Post/View Attendance

Attendance > Post/View Attendance

The Post/View Attendance page allows you to record and post attendance for each period. You can also use the page to view attendance data that has already been posted. You can post the data only once for each period/course. If you discover an error after you have posted, you must contact the attendance clerk to correct the error.

Notes about the first day of school

Note:

·       The Absent and Tardy fields are disabled during the ADA period, on the first day of school, and on the first day of enrollment.

·       The Absent and Tardy fields are enabled during the ADA period if the student has a withdrawal reason of 33 (status change).

·       For iTCCS users only, the Tardy field is not displayed if the Allow Posting Tardy to ADA Period field on the iTCCS Attendance Options (1) page is set to No.

·       For iTCCS users only, the Absent field is not displayed for the period if there is a period entered in the Elem Tardy Period field on the iTCCS Attendance Options (1) page.

·       For TxEIS users, the Tardy field is not displayed if the Default Tdy Cd field is blank on the TxEIS Attendance > Maintenance > Grade Book Options > Campus Options tab.

·       Flexible attendance cannot be posted from txGradebook.

Mass activation (iTCCS only):

Mass activation is a process that allows you to identify No Show students and correctly enroll students who begin school after the first day of school. It also ensures that students who do show up for school have the proper enrollment dates for the district, campus, special programs, and first semester courses. All students are marked inactive before school starts, and as you take attendance, the students are activated as they show up in class. After a period of time (determined by each campus), any student who has not been activated is considered a No Show. Currently, mass activation is only available for iTCCS districts.

Notes about mass activation

Record attendance:

1.        The Date field displays the current date by default. You can type another date in the MMDDYYYY format, or click calendar to select a valid date from the calendar.

      The calendar is color-coded according to the track, and a legend is provided for the colors. For multi-track campuses, the tracks are listed below the date and are highlighted with color coding, when applicable.

      You cannot select a date outside the current calendar year. Valid school dates begin with the earliest meeting day for any track at the campus and end with the latest meeting day for any track at the campus. If you type or select an invalid date according to the calendar, an error message is displayed on the right side of the Date field. You must type or select a valid date.

      You can select a Saturday if Saturday is a valid attendance date, even if the course does not meet on Saturday. This may be used for bad weather makeup days.

      To close the calendar, you must click a valid date on the calendar or click the calendar icon.

Note:

·       Some campuses may not allow you to post attendance for a prior date. In this case, the Post Attendance button is not displayed for prior dates.

·       Courses are only displayed on the days met. For example, if a course meets only on Monday, it is displayed only when the attendance date is a Monday.

2.        The Semester field displays the semester of the selected date by default. Click drop-down arrow to view another semester.

3.        In the Period field, click drop-down arrow to select the period/course for which you want to view or record attendance. Only valid attendance periods are displayed in the drop-down list. The drop-down list provides period numbers with the courses you teach at each period. By default, the page displays the first period for which you have not posted attendance.

      The list of active students for the selected date and period/course is displayed. The student ID, name, grade level, and course section are displayed for each student.

      If you teach multiple courses for the selected period, all students in all courses are displayed.

      If you select a date/period combination for which no course is taught, an error message notifies you that no students are enrolled in the selected date and period.

      Attendance can be posted only once for each date/period. If you already posted attendance for this date/period, the period is shaded in the drop-down list. If you select a shaded period, a message notifies you that attendance has been posted for this date/period, and a view-only list is displayed.

4.        By default, all students are set to Present. For students who are tardy or absent for this date/period, mark accordingly in the Attendance fields.

      The Student ID field displays the student's ID. You can click the student ID to view the student's profile. The total number of students enrolled in this period is displayed at the bottom of the column.

      The Last name and First name fields display the names of the students in the course for the period selected.

(iTCCS only) An asterisk is displayed next to the student's last name if the student has record status code 6 (i.e., temporarily enrolled at this campus (summer school, night school, or dual enrollment)). The total number of record status code 6 students is displayed at the bottom of the Last name column in the Secondary field.

      The Grade field displays the student's grade level.

      The Course Section field displays the course section in which the student is enrolled.

      New students are indicated with new beside their student ID. The icon remains for one day only.

Note:

Students whose first day (or reentry day) is not the official first day of school cannot be marked absent during the ADA period on their first day. The Absent option is disabled.

