Absence Roll Marking User Guide

Transcription

1 Absence Roll Marking User Guide Created in Version /10

2 Introduction Roll Marking through PCSchool is aimed at reducing the administrative workload with regards to attendance marking for teachers and administrators, as well as increasing the accuracy of the attendance information. Absentee records can be entered on a class by class basis via Absence Roll Marking. This tool allows staff members to collect absence records for each class, using various statuses and reasons, reporting can then be completed using this information. These records will automatically be entered into the daily absence record of the Students. Absence marking through Roll Marking is done by selecting Teachers, Periods and Subjects Classes. If using the Timetable; Subjects can be connected with the Timetable. If not using the Timetable; Subject selected will be the Form Class. Once Roll Marking has been completed you have the options to; Print information on the Rolls and also submit the Data to Early Notification through Utilities/Absence Roll Collection. Run Analysis Reports through Utilities/Absent Roll Analysis. Table of Contents Introduction... 2 Prerequisites... 3 Recalculate Absences... 3 Propagate the Calendar... 4 Holiday Dates... 4 Timetable Cycle Dates... 5 Absence Cut Off Date... 6 Timetable Periods per day... 6 Timetable Cycle Days... 6 System File Maintenance... 6 Timetable... 7 Creating Periods for Absence Marking... 8 If Using the Timetable... 8 If Not using the Timetable... 9 Absent Codes... 9 Absence Roll Marking Created in Version /10

3 Prerequisites Several prerequisites need to be set up before absences can be entered that will accurately record a Students presence; Recalculate Absences Propagate the Calendar o Timetable Cycle Dates o Holiday Dates Absence Cut Off Date, Timetable Periods per day, Timetable Cycle Days Creating Periods for Absence Marking and reporting including; o Unmarked Rolls o Consecutive Absences Recalculate Absences Administration Year End-Housekeeping. Days Absent can be recalculated for any time interval. Schools may use this facility if the Days Absent is to be shown on the Assessment Reports restricted to a term. To recalculate, go to Year End and Housekeeping. This routine can be run at any time and will effectively set the absence count to only what has occurred since the Date From. Any further absences will increment this amount. These dates can be set for individual terms. With this feature you can; 1. Recalculate This process will recalculate absences from and to a given date Absence/Lates/Merits this can be used for reporting where specific dates are required. 2. Recalculate Subject Absence If using Timetable this will calculate absences against subjects. 3. Recalculate If the Absence Interval in the Timetable Period is changed this will Absence Day Interval recalculate and record the changes. 4. Date From Enter the date you want to start recording absences from. 5. Date To Enter the date, absences will increment from the current date. 6. Begin Process Click to start the process. Created in Version /10

4 Propagate the Calendar Prior to Propagating turn back the date on the computer you are working on to the beginning of the year, this process does not affect other users of PCSchool. Make sure you change the date back when finished. Timetable Timetable Setup Files Timetable Phases Holiday Dates Enter the Dates for the Holidays then click Propagate to Calendar. Absences will not be accepted for the inclusive dates. You do not need to enter weekends. 1. Check Holiday Dates. 2. Enter the dates of the Holidays. 3. After turning the date back on the computer click Propagate to Calendar. Created in Version /10

5 Timetable Cycle Dates If Using the Timetable enter the inclusive Dates for the Terms then click Propagate to Calendar. Absences will only be accepted for the inclusive dates. You do not need to enter weekends. 1. Enter the Timetable Term details. Enter the start say for the Timetable cycle; 2. For example if the Term starts on a day other than Monday you may wish start the Timetable cycle on that day of the week. 1 would equal Monday, 2 Tuesday etc. 3. Select how you would like the Timetable to behave over a weekday Holiday. 4. Check if Saturday is to be classified as a School Day. 5. After changing the date back, prior to the first Term Date on the computer; click Propagate to Calendar. Created in Version /10

6 Absence Cut Off Date Timetable Periods per day Timetable Cycle Days These areas will be set up by your system administrator. The Timetable Cycle Days can be entered in two different areas; System File Maintenance Timetable Timetable/Calendar Setup System File Maintenance Utilities System File Maintenance Tab 3 Non Financial Defaults. If a School wishes to keep records from year to year on absences, there is an option to set a display date. This could be set to the first day of each term as preferred. Follow the steps below to check the prerequisites; 1. Absence Cut off Date Display Absence and Lates since this date. 2. Timetable Pds per Day Connects to the Time of Day and unless timetable periods are entered will default to AM and PM. 3. Timetable Cycle Days Enter if using Timetable or Roll Marking; If Using; enter the amount of days in the timetable. If Not Using; enter the amount of days for tracking Overdue Roll Marking. Created in Version /10

7 Timetable Timetable Timetable /Calendar Setup System Entries If using the Absence Roll Marking and keeping a track of overdue Rolls you must set up the Timetable Cycle Days. If the Timetable is implemented this will already be in place, if not using the Timetable this must be set up. When running overdue Reports the systems will go back over one Timetable Cycle to find the information. Created in Version /10

