Attendance Notes

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Attendance Notes
Adobepdficon.png [Attendance Notes - Aeries Web Version - November 18, 2016]


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Aeries Web Version - Attendance Notes

Overview

The Attendance Notes option gives schools the ability to store notes specific to students for any given date. The option is available for all school types.

Attendance Notes can be added from the Attendance form in either a Period or Daily Attendance school by clicking on the callout icon to the left of the selected date. The Attendance form is accessed from Student Data Attendance on the navigation tree. When a note has been added for a student the callout icon will turn red to indicate a note exists for the date.

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Period Attendance schools can also add Attendance Notes from the Mass Change Period Absences form which is accessed from Attendance Accounting on the Navigation Tree.

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The Attendance Notes are stored in the Attendance Notes (ATN) table. The table is connected to the Student table (STU) by the school code and student number. Since these notes are stored in their own table Query can also be used to view all notes or to view specific student notes.

Security Permissions

The minimum permissions required for Attendance Notes to be added in a Daily Attendance school are shown in the screenshot below.

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The minimum permissions required for Attendance Notes to be added in a Period Attendance school are shown in the screenshot below. Giving the user permissions to the Mass Update function will allow them to use the Include Attendance Note option on the Mass Change Period Absences form.

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Update Code Table

To populate the dropdown menu for the Attendance Notes Code (ATN.CD), codes will need to be added to the CD field for the ATN table. Adding new or additional codes to the field is done on the Update Code Table form. The form is accessed from School Info Configurations on the navigation tree.

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Click the Add New Record icon to open the form in edit mode. Enter the Code and the Description. Translations can also be added if desired. Click the Save icon when all data has been entered.

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Attendance Notes

Add Attendance Note

Attendance Notes can be added from the Attendance form. After selecting the student, click the Callout symbol to the left of the selected date.

Period Attendance     Daily Attendance


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The following form will display. At the top of the form the attendance date, student number, student name and ID number will display. Any previous notes added for the date selected will also display. To add Attendance Notes, click the Add New Record button at the bottom of the form.

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The new Attendance Note can now be added.

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The Attendance Date will automatically default to the attendance date selected. The cursor will display in the Code field.

If a specific code is desired click the Code drop down and select the code. The description for the code will automatically display.

The Record Last Modified by fields will automatically be updated with the user name, date and time.

An area is available to enter details specific to this attendance note.

Off Campus Pass Fields are also available for entering the Time to Leave and an Authorized by name.

When finished entering the Attendance Note, click the Save icon and the record will be added.

The Callout next to the date selected on the Attendance form will now display in red.

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Additional options are available on the form, one is Print Attendance Notes. The View All Notes option will display all notes for the student selected.

Selecting to Print Attendance Notes will open the following Report Options form. Specific descriptions can be selected if desired. An option to Limit by Date will allow for a date range to be entered. When all options have been selected, click the Run Report button.

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Sample Report

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Selecting the View All Notes option will display all notes entered for the student.

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Change Attendance Note

To make changes to a note, click on the Edit icon to the left of the note to be changed.

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The form will now open in edit mode, make the necessary changes and click the Save icon when complete.

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Delete Attendance Note

To delete a note, click on the edit icon to the left of the note to be deleted.

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The form will now open in edit mode, click the red X to delete the record. A confirmation message will display, click OK to continue with the delete or click Cancel.

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Add Attendance Notes using Mass Change Period Absences Form

The Mass Change Period Absences form is used for entering and updating absence codes. From this form you can instantly update attendance by a Section, a List of Students by student numbers, by a particular grade level, using a Student Group, or by running a Keep/Skip Query. Attendance Notes can also be added to each student updated using the Mass Change Period Absences process.

In the example below, students in section 2736 will have an Attendance Note added to the date of 11/08/2016 with the code of ACT and the Comment of "Physics Class Field Trip to JPL".

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The following confirmation message will display when the Update process is complete.

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Each student's Attendance record will now show that an Attendance Note has been added for the date of 11/08. The Attendance Note Callout will now display in red.

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Clicking the Callout will display the Attendance Note.

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Print Attendance Notes

Attendance Notes can be printed for the entire school when using the Print Attendance Notes option available in View All Reports at the site level. All Codes can be included, or specific Codes can be selected. An option to Limit by Date is also available. When all options have been selected, click the Run Report button.

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The report will include all students who have an Attendance Note.

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