Period Attendance

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The Period Attendance document is a part of the Aeries.net User Manual that contains easy step-by-step instructions on the setup and procedures for Attendance.

Documentation

Period Attendance Aeries Web Version
Adobepdficon.png [Period Attendance - Aeries Web Version - Updated July 1, 2016]


Contents


Aeries Web Version - Period Attendance

Period Attendance Setup

At the beginning of the school year it is important that School Options, School Calendar and the Absence Code Table are set up correctly. These options are usually set up by the District Office. Verify that these options are correct prior to performing the Period Attendance functions. If these options are set up incorrectly contact the District Office for assistance.

School Options

From the School Info Navigation tree select the School Options node and the following form will display. Select the areas that meet the school site needs. In the Attendance Type field, select Period to set up attendance on a period-by-period basis. Select Negative Attendance in the Attendance Reporting field to compute the correct attendance figures for monthly reporting. This area will be set up differently for a continuation or summer school.

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Define your school's periods of attendance by defining the bell schedule. This MUST be set up at the beginning of each New School Year and checked periodically throughout the year for accuracy.

If this is a Multi-Track calendar the number of tracks MUST be set up in the Tracks field on the School Option form.

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School Calendar

The Traditional Calendar is set up from the School Calendar form. From the School Info Navigation tree select the Calendar node and the following form will display. To set up a Traditional Calendar click the Add button and enter the date of the first Monday of the school month even if it is not a date of school attendance.

The other days will automatically be filled in with the appropriate dates. Click the Save button to secure these dates. Continue using the Add button to set up all Attendance Months for the school year.

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To set up holiday codes select the month and next to the selected date click on the drop down. Select the correct symbol for all dates that require special designation such as holidays, non-school days, etc.

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Eliminate a Week from the Calendar

Eliminating a week from the calendar must be done while creating the month. Type the new date on the Monday of the week to be deleted and the dates for following weeks will automatically be updated.

In the example below the 12/21/2015 date was changed to 01/04/2016. Press Enter and the week of 12/21/2015 will be eliminated. All upcoming dates will be adjusted according to the new date entered.

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Multi-Track Calendar

The Traditional Calendar must be set up prior to creating the Multi-Track Calendar. That calendar will become the generic calendar which includes the entire school year and all holidays. The number of tracks must first be entered in the Tracks field on the School Option form.

From the School Info/Functions Navigation tree select the Create Multi-Track Calendar node and the following form will display. Select the Starting Date, Total Days, Total Tracks, 1st Track off and the Days On and Days Off Track. Click the OK button. A message will display indicating the Calendars were created and that all tracks meet the total days requirement.

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In the example above, the school Starting Date' is 8/03/2015 with a Total Days of 180. There are 3 Total Tracks, track A (the first of the 3 tracks) is the 1st 'Track Off. Days on Track indicates the number of days each track is in session is 45 with a 15-day break (Days Off Track) between sessions.

When all attendance tracks have been created using the Create Multi-Track Calendar form, exit the form and return to the Calendar form. Click the dropdown on the Attendance Track and select the 1st track, in the example below the first track is Track A. According to the Multi-Track setup track A will have a 15-day break at the beginning of the school year, notice that from 8/03/2015 through 8/21/2015 each day is flagged as track vacation. The first day Track A is in session is 8/24/2015.

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To set up holiday codes that apply to ALL tracks, click the Attendance Track drop down and select the blank Attendance Month.

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Select the month and next to the selected date click the drop down. Select the correct symbol for all dates that require special designation such as holidays, non-school days, staff development, etc.

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Codes that were set up for All tracks will display grayed out and cannot be changed.

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To set up holiday codes that apply to a specific track, click the Attendance Track drop down to select the desired track. Select the month and next to the selected date click the drop down to make your selection. Select the correct symbol for all dates that require special designation such as parent conference, minimum days, staff development, etc.

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Block Schedule Calendar

The Block Schedule Calendar is used for schools that do not follow a traditional period schedule. For example, some schools alternate days of periods 1, 3 and 5 with days of periods 2, 4 and 6. See the example displayed below.

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The Block Schedule Calendar form can be accessed from the Attendance Accounting Configuration navigation tree. Set up the calendar specific to your school requirements. Prior to setting up the block schedule calendar the traditional calendar MUST be created.

Absence Code Table

Setting up Absence Codes takes place at the beginning of each school year. Once the school year begins these codes MUST not be changed. The codes are usually set up by an individual from the District Office. If you are setting up the codes, it is recommended you verify with the District ALL required options for each absence code.

From the Attendance/Configurations Navigation tree, click on the Update Absence Code node and the following form will display. Use the Add and Update buttons to enter all Absence Codes.

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NOTE: Prior to setting up or verifying your absence codes your district should verify the State of California compliance regulations with respect to acceptable absence reason codes for ADA reporting.


