ATTENDANCEOverview Topics: Managing Meeting and Daily Attendance,

Attendance Codes, Attendance Verification Reports and Attendance Audit Reports

https://powersource.pearsonschoolsystems.com Login to PowerSource>Training>Distance Learning>: (Select following courses)

Attendance Report Managing Daily Attendance Managing Meeting Attendance

Login to PowerSource > Training > Mastery In Minutes : ( Select follow course names) Changing Attendance for Multiple Days

Changing Daily Attendance for One Student Changing Meeting Attendance for One Student

Additional training resources

Signing in to PowerSchool• There are different URL addresses for each of the 4

Access Groups… Administrator

https://cms.powerschool.com/adminUser Name;Password (i.e. johnnym.williams;cowboys)

https://powersource.pearsonschoolsystems.comLogin to PowerSource>Training>Mastery in Minutes>Personal Preferences Setup

GOOD IDEA !

Set Personalize-Interface to:1. Enable task navigator2. Enable Smart Search3. Include Inactive Student/Staff Results

PersonalizeSetup Personal Preferences

Start Page > (Setup)Personalize > Interface

4 Portals =

4 Views

Administrative Portal

https://cms.powerschool.com/

admin

PowerTeacherPortal

https://cms.powerschool.com/

teachers

Sub Portalhttps://

cms.powerschool.com/subs

Parent Portalhttps://

cms.powerschool.com/public

Ways to View Attendance

ADMINISTRATIVE PORTAL

Admin. users have access to:

1) View/Record/Update attendance for individual and/or group of students

2) Run attendance verification reports

3) Search for chronic attendance problems

4) Access to multiple reports

https://cms.powerschool.com/adminUser Name;Password (i.e. johnnym.williams;cowboys)

PowerTeacher Portal

Used for taking single day attendance

Used for taking multi-day attendance

Used for taking single day attendanceusing the seating chart.

User Name;Password (i.e. johnnym.williams;cowboys)

http://cms.powerschool.com/teachers

Teachers have 3 quick and easy ways to take attendance

1.

3.2.

SUB PORTALhttps://cms.powerschool.com/subs

Login:https://cms.powerschool.com/subs

Choose school Choose teacher substituting for Type School’s substitute password(administrator would provide daily password andlist of classes to verify attendance was taken in classes)

Sub will take attendance for each class.Attendance secretary can check the attendance submission status report to verify attendance has been done.

PARENT PORTALParents can check attendance andsee actual time if logged into Parent Portal.ACCESS: Home Page > Quick Lookup

Parents will be able to check their child’s attendance using the Parent Portal. They will access Parent Portal using the following Url address:

https://cms.powerschool.com/publicAdditional information will be provided at a later time

Every TEACHER must be taking attendance daily whether it is once a day or every period. Every school should follow the same basic steps when verifying attendance.

1. Use the Absentee Report to identify absent

students

2. Update student attendance records as

needed

3. Enter future attendance for upcoming

absences

4. Communicate frequently with families of

students who have attendance problems

Processing Student Attendance

ATTENDANCE MENU Two ways to view a student’s attendance: Search/select student A. Quick Lookup B. Attendance

(Start page > Student Selection > Quick Lookup) (Start Page > Student Selection > Attendance) located: ( Main Menu >

Academics)

Quick Lookup AttendanceDisplays attendance Displays attendance by class for current full year, weeklyweek and previous formatweek.

ATTENDANCE CODES Listed below are the current attendance codes used in PowerSchool. Updates may be available in July

Student’s AbsencesRun the Absentee Report: single day period by period attendance code report1. Start Page > Attendance > Absentee Report2. Select the attendance code(s)3. Select period(s) or leave blank for all periods4. Include the student number, blank lines, and

verification lines5. SUBMIT6. On the Report Queue – my jobs page, click

REFRESH7. Status complete, click VIEW

Updating Attendance : (2) Options available to update attendance

OPTION 1: (displays yearly, weekly, and daily view)Search/select student > Attendance > Click week > Choose current attendance code > Click SET ALL to apply code for entire day or click individual period cell > SUBMIT

OPTION 2: (displays a weekly view)Search/select student > Click Enter Attendance >Click Set All to apply code for entire day, or click the individual period cell >SUBMIT

The Absentee Report includes the phone number for each student. Print this report to record pertinent information about the absence.

