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Secondary Attendance (Public Schools)

SECONDARY ATTENDANCE

Middle and high school teachers take Section Attendance. As long as sections have been assigned to the appropriate teachers, teachers will take attendance for those courses. To confirm that teachers have been assigned to the correct subjects go to the “Subjects” tab then click on the ”Courses and Sections” tab.  Whoever is listed under “Teachers” will have access to the attendance roster.

 

TAKING ATTENDANCE

To take attendance go to the “Attendance” tab and then click on the “Section Attendance” tab. For teachers the screen will default to regular attendance, office managers will need to use the drop down to select a teacher first.

At the top of the screen you will see a row with periods that your school offers. If you are assigned to take attendance for a period it will be white and clickable, if the period is greyed out it means that you are not assigned to teach that period:

Click on the period which you would like to take attendance for and it will display your roster for that period. By default all students will be marked present, you will only need to mark exceptions when students are absent or tardy:

Once you are done inputting your attendance you must click on the green “Submit Attendance” button. Once attendance has been submitted a green checkmark will appear under the Period:

 

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, which has be done at the beginning of each class. 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 AND WILL NEED TO CONTACT YOUR OFFICE MANAGER.

 

ATTENDANCE VERIFICATION BY PERIOD

The purpose of this screen is to verify students’ attendance after it has been taken. There are three different views you can use: “Unverified Absent/Tardy” “All Absent/Tardy” or “Show All”.

Usually you would look at “Unverified Absent/Tardy” tab on this screen in order to go in and verify absences and tardies. You can click on the date in order to access the calendar and go back to edit previous attendance or go to future attendance to input codes for a student if you know they will not be in school (for example, family vacation)

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 click on the Period that you need to enter a code for in the row for the appropriate student. Then set the code and the verification remark:

The second option is to click on the student’s name which will open the “Attendance Verification” screen for the student. On this screen you can simply type in the verification code under the appropriate period. You can click on a period to see more details such as who teaches the period, section, etc:

If you prefer using this option you can click on the student name in the upper right hand corner to access the drop down menu in order to navigate other students.

There are several functions available to you on the “Attendance Verification by Period” screen. If you click on “Actions” you will see the list of functions:

  • Mass Change Attendance Code:
    • Will only update the unverified absences to the codes you specify
    • [This screen allows you to mass update absence codes for multiple students for specified date range and grade levels. Absence codes that have already been verified will NOT be updated. If no grade level is selected, it will return all attendances that fulfill the date range.]
  • Mass Set Attendance Code – By Period
    • This screen allows you to mass set an attendance code for multiple students, for a specified date. For safety reasons we do not update attendance that has already been taken. Students with an existing attendance code will NOT be updated.
  • Mass Set Attendance Code - By Section
    • This screen allows you to mass set an attendance code for multiple students, for a specified date. Students with an existing attendance code will NOT be updated.
  • Mass Set Attendance Code – By Student Number
    • This screen allows you to mass set an attendance code for multiple students, for a specified date. Students with an existing attendance code will NOT be updated.
  • Missing Attendance: Report shows teachers who have not submitted attendance for the day
  • NEW REPORT: Students Absent and Present for at Least One Period
    • Show students who are present and absent for at least ONE period.

 

TEACHER REPORTS

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

 

ADA REPORTING

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 their 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.

 

ATTENDANCE MONTH LOCKING

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 an attendance month is locked.

For example:

Enrollment dates affect ADA reporting. So if a student’s enrollment date was set to January 3 and needs to be changes 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

ARTICLE TAGS

Teachers Public Schools

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