attendance – taking daily attendance student information system user documentation attendance –...

Genesis Student Information System User Documentation

ATTENDANCE – Taking Daily Attendance

I. Daily Attendance a. The Daily Attendance Screen b. Searching for Students – Sample Searches

II. Taking Daily Attendance a. Absence Codes b. Tardy and Other Timed Codes c. Additional Attendance Codes

III. Navigating the Attendance List of Students IV. Assigning the Same Attendance Code to a List of

Students (Mass Assign Attendance)

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I. Daily Attendance Daily Attendance Screen

Figure 1 – Attendance Daily Attendance screen

Taking Daily Attendance Daily Attendance is taken on the Attendance Daily Attendance screen. Sample 1: To Search for All Students in the School:

1. Click the Search button Sample 2: To Search for All Students in a Selected Homeroom:

1. Enter the Homeroom number in the Homeroom field 2. Click the Search button

Sample 3: To Search for All Girls in Grade 10

1. Click the Grades drop down 2. Select Grade 10 3. Click the Gender drop down 4. Select Female

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5. Click the Search button Sample 4: To Search for All Students Assigned to One Counselor

1. Click the Counselor drop down to display the list of counselors 2. Select the desired counselor 3. Click the Search button

Note the list of counselors displayed from drop down

Figure 2 – Attendance Search Screen with Counselor List displayed Sample 5: To Search for All Boys in Grade 10 in Homeroom D-224

1. Click the Gender drop down 2. Select ‘Male’ 3. Click the Grades drop down 4. Select grade ‘10’ 5. Enter ‘D-224’ in the Homeroom field 6. Click the Search button

Sample 6: Search for All Female with a Last Name of Miller

1. Click the ‘Reset’ button if the screen has been previously used. 2. Click on the Gender drop down 3. Select ‘Female’

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4. Enter ‘Miller’ in the Last Name field 5. Click the Search button

Sample 7: To Search for All Students Assigned to One Teacher

1. Click the Teacher drop down to display the list of teachers (See Figure 3 below) 2. Select the desired teacher 3. Click the Search button

Figure 3 – Attendance Search Screen with Teacher List displayed

Sample 8: Search for 12th Grade Students with a Last Name of Jones 1. Click on the Grades drop down 2. Select ‘12’ 3. Enter ‘Jones’ in the Last Name field 4. Click the Search button

Sample 9: Change the Attendance Date

1. Click the Attendance Date field to get the calendar popup 2. Select the desired date 3. Click the Search button

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Sample 10: Search for All Girls Students

1. Click the Gender drop down 2. Select ‘Female’ 3. Click the Search button

Sample 11: Search for Students who’s Last Name begins with ‘Sm’

1. Enter ‘Sm*’ in the Last Name field (note the asterisk at the end of the letters) 2. Click the Search button

Sample 12: Search for Students whose Last Name Starts with ‘J’ and First Name with ‘S’

1. Enter ‘J*’ in Last Name field (Note asterisk) 2. Enter ‘S*’ in the First Name field (Note asterisk) 3. Click the Search button

Sample 13: Search for a Single Student by Student Id

1. Enter Student Id in Student Id field 2. Click the Search button

Sample 14: Search for a Single Student by Name

1. Enter student’s last name in the Last Name field 2. Enter student’s first name in the First Name field 3. Click the Search button

Using the ‘Wild Card’ Character The asterisk (‘*’) is the Genesis ‘wild card’ character. It can be used in name fields to pattern match. For example, if you want:

• To find all students whose last name begins with ‘P’, enter ‘P*’ in the Last Name field.

• To find all students whose first name begins with ‘S’, enter ‘S*’ in the First

Name field.

• To find all students whose last name begins with ‘Mc’, enter ‘Mc*’ in the Last Name field.

• To find all students whose first name begins with ‘Deb’, enter ‘Deb*’ in the First

Name field

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Taking Attendance (Daily Attendance, Cont.)

Note that this student’s attendance was changed to ‘Present’ after having been first marked ‘Absent’ or ‘Tardy’ .

Note count of students located by the search

Figure 4 – Attendance Daily Attendance screen with Students listed for Attendance Taking

Daily AttendanceAll students are initially marked ‘present’. There is no need to mark any student ‘present’ unless they have first been marked something else (e.g. ‘absent’ or ‘tardy’). Recording Attendance Attendance is not recorded until the ‘Save’ button is pressed.

