Elementary schools take attendance by homeroom. Before you are able to take attendance there are certain items that need to be set up:
- Make sure teachers are assigned classrooms
- Make sure students are enrolled in classrooms
- Alternative form teacher → This is only used at the elementary level in the case of “Job Sharing”. Assigning a teacher to this role will give them access to take attendance for the classroom.
If you need help setting up any of the steps above please see this document on our support site: https://support.quickschools.com/hc/en-us/articles/115000365466-Setting-up-Homeroom-Based-Courses-Elementary-School
As mentioned previously, elementary schools take attendance by “Classroom or Homeroom”. To do this go to the “Attendance” tab then click on “Homeroom” attendance.
Office managers will see a “Class Teacher” drop down menu which allows them to access all class teacher in order to view or edit their attendance:
Just choose the class teacher from the “Homeroom” drop down menu and click “Take Attendance” to take attendance for the teacher.
Teachers will only see their own homeroom when they go to this tab, they will not see a “Take Attendance” button as they will automatically be taken to their roster.
By default all students are marked as “Present” so you only need to make changes for students that are absent or tardy. At the elementary level attendance is saved AUTOMATICALLY. So no need to worry about clicking save or submit when you’re done updating your attendance.
ATTENDANCE BY SEATING CHART
Another way to take attendance in Quickschools is using the “Seating Chart” feature. This feature will display your students in the seating chart you create. It will show their profile picture along with their attendance for the day.
NOTE: ATTENDANCE IS LOCKED EVERYDAY AT 4PM. IF YOU TRY TO TAKE ATTENDANCE AFTER 4PM YOU WILL GET A MESSAGE THAT SAYS ATTENDANCE IS LOCKED AND YOU WILL NOT BE ABLE TO ENTER ATTENDANCE UNTIL YOU CONTACT YOUR OFFICE MANAGER SO THEY CAN UNLOCK IT FOR YOU.
This screen is used once attendance has been taken and the purpose of this screen is to verify students’ attendance. There are three different views you can use: “Unverified Absent/Tardy” “All Absent/Tardy” or “Show All” (which shows all attendance records for the day).
If the attendance has not been verified it will show on the “Unverified” list. There are two ways to enter verification for a student. The first is to “Update” button next to the student and then set the code and the verification remark.
The second is to click on the “Bulk Update” button which will open the “Attendance Verification screen for the student. On this screen you can simply enter in the validation code under the appropriate date. Be sure to save your changes once you are done. Click on the student name in the upper right hand corner to access the drop down menu which allows you to navigate to other students’ “Attendance Verification” screens:
There is also a “Missing Attendance” report under this screen. This report shows teachers who have not submitted attendance for the day:
Teachers have the ability to print their own attendance reports under the “Teacher Reports” tab:
Office managers can run these reports for multiple teachers at once:
- Generate Attendance Report: Shows teachers attendance for the week (dashes signify that attendance has not been taken)
- Generate Substitute Roster: Generates an empty roster with dates so that a substitute can take attendance.
- Generate Empty Roster: This option allows you to generate an empty roster with no dates
At the top of the “Attendance Overview” screen there is a helpful link for troubleshooting common ADA errors: https://support.quickschools.com/hc/en-us/articles/208183756
To run a report first select the attendance period (date range). Then choose the program, for example the “Traditional” program and be sure to use filters if necessary. (Once Richard Crane is live you will no longer need to use these filters).
The report is designed to be interactive so if you do not know where numbers are coming from you can simply click on them and get an explanation of where the number is coming from.
For example, if you click on the number of “Teaching Days” you will get an explanation of what days are being counted. In the case below there were 11 teaching days and in the explanation you can see what days were counted.
Some columns do not have explanations because they are simply calculations of other columns. However, these columns still display the formula that is being used to calculate the values.
For example: The “Total Days Possible” column does not allow you to click on it to get an explanation. But you can see that the formula being used is displayed in parenthesis under the title of the column. (A*D)=Total Days Possible. So if you multiply the values in column A and D it should equal the value displayed in column I.
As we mentioned earlier, the district has ability to lock attendance and this is done so every day at 4pm. Attendance months also get locked after a certain period. This is all done so that we can keep track of changes that take place in the system.
In turn, certain fields that are affect ADA reporting may also be locked once attendance is locked.
Enrollment dates affect ADA reporting. So if a student’s enrollment date was set to January 3 and needs to be changed to January 10 after the attendance month has been locked you will get an error message. Other fields that are affected by attendance locking (since they affect ADA) are:
- Enrollment Date
- Birth Date (in some cases)
- Grade Level
- Leave Date / Graduation Date
- Attendance Programs
- I.e. Anything that might affect ADA