down to copy the attendance code and comments to the remaining fields, if this is for a full day absence. If it is for a tardy or early leave, just change the affected periods. Be mindful that you don’t overwrite existing recorded attendance.
Click Save.
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To change a student's attendance code from the Daily Attendance Screen.
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.
Click on Attendance Office
Select Daily Attendance Processing from the Attendance Management category.
Click on the calendar to select the date or type the date of the attendance occurrence in the Date field.
Click on the attendance code next to the student whose attendance you want to update.
In the Code field, click the down arrow to select the appropriate attendance reason.
Enter Comments according to documentation. Comments entered here display on the Portal.
Click Fill Down to copy the attendance code and comments to the remaining fields, if this is for a full day absence. If it is for a tardy or early leave, just change the affected periods. Be mindful that you don’t overwrite existing recorded attendance.
Click Save.
NEVER CHANGE EXCUSED & UNEXCUSED MARKS TO TARDY MARKS ON THIS SCREEN. THE MINUTES PRESENT WILL NOT CALCULATE FOR THE STUDENT.
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Deleting an Attendance Event
If an attendance event is recorded in error the office must be notified in writing of the error. The notification must include the students name, date of absence, and signature of staff member reporting the error (email preferred). Verbal notifications are not permitted.
To Delete Entire Day’s Attendance
Prior to making any deletion, print the Period Detail report. Leave all report options default.
From the Student’s Attendance tab.
Click on the date of the absence.
Click the drop down arrow on the period(s) to be modified.
Click the Clear button if deleting the entire day’s attendance.
Click Save.
To Delete Attendance from Specific Periods
Prior to making any deletion, print the Period Detail report. Leave all report options default.
From the Student’s Attendance tab.
Click on the date of the absence.
Click the drop down arrow on the period(s) to be modified.
Click the empty space at the top of the attendance codes in the drop down list. The attendance code will disappear and appear blank .
Click Save.
Upload the student’s period attendance detail report and the documentation received to initiate this correction to the student’s attendance repository. If you are using the Daily Attendance Summary Report to correct multiple students on the same day, you would document corrections on the report and file that in the Daily Attendance File.
Classic Look
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
Click the Index tab.
Click Student Information.
Click General.
Click the Search tab
5.Type in the student’s name to search for them.
6. Click Go.
7. Click Attendance Tab
Printing Students Period Detail Report
Go to the student’s Attendance tab.
Click on Period Detail.
Open the report and print it.
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Adding a New Event Using the Student's Attendance Tab
When the attendance office is notified in writing 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. Please do not accept verbal notifications of errors.
Click the New icon at the top of the Attendance tab.
Enter the date of the attendance occurrence.
Click the Refresh button.
In the Code drop down menu, select the Attendance code.
Enter Comments according to documentation.
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.
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Editing an Attendance Code on the Attendance Tab
Attendance codes can be edited when a Board approved reason for the absence(s) is provided by the parent/guardian and/or professional provider within one week of the date of absence. Prior to excusing an absence verify that Principal approval is not required.
A Request for Principal Approval of an Excused Absence Form must be completed when absence documentation is:
Received after one week from the date of absence
The student has reached 9 Parent Authorized Absences
The reason for absence is not a board approved reason
Student is traveling Out of the Country
Vacations (must be pre-approved via Principal Approval Form).
To change a student’s attendance code on their attendance tab:
Click the student’s Attendance tab.
Click on the date of the absence.
In the Code field, click the down arrow to select the applicable attendance reason.
Enter Comments according to documentation. Comments entered here display on the Portal.
Click Fill Down to copy the attendance code and comments to the remaining fields. Be mindful that you don’t overwrite existing recorded attendance.
Click Save.
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To change a student's attendance code from the Daily Attendance Screen.
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/guardian, or document from a professional provider, is used to edit the student’s absence, tardy, or early leave.
Reference the Attendance Codes document for a complete list of Attendance, definitions, and documentation needed.
Select the Attendance Code from the drop-down list. Reference the Attendance Codes document available on the Infinite Campus Dashboard, for a breakdown of all attendance codes and when each is applicable.
Enter Comments. Comments entered here display on the portal.
Click Fill Down.
Click Save. Note: the above edits can also be made by using 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”.
NEVER CHANGE EXCUSED & UNEXCUSED MARKS TO TARDY MARKS ON THIS SCREEN. THE MINUTES PRESENT WILL NOT CALCULATE FOR THE STUDENT.
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Deleting an Attendance Event
If an attendance event is recorded in error the office must be notified in writing of the error. The notification must include the students name, date of absence, and signature of staff member reporting the error (email preferred). Verbal notifications are not permitted.
Prior to making any deletion, print the Period Detail report. Leave all report options default.
Click the student's Attendance tab.
Click on the date of the absence.
Click on the period(s) to be modified.
Click the Clear button.
Click Save.