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II. Taking \Daily Attendance Step 1: Selecting the Attendance Code for a student

Select from all possible attendance codes in each drop down

Figure 5 – Attendance Daily Attendance screen – Taking Attendance, Attendance codes showing

To Mark a Student Absent: Click on the Attendance Code drop down (See Figure 5 above). Select the appropriate ‘Absent’ attendance code. Attendance Codes of ‘Absent’ A district can set various attendance codes of ‘Absent’. Figure 6 below provides examples from a district in New Jersey: Attendance Code Description of Code 1 Absent – Full Day 2 Absent – Never Attended 3 Religious Holiday / Take your child to work day 4 Excused Absent – Vocational Received – Home Closed 5 Absent – Half Day (unexcused) A Excused Absent – Left Early

Common New Jersey Absence Attendance Codes

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Taking Attendance, Daily Attendance, Cont. Step 2: Enter Entry or Departure Time, if necessary

Certain codes require you to enter the student’s arrival or departure time.

Figure 6 – Attendance Daily Attendance screen – Taking Attendance, Specify time

To Mark a Student Tardy: Click on the Attendance Code drop down. Select a tardy attendance code. If a time field appears, enter the time the student arrived. Attendance Codes of ‘Tardy’ or ‘Early Dismissal’ A district can set various attendance codes for ‘Tardy’. Figure 8 below provides the two most common Tardy codes: Attendance Code Description of Code E Excused Tardy T Tardy (Unexcused) D Early Dismissal (with time) H Early Dismissal (unexcused) G Early Dismissal (excused) – Present N Early Dismissal (medical) - Nurse

Common Tardy and Early Dismissal Attendance Codes

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Additional Attendance Codes Districts can set up as many Attendance codes as needed. The table in Figure 9 below illustrates additional common attendance codes. Attendance Code Description of Code 7 Home Instruction 8 IEP Exempt I In School Suspension O Out of School Suspension S Snow Day Q Emergency Closure

Common Attendance Codes

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III. Navigating the Attendance List of Students Navigation Controls

Scroll Bar to find students in the displayed “page” of students

Specific Page

Total Count of Students in List

Next Page

Previous Page

Figure 7 – Page Navigation Controls Navigating the List of Students The total number of students found in the search is displayed at the lower left of the screen beneath the lower left corner of the list. The list is divided into “pages” of 30 students. To move through the entire list, you must use the page navigation controls. To view all of the students on the current “page”, you use the scroll bar. “Next” and “Previous” Page Controls A ‘next’ page control – a right arrow button - is located to left of the Save button. A ‘previous’ page control – a left arrow button - is located to the right of the Save button. The ‘next’ control is suppressed on the last page of the list. The ‘previous’ control is suppressed on the first page of the list. Select Page Control At the lower right corner of the screen there is a ‘Specific’ or ‘Select this’ page control. It is a drop down list containing all of the possible page numbers. To select a specific page, click the drop down and select the desired page.

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IV. Mass Assign One Attendance Code to a List of Students

Daily Attendance Screen

Figure 8 - Select a list of students

Mass Assign a Daily Attendance Code to a List of Students It is possible to select a group of students and mass assign them all the same Attendance Code with one operation. This is useful, for example, if you want to mark a group of students as being “on a field trip”. To do a “mass assign” of an Attendance Code, do the following:

1. Search for students. You can use the “Student List” facility to select a list of students that you had previously created.

a. Select the search options you want. b. Click “Search” to bring up the students.

2. Use the “Mass Assign” control located at the bottom of the screen to assign all the

listed students the same attendance code. a. Check the “Update student attendance on screen to” checkbox. b. Select an Attendance Code from the drop down list (See below)

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c. Click “Save”

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Daily Attendance Screen

Make sure you have selected the correct attendance date.

All Attendance Codes appear in the “Attendance Code” drop down list. Select the code to apply to all the listed students.

Check the check box to enable the Mass Assign

Figure 9 – Daily Attendance Screen used to Mass Update a List of Students to the Same Attendance Code

Check the Date You can mass assign one Attendance Code to a group of students for any date on which school is in session. The default date is “Today”, but you can set this to any valid school day.

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