Editing AttendanceFor

Time In and Time Out

• Select the correct Attendance Code from the drop-down.

• Time In• Time Out

• (example: High School Student arrives at school on time, but leaves for a dentist appointment at 10 am. You would enter Time In as 7:15 AM (school start time) and Time Out as 10:00 AM (check out time). If the student returns at 12:00 pm and stays to the end of the day you would create another entry by clicking on the clock and enter the Time In as 12:00 PM (check in time) and Time Out as 02:15 PM (the end of the school day).

• Submit

• On the Start Page select the student.• From the Academics Menu select Attendance.• Select Daily and then select the letter representing

the day of the week under the correct week.

OTHER ATTENDANCE EDIT TOOLS

Change Attendance for a Group of Students

Use this feature to update a group of students is going on field trip

Start page > Select Group of students > Browse chose ALL >

Select a function for this group of students >

Select students by Hand > Hold CTRL to make multiple

selections > FUNCTIONS >

Group Functions click, ATTENDANCE CHANGE

a. Enter date range

b. Select the meetings to scan

c. Select ALL

d. Choose “Attendance Code to Set” such as School Excused

e. Select Don’t Overwrite to preserve previously entered future attendance codes

f. Add a comment and SUBMIT

Update Attendance for Multiple DaysStart Page > Select Student > Attendance >Change Meeting Attendance

a. From this Date Field, enter first day of absence

b. To this Date Field, enter last date of absencec. “Meeting to scan” leave check boxes blank if student will be

or was absent all day (OR) click each afternoon period if the student will attend morning classes only

d. Select ALL to scan for all attendance codese. From the “Attendance Code to set” choose ABSENT or

PARENT EXCUSEDf. Select OVERWRITE g. Add a comment to document reason student is absent,

SUBMIT

PowerSchool offers many tools to help with the tracking of students attendance. Listed below are several important reports such as PowerTeacher Attendance which will show you quickly which teachers have not taken attendance or Consecutive Absences report which list consecutive student absences by absence code. Also, have the ability to generate Truancy and Attendance Letters.

System Reports

Teachers Who Have Not Taken Attendance

PowerTeacher Attendance ReportReport showing which teachers have not taken attendance

Start page > System Reports > PowerTeacher Attendance, select period or leave blank tosearch all > SubmitReport Queue screen appears(My Jobs page, click Refresh)> View

PowerSchool provides several reports for the attendance secretary to be able to view the status of a teacher’s attendance by period, day or weekly so that edits can be made

PowerTeacher AttendanceReport appears

Select a teacher’s name and send them a reminder email

Teacher Attendance Submission Status

Start page > Attendance >Teacher Attendance Submission Status

No attendance submitted

Some attendance submitted

All attendance submitted

Verify Attendance RecordsSome schools like to have staff sign off that attendance records are correct

1. Start page > Reports > System Reports >2. Select Weekly Attendance Summary (Daily)3. Select the Week which to run report for4. Choose which teacher, or select ALL Teachers5. In the Attendance Codes section fill in all codes in Absent field that school uses as excused

absence, unexcused absences and tardies fields6. Check: Include Verification Line7. Click SUBMIT

Attendance secretary provided to each teacher. Teachers will review each class and sign that attendance was correct for the week.

Attendance Tracking and Notification ReportsAttendance Tracking and Notification allows administrative staff the ability to track a students attendance through a combinations of thresholds (ex. unexcused absences) and triggers (ex. 3 days). Each time a student meets or exceeds a specific threshold, a notification record is created in the PowerSchool database. These notification records can be used to print attendance letters for student for multiple instances. For instance, it will track the first time the student reaches 3 unexcused absences, as well as the 6 unexcused and 10 unexcused.

Note: The following reports must be run in following order

Reports (system reports) > Attendance Tracking and Notifications

Currently these reports are not available to view. More information will be provided in future trainings.

I NEED HELP????

Additional resources: https://powersource.pearsonschoolsystems.com

CMS PowerSchool Help Deskpowerschoolhelpdesk@cms.k12.nc.us

Questions