No Show Setup

The No Show Setup form will allow a security level user to pre-define which Status tags indicate a student is a No Show, for example 'N'. For Secondary schools, selections can be made to automatically drop Lockers, Course Requests, Class Schedule or Course Attendance. Any option not selected will still be available to be dropped but will not be required.

An option is also available to require the Summer Withdrawal Reason code (STU.SWR) be populated or the student cannot be flagged as No Show.

When using the No Show Setup form a student will automatically be dropped from the selections made and all Attendance/Enrollment data will be automatically deleted.

From School Info/Configuration on the navigation tree select No Show Setup and the following form will display. Click on Add New Record to add the No Show codes. Click on the Change button to select the Automatically Dropped options that will occur when a student is flagged as a No Show.

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Initialize Attendance

Initializing attendance should be done as close to the first day of school as possible in order to capture as many students as possible for initialization. Initializing attendance in advance of the first day of school means that each new student added after the initialization process will need to be manually initialized.

When attendance has not been initialized for all students a message will display at the bottom of the Student Demographic form.

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From the Attendance Accounting navigation tree, select the Configurations node and click on Initialize ATT/CAR.

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The following option box will display. You can select to initialize attendance for ALL grade levels or for a specific grade level. If the school has tracks, an option will also display to select ALL tracks or a specific track.

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When selections have been made, click the Initialize ATT/CAR button. A confirmation message will display, select OK to continue or Cancel to stop the process.

Attendance is now initialized for all students. The red Active Student not currently enrolled in attendance message will no longer display.

Students that have entered the school after the attendance initialization process took place will need their attendance manually initialized. Click on the Update Attendance button at the bottom of the Student Demographic form.

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The Update Student Attendance form will open containing the Attendance Enrollment Form. Verify the Effective Date and other displayed data is correct. If correct, click on the OK button. The student will now be enrolled into attendance.

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Student Data

Student Demographics

The Student Demographics form contains key areas that directly relate to attendance reporting and must be verified for accuracy. The student's enter date and leave date MUST be accurate and the ATT table must be updated.

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The form contains a Status field at the bottom. When there are any errors between the Student Demographic form and Attendance a message will display in red. For example, the above message "Inactive student is still enrolled in attendance" displays.

The Attendance Audit Listing available from the Attendance Reports navigation tree will generate a report listing students who have potential errors with their enter/leave dates, their grade level, teacher assignment or with their specialized program information. All errors will need to be corrected before attendance reports are run.

Enter/Leave Dates and Attendance Programs

As a student is added or dropped the Enter and Leave dates MUST be updated. The Update Attendance button must then be selected to update the attendance table. When this option is selected the same information will be saved into the Ent/Lv field of the attendance table as well as the Enter or Leave fields in the student table. An example of the Attendance Leave form is displayed below.

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Another field that is key to attendance reporting is Attendance Program. The field is titled Prog on the Student Demographics form. Any special attendance categorization of students must be updated. Use the Update Attendance button on the Student Demographic form to update the ATT table whenever the special attendance program field is modified. Special attendance programs may include Independent Study, Special Day Class, Opportunity School, Home Hospital, etc. All special attendance programs are required by the State to be separated out of the regular education program for monthly ADA attendance reporting.

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Exit/Withdrawal Dates and Reasons

CALPADS requires that any record with an Exit Date MUST contain an Exit Reason. CALPADS also requires that Graduates, Dropouts, and No Shows have fully completed enrollment information including Start and End/Exit Dates. For a regular student in the current year and last year, with regular enrollment, every Leave record (ATT.CD = "L" or ATT.CD = "B") in Aeries must have a Reason Code entered.

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No Show a Student

To flag a student as a "No Show" click the Status field and select the code for No Show.

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If a student is flagged as No Show with a code entered in the No Show Setup the following No Show Options will display. Options displayed with gray text were set up to automatically be dropped and CANNOT be changed. Options displayed with open text boxes were NOT set up to automatically be dropped and can be selected.

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If the Select Summer Withdrawal Reason was selected on the No Show Setup form the Student cannot be flagged as a No Show unless the reason is entered in the field. If no code is entered the following message will display.

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Note: If your school/district does not use the No Show Setup form, documentation is available for the manual No Show Attendance Cleanup that must be performed for ALL No Show Students.

Student Data Attendance

Update Student Attendance

The Attendance form is used to update an individual student's attendance. This form is accessed from the navigation tree within the Student Data category. Select Attendance.

The basic demographic information of the student is available at the top portion of the form as well as the at-a-glance data fields that track the student's attendance program, the number of tardy and absent letters the student may have received, and the student's enrollment status. The current day is highlighted in yellow.

The Red Flag option is available to flag any student with attendance issues. Before utilizing this option, you should always check if your District has any standards for red flagging students. A Red Flag Comment field is also available.