8 Creating Periods for Absence Marking Timetable Timetable Period Description A default Timetable Period of AM and PM and a single day comes with PCSchool. Additional periods can be added to allow for more accurate absenteeism reporting. An Absence Interval must be entered for accurate absence marking. If Using the Timetable The period setup would be similar to the following example. Example of the Timetable Periods set up for Roll and Period absence marking. Your Periods may differ from the example below. You can alter the Periods to suit your school but the total of the Absence Interval must equal 1 and the Holiday dates must be entered. To enter timetable periods use the following steps as an example; Enter a Code for this period, the codes can be used again with a different day if using days. 1. Code AM = marking a Student in the Home Room. CA = Consecutive Absences UN = Unmarked Rolls 1-12 can be used for Teaching Periods. 2. Day This can be 0 or you can enter the days such as 1 for Monday you would then need to setup periods for each day. 3. Heading Enter your description for the Period. If using days this could be D1-P2. 4. Type Select from the list, this will generally be T for Teaching. 5. Roll Check if this period is to be used in Roll Marking or Absence View. 6. Start Optional - Enter the start time for the Period. 7. End Optional - Enter the end time for the Period. 8. Duration Will calculate automatically from the Start and End times if entered. 9. Trigger Enter the amount of minutes after the period Start time to Trigger Interval reminders of unmarked Rolls to be automatically sent. 10. Sort Order Enter a numeric value if you wish the sorting to be in a specific order, if using days this would be useful. The total of this column for the Codes 1 to PM must equal 1; otherwise 11. Absence Int absence reporting will not be correct. This is the percentage of the day a Student will be marked absent for. 12. Time of Day Enter a value, this can be AM, PM or 1 to 12 depending upon what has been set up in the System File. Save by tabbing to the next line. You must refresh the screen for the periods to become active. Created in Version /10

9 If Not using the Timetable If you wish to report twice a day the setup of the periods may be similar to the example below. The AM and PM Absence Intervals need to total 1. You can alter the Periods to suit your school but the total of the Absence number must equal 1 and the Holiday dates must be entered. You can set up periods for Unmarked Rolls and Consecutive Absences. Absent Codes Absent Codes are stored in XML format under PCSchool Documents. The codes used give varying results. If you wish to change these settings please phone PCSchool Help Desk for a Tech Tip. Codes will calculate as Present = P Absent but Justified = J Absent and Unjustified = A.? Letter not Received B Family Bereavement/Circumstances C Attending a School Camp D Doctor/Dentist Appointment E Absence Explained but Unjustified F Attending an Offsite Course G Group Suspended H Attending a Health Camp/Regional Health School/Residential School I* Internal School Appointment J Attending Justice Court Proceedings K Attending Alternative Education L Student Late for Class M Short Term Illness/Medical Reasons N School based Activity O Student on Overseas Holiday P Present Q Attending School Trip R Removed Temporarily from Class S Sickbay T Unexplained Truant U Temporarily Withdrawn/Stood Down V Study Period W Work Experience X On Exam Leave Y Attending an Activity Centre 9 Student Not a Member of this Class Created in Version /10

10 Absence Roll Marking Scholastic Administration Absence Roll Marking Absence Roll Marking is designed to allow Teachers to mark Rolls for their Classes or Home Class for a selected Period. When a list is generated you can view Students current attendance status and any absentee data already entered for the day selected. When generated, you will see a list of the students in the selected class. Note that the Reason (Time/Period) and Log columns are read-only and can t be modified these fields can be viewed by expanding the view. To use Roll Marking follow the steps below; 1. Period ID Check this is the correct Period. 2. Date Will default to today s date, can edit. 3. Restrict by Year or Teacher 4. Build on Timetable Roll Marking can be done by; Year, you can select a Current Year level and Class Period but cannot select a Teacher or a Subject Teacher; you can select a Subject and Class Period but not a Year Level. Checking this box will; Allow selection of the Teachers Subjects. Default the Period for the Selected Subject providing the calendar has been set up correctly. 5. Teacher Code Select the Teacher for roll marking. 6. Subject Will Default to Home Class, the drop down list will show all the Subject Classes for this Teacher as set up in your system. 7. Class Period Select the Class Period you will be marking. 8. Create Roll Click to create the Roll. 9. Information Click to view the Students details. 10. Name Double click a name for?-absent Reason Unknown to default. 11. Status Select a Status for the absence; you do not need to select Present 12. Comment/Time unless you wish to change a Status. Freeform for entering Information; The time column is used for entering a new late time; this will not alter existing records. 13. Save Roll Click to Save. 14. Confirm List of Students who have not yet been marked. 15. Yes or No Click the applicable button, Yes will submit and No will not submit. When absence data is submitted, PCSchool automatically generates a new or modifies an existing Absent or Late record for the Students. Created in Version /10