Spider Attendance Flow

Transcription

1 Spider Attendance Flow Introduction PCSchool has now made all areas of student attendance available via the PCSchool Web App Spider. This document outlines the new Attendance Flow control and how to use it. Accurate recording and reporting of student attendance is critical for any school, for both internal checks, duty of care / early notification and external reporting for student assessment and funding. All schools will have their own mandatory requirements however the instructions in this document should be seen as a recommendation on what steps should be incorporated into the schools daily attendance process. These steps may differ from school to school depending on your use of the GateKeeper or PCSentry modules. If you are unsure, please contact the PCSchool Help Desk to discuss the best process for your school. Table of Contents Introduction... 1 Security... 2 Settings... 3 Manage Calendar... 3 Attendance Codes... 4 Attendance Defaults... 7 Timetable Periods... 8 Entry Student Absence / Late Entry Roll Marking Group Absence Entry Absence Review Absence Review Unmarked Rolls Early Notification EN Settings Notify Caregivers Reports Analytics Reports Analytics Last Update 08/09/2017 1/35

2 Security To set security for your Staff please see the following link security for Attendance Flow or Last Update 08/09/2017 2/35

3 Settings Manage Calendar This control allows you to enter term dates, holiday dates, subject phase dates and special days (such as sports days where a roll needs to be marked for the day but outside the normal period structure). 1. Add New allows you to create new calendar dates as needed. 2. Select Activity select the type of date. eg. Holiday, Special Day etc 3. Date Range Enter date from and to, use same date for both if a single day. 4. Description enter a description of the date and a comment (optional). 5. Select timetable sequence to maintain. 6. Save and Propagate Calendar will save the date and write it to the calendar file. 7. Preview allows you to view the calendar file. Date type will be indicated by: H holiday date 8. W weekend date Y school date, number indicates the day in the timetable for the date Use the radio buttons at the top to view each date type and the buttons beside each date to edit (green) or delete (red cross) the record. Last Update 08/09/2017 3/35

4 Attendance Codes Attendance codes are drawn from an AttendanceCodes.xml file in the PCSchool\Documents folder on the server. The Spider will automatically pull in the information in this file. New codes can now be added directly through this control. 1. Filter options to assist in searching for / viewing certain codes. Import from File will import the codes as found in the AttendanceCodes.xml file. 2. NOTE: this will set all codes back to N for Hide from Roll and Inactive as this information is not saved in the xml file. 3. Create New Code to add a new attendance code to the list (see next page for details). Gives the details of each attendance code: Code / Reason status code use and its description Audit Code / Truancy Code / Attendance Status generally P=Present, J=Justified Absent, U=Unjustified Absent, S=School based activity 4. Hide from Roll allows you to hide codes from the roll marking, so teachers do not use them. Inactive set to Y (yes) if a code is no longer in use / valid. Sort Order order the codes will appear. The first five codes will appear in the Roll Marking as the shortcut buttons for teaches to use. Last Update 08/09/2017 4/35

5 Create a New Code 1. Select to Create New Code. 2. Enter a UNIQUE code and a reason. Enter the relevant Audit Code and Truancy Code P=Present 3. J=Justified Absence U=Unjustified Absence S=Present but at an offsite school event/activity 4. Enter a UNIQUE sort order. 5. Select options for Half Day, Hide From Roll and Inactive. 6. Save the new code for it to appear in the list. 7. On saving you will have the opportunity to edit or delete the code you have just created. Last Update 08/09/2017 5/35

6 Edit or Delete Codes 1. Edit (green button) will allow you to Manage the selected code. 2. Leaving the Code the same but changing the other options (Reason, Audit Code, Hide From Roll etc) will simply update the existing codes settings. 3. Changing the Code, but not altering the other options, will NOT change the original code, but create a duplicate attendance code with the settings. Exiting out will refresh your page. Last Update 08/09/2017 6/35