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Clicking the Update ATT Data button allows you to update a student's attendance with an All Day code and/or fill all class periods for a specific date range.

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To display all available Absence Codes, click on the Reason drop down arrow. Click the selected code.

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Clicking in the All Day code field on the Attendance form will allow you to manually enter an Absence Code for an individual date. Fill Periods can be selected at the bottom of the form for additional options.

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Clicking a Period for a select student on the Attendance form also allows you to manually enter an Absence Code for individual periods.

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If the attendance data to be changed will affect attendance totals, such as the Monthly Attendance Report, a warning will display.

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It is recommended that verification be made prior to continuing with changing the attendance data.

Additional options on the Attendance form are available.

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The Print button will allow you to print the student's full year of attendance.

The Print Attendance Notes button will allow you to print all notes entered for a student, or only print notes for a specific date range. Specific Reason codes can be selected to include, or exclude, on the report by clicking on the reason. Buttons are also available at the bottom of the form to Select All codes or to Clear All codes.

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The Refresh Totals button will refresh the absence totals with any changes that have been made.

The Print Readmit Slip button will allow you to print from a receipt printer or from a laser printer. The report options will default to the most recent date the student was absent but can be changed to a different date or to a date range.

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The Readmit Slip will contain basic student information, the student's photo (if available), along with the dates and periods the student was absent.

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Attendance Notes

Attendance Notes are added from the Attendance form. After selecting a student click the Callout symbol to the left of the selected date.

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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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Attendance Accounting

Classroom Attendance

The Classroom Attendance form available from the Attendance Accounting navigation tree is used to review, input, and correct student's attendance by class. The office normally uses it to quickly input student's attendance using class rosters received from teachers.

When the Classroom Attendance form is opened an Absence Code and Today's Date will default at the top of the form. To select a different absence code, click the drop down and select a code. Enter the date of attendance if different than today's date.

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Select the teacher on the left side of the form and select the correct period. Only students enrolled in this class on the date selected will display. This is determined by the student's Course Attendance enter record. Clicking on a student's name will insert the absence code for the student on the date selected. When all attendance has been entered for the selected teacher/period, click on the Save button. The Mark Attendance as Complete for This Teacher button will enter a record in the Attendance Submission Log for the selected teacher/date indicating the teacher has submitted attendance.

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The Class Rosters option is used to print class rosters for teachers to keep track of their student's attendance. These sheets are turned in to the office and the secretary uses them to input the attendance by class on the Classroom Attendance form.

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Click on the Class Roster button and the following selection box will display. Options are available that allow you to select how you want the roster to print.

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The following options can be selected:

  • Print for a Specific Term – Enter the term code you wish to print the roster for
  • Attendance Roster – Selecting to include non-attendance sections will include sections where attendance is not taken
  • Master Schedule or Scheduling Master – Select one to use for printing
  • Sort Report by – Options for the order to print – teacher/section or teacher/period
  • Enter Att Month – Enter the attendance month in the box to print dates. If the month is set to zero, no dates will be printed
  • Print Phone Number – The student's phone number will print on the Class Roster
  • Print Signature Line – Prints a signature line for the teacher to sign after absences are verified
  • Print Student Aliases – Prints the student's alias name
  • Skip Teacher Assistants –Teacher Assistants will not be included on rosters
  • Enter Track – Enter the attendance track to print if not all if this is a multi-track school
  • Print Additional Lines – Will print additional lines at the bottom of the roster to add students not listed
  • Enter Teacher# to Print if not all – Allows for printing rosters for a single teacher
  • Hide Attendance – Will not print any student's absences that have already been entered
  • Add fields to the printout ¬– Allows specific fields to be selected for printing. However, there may be insufficient space to print all fields along with the phone number

Mass Change All Day Code

The Mass Change All Day Code form will change the student's All Day code to the selected code if the student does not already have an All Day code for the selected date and meets the minimum number of periods to be absent.

Enter the Code to Use, the Date Range, and the Minimum number of periods. Click the Update List button to view the students who meet the criteria selected. To continue with Mass Changing, click the Update ATT button. A message will display when the change is complete. In the example below there is only one student who has a minimum of one absence on the date of 09/16/2015.

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The student will now have an A in the All Day code field for that date.

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Mass Change ATT Codes

The Mass Change ATT Codes form will change a student's All Day code or change a Period code based on criteria entered. Two options are available on the form, to Change the All Day Code or to Change the Period Codes.

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To change students All Day Code, enter the Period Code to Use and enter the All Day Code to Change to. Enter the Start and End Date. Enter the Minimum Number of Periods to be Absent. The form defaults to 0, zero means that the student would have to be absent every class period for every date selected. Enter the Grade Range if not All grade levels.