      As you mark students Absent or Tardy, the rows change color. Tardy students are shaded yellow, and absent students are shaded red.

Note:

·       Some iTCCS campuses may not allow students to be tardy during the ADA period. This is an option set by the campus. If the campus does not allow you to record tardies during the ADA period, the Tardy option is disabled.

·       Some iTCCS elementary campuses may not allow students to be absent during the elementary tardy period. This is an option set by the campus. If the campus does not allow you to record absences during the elementary tardy period, the Absent option is disabled.

·       The Absent and Tardy buttons are enabled during the ADA period if the student has a withdrawal reason of 33 (status change).

·       If the district allows tardies during the ADA period, the tardies may only be valid during a set number of minutes for the period. After this number of minutes has passed, the student should no longer be marked as Tardy and should be marked as Absent, although the program does not prevent you from marking a student as Tardy (except on the first day of semester 1). The number of minutes is determined by the district (and set in the config file). If applicable, a message is displayed above the table indicating when tardies are valid.

·       For Midland ISD, the Tardy field is not available. Instructors may only mark students as Absent or Present.

      If a student's absence is preposted (e.g., a scheduled band trip or a student who called in sick), the student is shaded gray, and the Attendance field displays the reason for his absence. Preposted absences are handled by the attendance clerk, so you are not able to mark attendance for the student.

      Students who are on a track that does not meet on the selected date are displayed on the page; however, the Absent/Tardy/Present fields are replaced by a message indicating that the date is not a membership day for the student.

      If the attendance clerk entered comments associated with a student's pre-posted attendance for the date displayed, the comments icon comments icon is displayed next to the pre-posted attendance.

o      Click comments icon to view the comments. The Comments dialog box opens, and the comments are displayed. The date/time and user ID of the person who entered the comments are also displayed.

o      Click Close to close the Comments dialog box.

      Students in self-paced and nongraded courses are included on the attendance list.

      Students whose attendance is excluded from reporting are included in the list, but you are not able to record attendance for the students. This is a rare circumstance.

      If a student withdrew from the course, he is no longer listed.

      If attendance is already posted for the selected date/period/course, the attendance data is view only.

o      Student absences and tardies are highlighted, and you can click comments icon to view any comments associated with the absence.

o      If a student withdrew from the course since attendance was posted for the date, his attendance record is displayed.

o      If a student's enrollment date is after the selected attendance date, his attendance record is not displayed.

      The Star of Life icon Star of Life icon is displayed for any student who has medical circumstances you should be aware of. To view details, click Star of Life icon or the student ID. The student's profile page opens and displays relevant data in the Medical Alerts section.

      For iTCCS districts during the mass activation, the Activate and Inactive fields are displayed instead of the Absent/Tardy/Present fields. See the Notes about mass activation section above for more information. Currently, mass activation is only available for iTCCS districts.

5.        The columns can be sorted according to your preferences. If you sort by the last name column, the table sorts by last name, then first name. If you sort by the first name column, the table sorts by first name, then last name.

6.        To print the attendance roster for one period or all periods, click Print. The Attendance Roster Report Selection page is displayed allowing you to make selections for printing the Attendance Roster report.

Post attendance:

After you have recorded attendance for the course, review your input carefully. You can post the data only once for each period/course. If you need to correct attendance after you have posted, you must contact the attendance clerk to correct the error. Follow procedures established by the campus (e.g., print the posted attendance report, make any corrections, sign the report, and submit it to the campus administrators).

When you are satisfied with your attendance input, you must post the data.

1.        In the PIN field, type your four-digit PIN.

      For your convenience, the PIN box and Post button are displayed at the top and bottom of the attendance list. You can use either box to post attendance.

      The field is disabled for inquiry-only users.

2.        Click Post.

      If you indicated that all students are present (and no absences were previously entered by the attendance clerk), a message is displayed prompting you to confirm that all students are marked present.

Click Continue to confirm. Attendance is posted, and the All Present flag is set to Y (yes) in the database. Otherwise, click Cancel, and the attendance is not posted.

      If your changes were saved successfully, the page reloads with a message indicating that the attendance was posted successfully. The attendance list is view only.

      If you typed your PIN incorrectly, the system notifies you that you provided an invalid PIN. You must provide the correct PIN before you can continue.

If your campus does not allow you to post attendance for a prior date, the Post Attendance button is not displayed for prior dates.