7 Attendance Defaults The Attendance Defaults are used in absence reports so the system knows what codes refer to what type of absence/late and are reported on correctly. These will feed through from your Back Office Settings but can be modified through this control if needed. 1. Rolls will default to this option when first opened by teachers. NSW schools would set this to X for the first/last day of term, and back to P for all other days. 2. Used for overall day status where a student has an explained absence. 3. Used for overall day status where a student has an unexplained absence. 4. Used when creating a late record for a student. 5. Used to identify the Present status for reporting. 6. Used to identify periods that do not require roll marking (assembly, study periods etc) 7. Used to identify days where students are not required to be present at school. Used in Early Notification to indicate if a student has been marked using any of these status during 8. the day NOT to send notification to the caregiver. Example: if a student has been marked unexplained in Pd 1 but on an excursion Pd 2, don t notify 9. Used to identify unexplained absences that have not had a reason supplied after a set time frame. 10. Used to create an Absent record if a teacher marks a student Late for Class. Normally Late for Class is considered a present and no absent record is created. 11. Ticking this will allow teachers to manually select the subject and period for roll marking. 12. Ticking this will exclude the system from creating a non-timetabled roll based on the student form class in Student View > Scholastic tab. Last Update 08/09/2017 7/35

8 Timetable Periods Timetable Periods is where you can manage your period setup used for the timetable and roll marking. 1. Select the Day you wish to view the periods for. 2. Select the Year or Year Group you wish to view the periods for. 3. Displays the options selected in 1 and 2 above. 4. Year Substitution allows you to change / add new periods for different year groupings. 5. Manager Trigger(s) allows you to view existing triggers or add new ones. 6. Create / Modify allows you to edit the existing periods, or create new periods. Last Update 08/09/2017 8/35

9 Manage Trigger(s) Triggers can be set up for Consecutive Absences, Unmarked Rolls and Unexplained Absences 1. Manage Trigger will open the Trigger view. 2. Enter the Time the trigger should run (must be in 24 hour clock format) and prompt the system to check for the trigger type and then send an to the nominated person. 3. Place a tick beside those triggers you wish to have active. The Trigger program must still be set to run on the server or nominated machine. See instructions for this on the link below: Last Update 08/09/2017 9/35

10 Year Substitution and Create/Modify Year Substitution allows you to create additional periods for different years or year groupings. You can create periods for a maximum of five different year levels or year groupings. You should always start with having a base set of periods for *C (All Current Students) you can then add new groups based on these default periods. 1. Year Substitution will bring up the year substitution screen. 2. You have up to 5 years or year groupings you can select. 3. The year groupings you select must in total include all year levels found in *C. If they do not you will receive an error message advising which year levels have not been included. 4. After saving the selections above you will find the new Substitution year levels available to work with in the Create/Modify screen as shown below Last Update 08/09/ /35

11 1. Select the Day and existing year group the timetable periods are currently associated with. 2. Select addition days in the timetable to use. 3. Select the new Year or Year Group to allocate to the selected timetable periods. 4. Save this list to create the new timetable periods for the selected year. Last Update 08/09/ /35

12 Entry Student Absence / Late Entry Absence / Late Entry allows you to enter an absence for an individual student, such as when a caregiver calls a student in absent in the morning the attendance officer / receptionist can enter the absence through this view. 1. Select the student by typing in the first few letters of student key or clicking on magnifying glass. 2. Filter records to show only Absences or only Lates or show All. Students absence and/or late records, including detail of: Date (day of week) Overall Status of (Justified, Unjustified or Present), 3. By Period Absences for the day Portion on the day recorded / counted as Absent Absent reason or comment Actions available for the record: 4. Green edit the absence, eg change from? to reason provided Red delete the absence, eg if entered in error 5. Create Absence to add a new absence record to the student. 6. Create Late/Early to add a new late arrival or early departure to the student. Last Update 08/09/ /35