In the example below, the Period Code of A is selected and the All Day Code of U is selected. The Date Range of 10/30/2015 through 12/18/2015 is entered along with the Minimum Number of Period Absences of 1 for All Grade Levels. When the Update List button is clicked, all students who meet the criteria will display on the right.

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Prior to clicking on the Update ATT button to complete the Mass Change process, two report options are available for viewing. The View Detail Report option will display the list of students along with the dates of their absences and the proposed all day code change.

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The View Summary Report option will display the list of students and the number of all day code changes that will be made.

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To complete the Mass Change process, click on the Update ATT button.

To Change Period Codes, enter the Period Code to Use, enter the Period Code to Change to, enter the Start and End Date, and enter the Grade to Change if not All.

Click the Update List button to view the list of students who meet the criteria. Click the View Detail Report and/or the View Summary Report options if desired. Click the Update ATT button to complete the Mass Change process.

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Mass Change Period Absences

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.

Enter the date of absence and the period range to change, and select the absence code to use to update the students. In the example below, students in section 399 on 06/10/2016 will have the absence code of V added for an activity in periods 1 through 4. Once the criteria is entered, the list of students will display on the right. The Skip Update column can be used to exclude students from the Mass Change process.

After verifying the date, periods, absence code, grade level and list of students is correct, click on the Update button to complete the process.

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Teacher Attendance Submission Log

The Teacher Attendance Submission Log will display teachers who have, or have not, submitted attendance for the periods and date range entered.

In the screenshot below, the option to Show Only Missing Attendance Submissions is unchecked. Teachers who have submitted attendance will now be included. The Period Range of 0 to 6 has been entered, and the Date Range of 06/10/2016 has been entered. The Submission Log shows that teacher Acosta submitted attendance for period 2 at 7:39 on 6/10/2016. Teacher Acosta has not submitted attendance for periods 3 or 4 for that date.

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The Attendance Submission Log can be printed by clicking on the Printer icon.

Attendance Reports

Attendance Audit Listing

Various attendance reports are available from the navigation tree within the Attendance Accounting Reports category that should be run regularly. Two important reports that should be run are the Attendance Audit Listing and the Course Attendance Audit. All errors listed on the two reports need to be fixed prior to running the monthly ADA reports.

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The report will list any discrepancies between attendance fields on the Student Demographic form and the Attendance Enrollment form.

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Course Attendance Audit Report

The Course Attendance Audit report options.

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The report will list all errors from Course Attendance (CAR).

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Attendance and Tardy Letters

The Attendance Letters to Parents form will allow schools to create multi-purpose letters. Currently these letters are designed for use with attendance, for example to create SARB or Truancy letters. The form will allow the user to select which absence codes are used to count towards each type of letter. Detailed instructions on the setup and printing of Attendance and Tardy Letters can be found on the website.

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Letter Log

After the letters have been printed the Letter Log form will display a Letter Audit which will be an exact replica of the attendance data (ATT) that prompted each student to receive each letter. This will track students who received letters and will not re-send that letter again but will allow other letters to be sent as needed. The Letter Log is accessed from View All Forms within the navigation tree. The Letter Log can be displayed by Student or Letter ID.

In the example below, student #3 Alice Abdo was sent Absent letter 1 on 2/16/2016. The absences that caused the letter to be generated for Alice are listed on the right in the Letter Audit area.

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Monthly Attendance Reports for ADA Reporting

There are several ADA Reports available from Attendance Accounting Reports on the navigation tree. A few of the more commonly run reports are described here.

The Gain and Loss Report details the students who have entered and withdrawn from your school to date.

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The Print Weekly Attendance Report will generate a list of students either by teacher/section or teacher/period and will indicate each student's attendance for the week selected.  Several options are available when running the report including a teacher signature line at the bottom of the report.

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The Monthly Attendance Summary details attendance totals by grade and program.

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The Monthly Attendance Report lists detailed attendance information by grade, program, and student.

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Teacher Portal

The Aeries Web Version Teacher Portal is an application accessed through a web browser that can be used by teachers within the classroom to update attendance, gradebook, and grades in the Aeries database. The Teacher Portal can be set up and accessed from any PC that has access to the Internet. The user must be set up by the System Admin at the district in order to have access to the system.

Attendance

The Attendance form allows teachers to enter or display students' attendance.

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Attendance by Photo

The Attendance by Photo form allows teachers to enter attendance by the student's photo.

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Locking Monthly Attendance

After an attendance reporting period has ended and all Attendance has been completed at the school level, the Lock Attendance Month flag can be selected from the School Calendar. This flag can be set to be initiated by specific District or School Personnel without giving security rights to other users.

Clicking on Lock Attendance Month option will prevent any changes from being made to any student's attendance within this month.

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SQL queries can also be generated by the Aeries Administrator to flag specific schools and months, or to lock all schools and all months.





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