13 Edit and Delete Absences 1. Click on the green button beside the absence you wish to modify/edit. 2. You can change the status on individual periods eg. if you are updating a late arrival. 3. Or you can change all periods of a specific status from that status to another. In this case click on Change status on screen first. 4. Enter a reason for the change. 5. Select Update to database to save the change. The delete button will permanently delete the record from the student absence data. Last Update 08/09/ /35

14 Create Absence 1. Select to Create Absence to bring up the absence input screen. 2. Select the date or date range for the absence. The dates to be affected will appear on the left. 3. Select which periods are to be affected. 4. Select the relevant Absence Status. 5. Enter a reason. 6. On saving the absence will be displayed. Last Update 08/09/ /35

15 Create Late/Early 1. Select to Create Late/Early to bring up the absence input screen. 2. Select if record is for a Late arrival or n Early departure. 3. Select the date for the record (will default to today s date). 4. Days will default to 1. Can be set to 0 if this late is not to be counted in the late count. 5. Select the time for the arrival/departure (will default to computers time). 6. Enter a reason. 7. On saving the record will be displayed. Last Update 08/09/ /35

16 Roll Marking Roll Marking allows you to call up a teachers roll to view or mark. 1. Select the teacher who s attendance roll is to be marked. 2. Select the date. 3. Select the subject / period. 4. Select Display to generate the student roll. 5. Mark the student attendance using the available shortcut buttons (see below for other options) 6. Select Save. If any students in the class have been left as NM (Not Marked) the system will prompt you with three options: Mark them present will mark all those left as NM as present for the period. 7. Leave unmarked will leave the students a NM, but this roll will remain incomplete and appear in your outstanding / unmarked rolls list. Cancel allows you to return to the roll and make the necessary changes before saving again. Last Update 08/09/ /35

17 Bulk Status Change Can be used when needing to allocate the same absence status to the whole class or multiple students. 1. Tick the box as indicated above. 2. Untick the individual students who you do not want included in the bulk change. 3. Select the status to use from the dropdown list that appears at the top. 4. Select Change status on screen, to apply the change to the student s records. The updated status will appear in the 6 th column of buttons. 5. You can enter a comment if needed, though this will need to be typed / copied & pasted into each child s comment field. 6. Save the bulk change to Roll Marking. Alternately you can place a tick beside an individual student to allocate an absence status from the list that is not included in the shortcut buttons. Last Update 08/09/ /35

18 Group Absence Entry Used to enter bulk absences for class excursions, year camps etc. Or Bulk lates / early departures for late busses. 1. Students are selected using the TagSet (the same as it currently does in Back Office). 2. Option to create a bulk Absence, Late arrival or Early departure. 3. Date range selection (use same day for both if a single day absence). Use the Week option if you need to allocate an absence for just the one day in the week for the 4. selected date range. Example: Students may be at TAFE every Wednesday from period 1 to period 4 for 6 weeks. 5. Select the periods to be affected. 6. Select the existing absence status to be changed / overwritten. 7. Select the absence status to be allocated / used. 8. Enter the Reason for the absence. Ticking the Overwrite option will overwrite ANY pre-existing absence found in the selection. 9. Ticking the Create Roll option will create roll records for the students in this class if the roll is currently unmarked. Last Update 08/09/ /35

19 Example 1 Bulk Absence by Subject Teacher has marked students Present instead of on an excursions ( B for student based activity) 1. Select Type as Student. 2. Select Criteria to be based on as Subject. 3. Select the relevant information; Teacher, Subject, Year Level etc. 4. Add To Selection will find the students matching that criteria and list them to the right. 5. Return Tagged will select those students you leave tagged. Last Update 08/09/ /35

20 1. Students selected via the TagSet are listed here. You can untag individuals, deselect all, select all or clear as needed. 2. Select the Event Type as Absence. 3. Enter date to be used. This absence is for a single day so the same date is used in both from and to 4. Select the period to be affected. 5. I am selecting P-Present as I only want to affect students who have been marked Present by the teacher, students who are absent and not marked with a P will be unaffected by the change. 6. I am selecting B-School Based Activity so that those marked Present will have the roll and absence record changed to being on excursion. 7. Enter a comment 8. Next will take you to the Process screen. Last Update 08/09/ /35

21 1. Criteria / options selected will be listed. 2. Students to be affected will be listed, you can untag individual students at this point. 3. Select Process to apply the bulk absence. 4. Confirmation page will appear showing number of records process and if they were successful. When checking the roll, all students previously marked as P-Present have now been changed to B. Last Update 08/09/ /35

22 Example 2 Bulk Late Arrival by User Defined In this scenario the A7 school bus arrived an hour late due to a traffic accident occurring on the motorway. The school records which buses the students take in the Student User Defined. 1. Select Type as Student. 2. Select Criteria to be based on as User Defined. 3. Select the relevant information; Year Level, User Defined Type, User Defined Code, Dates etc 4. Add To Selection will find the students matching that criteria and list them to the right. 5. Return Tagged will select those students you leave tagged. 1. Students selected via the TagSet are listed here. 2. Select the Type of Event as Late. 3. Enter the Date, the time the bus finally arrived and the reason. 4. Next will take you to the process screen. Last Update 08/09/ /35

23 The confirmation page will appear showing number of records process and if they were successful. The lates will show against the students in the Absence Entry screen. Last Update 08/09/ /35

24 Absence Review Absence Review The Absence Review control is used by teachers to review student attendance data Search and Filter options 1. Will default to the logged on teacher can select a different teacher 2. Will default to the current timetable period can select a different period 3. Select the students to review based on subject list will display selected teachers subjects, form class and dean group if allocated one 4. Restrict search to a specific status eg.?/unexplained only 5. Restrict search to multiple statuses eg.?st 6. Select the WEEK to view the absences for 7. Option to include Non-Current/Departed students in the review Option to include all students in the class, not just those with a status other than P or unmarked 8. Click Display Absences to generate the absence review grid below Last Update 08/09/ /35

25 Overview of generated screen: 1. Students in the selected class will be displayed 2. School days in the selected Date Range / week will be displayed showing periods for the day and absence status of each period 3. Days can be hidden using the Ø symbol Use the Display Absences button to regenerate the hidden days if required 4. Hover over the coloured bars to view student alerts This feature can be turned off via the Spider Configuration file 5. Click on the student name to view additional student information Selecting Attendance Analysis will generate the screen below. 6. Hover over a period to view the subject / teacher detail for that period Last Update 08/09/ /35

26 View of Attendance Summary for Student Last Update 08/09/ /35

27 Absence review features: Unexplained Absences 1. Red dot indicates unexplained absences in the last 30 days Click on red dot to open the Absence By Period view to see these absences 2. To make changes either select all periods or tag individual periods to modify 3. Select what you are changing the status FROM 4. Select what you wish to change the status TO 5. Enter a reason for the absence, or a follow up comment for the change 6. Click on Update to make the changes 7. Exit to close the view Last Update 08/09/ /35

28 Review absences for a day: 1. Click on any cell to view the Absence Roll periods for that student for that day Beside each period will be the year, class, subject and teacher and a tick or cross symbol: 2. Green Tick shows the roll has been marked by class teacher Red Cross - shows the roll has not been marked by class teacher 3. Absence status can be changed for individual periods on the left side of the screen. Or change using the Quick change absence options to change in bulk. 4. Once changes have been made select Update to database to save changes 5. Exit to close screen. 6. Click on pencil icon to view Absence Change History for this period see screen shot below Last Update 08/09/ /35

29 Review changes to period absences: 1. Click on the pencil icon to open the log for the period. The log will list each time the period has been modified via a Spider control. 2. Details included in the log are: Date and time stamp of change showing original entry, then subsequent changes Name of user who made the change Absence status the period was changed to Method of change how the change was made. In the example above: At 2.48pm Mr Capell, the classroom teacher, marked the student with a status of? (unexplained) for this period via the Roll Marking control. At 3.26pm the same day Miss Poffley, the attendance officer, changed the status to S (short-term medical illness) via the Absence Review control. Last Update 08/09/ /35

30 Unmarked Rolls The Unmarked Rolls control can be used to review which rolls have not been marked for a specific date, year level and/or period. From this screen you have the option to Flag the roll as marked, or call up the roll and mark it. 1. Select the date to check. 2. Select the year level or year grouping. 3. Select the period or choose All Class Periods to check rolls for the entire day. 4. Select Unmarked Rolls to view those outstanding for the day selected. Select Overdue Rolls to view those outstanding for the current week. 5. Select Search to generate your list of unmarked / overdue rolls. 6. The generated list will include the roll date, class teacher, year level, period in the day, class code, subject and teacher address. 7. By using the green button you can view the roll and mark the attendance. 8. You may elect to flag the roll as marked, but tagging it and selecting Flag as Marked. This will mark all students in the class that are currently UNMARKED as Present. Notification to teachers regarding unmarked rolls can be done via the automatic trigger, which can be set to the teacher if the roll is not marked within a certain number of minutes into the lesson. Teachers will also find, when they log into the Spider, a link showing Overdue rolls is visible on their home page: Last Update 08/09/ /35

31 Early Notification EN Settings SMS / text messages for Early Notification of Absences, when done through the Spider, are now sent through one of two providers ClickSend or Other. Upon deciding your SMS provider PCSchool will send you the details needed for your EN Settings. Notify Caregivers Once your EN Settings have been entered in as above, you can now use the Notify Caregivers control to send messages to parents advising of student absences. Last Update 08/09/ /35

32 Search for unexplained absences 1. Select the date. 2. Select the year level or year level grouping. 3. Select the period to search on, or leave at All Class Periods to search for any unexplained absences for the selected day and year level. 4. Select the status of Carer Unaware this will search for any?-unexplained absences. 5. Type in any year levels you wish to exclude (e.g. all year 12 may be at the zoo). Ticking this box will ignore any? absences should there be an absence status from the EN Present used any time on this day. Meaning, if you have status B listed under EN Present in your Attendance Defaults as below, 6. And a student has been marked? in period 1, but then B- on an excursion period 2, then the system will NOT send a notification to the parent. 7. Select Search to generate your list of unexplained absences that match your selected criteria. 8. Modify the absence (see below). 9. View contact information for the student, such as the mobile number the message will be sent to. Last Update 08/09/ /35

33 Modifying the Absence 1. Click on any cell to view the Absence Roll periods for that student for that day 2. Absence status can be changed for individual periods on the left side of the screen. Or change using the Quick change absence options to change in bulk. 3. Once changes have been made select Update to database to save changes 4. Exit to close screen. Manage Notification Template Prior to sending out the notification you can edit the notification template. Last Update 08/09/ /35

34 Notify Caregivers 1. Tick those absences you wish to send notifications for. 2. Select Notify Selected to send the messages. 3. Popup will appear advising if the message was sent successfully. Polling for response from caregiver 1. Select status of Carer Unaware and Awaiting Response. 2. Select to search based on your parameters. 3. Tag those records you wish to poll for a response. 4. Select Poll for Responses. 5. Caregiver responses should appear under Reason. 6. Use the Modify Absence button to update the absence record. Last Update 08/09/ /35

35 Reports Analytics Reports Reports will take you to the Absence Report launch in Spider. From here you can print basic absence reports Analytics Analytics will take you to the Attendance Analysis control in Spider. From here you can review attendance statistics on the whole school, year groups or individuals. Last Update 08/09/ /35