Daily Attendance Options

The following tabs provide information on the various ways in which Schooltool can be configured in regard to student's "Daily Absences" (here or not here for the day).

Automatic Options

Schooltool can be configured to automatically identify when students are absent from school each day (daily attendance = here or not here for the day), and by doing so allows the school to simply the process of:

  • Notifying parents when students don't arrive at school as expected (e.g. automatically make phone calls or send texts home to parents)
     
  • Producing Attendance Letters to formally notify guardians in situations where students have been chronically absent from school
     
Daily Attendance Setup Screen

 

Once Schooltool is set to automatically identify students as "absent from school" on a given day, a record for the absence automatically appears in the Attendance>Today's Attendance module in Schooltool, allowing an attendance officer to monitor students absences in "real time" as teachers take attendance in their classrooms.

The Daily Attendance module in Schooltool under Maintenance>Attendance, can be used to configure the system to automatically identify students whom are "absent from school" when the student is marked absent in:

  • Homeroom = typically this setting applies only to elementary programs
     
  • A specific Period = typically this setting applies only to middle and high school programs
     
  • A combination of Absences across multiple Periods = if a student is marked absent for more than 3 periods in a day, then consider the student "Absent for the Day" if those absences occurred prior to X time in the day

Teacher Specific Options

The Building School Level options under Maintenance>Attendance module, contains options that can be configured to control the way in which teachers can automatically affect "daily attendance" for students (are they here or not here today), as they take attendance in the course that has been set as the building's "Daily Attendance Period" (i.e. Homeroom, First Period, etc..).

Building School Level Attendance Options

 

The following settings pertain to the "Daily Attendance Period" as defined in the Daily Attendance module in Schooltool under Maintenance>Attendance:

  • Allow Resubmit Daily Attendance:  This setting option can be used to allow (Yes) or prevent (No) teachers whom are assigned to a course that is scheduled into the "daily attendance period" set for a given building (e.g. Homeroom, 1st period,etc..), from re-submitting the attendance for a given student, once they've submitted it.
     
    • Yes:  Use this option to allow teachers to submit and resubmit attendance in the course that is scheduled into the "daily attendance period" set for the building as many times as they prefer in any school day. 

      **Notes
       
      • When this setting is used, if the course that a teacher submits attendance in is configured as a "Homeroom" in Schooltool (not a subject based course scheduled into a specific period), the teacher will then only be able to submit/re-submit attendance in the Homeroom anytime during the current school day, but not for any past or future school days.
         
      • This outcome of using the "Yes" option can be influenced further by how the "Allow Override of Daily Attendance" option is set, so that in situations where "daily attendance" has already been submitted for a given student by another user (i.e. by the Attendance Office), even when this setting is set to "Yes", the teacher's attendance in the "daily attendance" class (here or not here) won't overwrite what the previous users submission was for that student(s).  For more information on the "Allow Override of Daily Attendance" setting, look below.
         
    • No:  Use this option to allow teachers to submit attendance in the "daily attendance period" set for the building only one time in any school day - with this option set the "Submit" () button that appears on the teachers "Attendance" tab will disappear after it's been clicked one time.

       
  • Allow Override of Daily Attendance:  Use this option to allow teachers to overwrite daily attendance that was previously submitted by another user during the school day (i.e. the attendance office or by co-teachers assigned to the "daily attendance period" set for a given building), which includes absences like Full-Day Absences, In/Out records, and Student Visits (e.g. previously scheduled absences for Band Lessons).
     
    • Yes: Use this option to allow teachers to overwrite daily attendance that was submitted by another Schooltool user, even if the user was an attendance officer, and regardless of the type/reason for the daily absence.
       
    • No:  Use this option to prevent teachers from overwriting daily attendance that was submitted by another Schooltool user.

      Example:  A student is marked "Absent" by the school's Attendance Officer with a reason of "College Visit".  Later when a teacher assigned to a course that's scheduled into the "daily attendance period" for the building, goes to submits their "Course Attendance" they to our surprise, mark the student as "Present", because they physically observed the student was in their classroom.

      When the "No" setting is used, the teachers submission in this scenario will not overwrite the attendance officers submission.  Therefore in this scenario, the student will remain in Schooltool with a daily absence (not here for the day because of a College Visit).  However, the presence that was observed physically and then entered into Schooltool by the teacher for the class (the student was in class = period/course attendance), will remain on file in the event that there was a legal situation that requires a physical account for a students attendance in class (a student's attendance in class is tracked separately from their attendance to school = a daily absence).

       
  • Allow Tardy in Homeroom:  This feature is only useful assuming that students in a given building are being scheduled into homerooms.  Note that homerooms in Schooltool are NOT the same thing as the students first period course, in programs like middle and high school.
     
    • Yes: Use this option to allow teachers to see the option that will allow them mark students as "Tardy" to homeroom (i.e. Tardy to School).
       
    • No:  use this option to hide the option that would allow a teacher to mark students as "Tardy" to homeroom (i.e. Tardy to School).

       
  • Daily Attendance Summary Delay:  Use this option to prevent daily absences from appearing on the "Daily Attendance Summary" view of the "Attendance" tab on Student Records, for the number of days that you specify, assuming that the “Respect Daily Delay” permission has also been set in the appropriate "Security Group" for given users (e.g. the SMS_Parents group under Maintenance>User/Group>Groups and Security Tree).

    This setting is most useful in situations where attendance officers wish to take extra time to validate student daily absences, before making them visible to parents via the Parent Portal.

     
  • Use Daily Attendance Setup Option in Attendance Module:
     
    • Yes: Use this option to make the settings in the Maintenance > Attendance > Daily Attendance Setup module apply to attendance officers while they perform tasks in the Attendance > Attendance module.
       
    • No:  Use this option if attendance officers intend to manage daily attendance manually as they perform tasks in the Attendance > Attendance module (e.g. they will decide if a student is absent or not manually).

       
  • Ignore Daily Absences for Minutes Calculations:  Use this option to determine how daily absences are used in the calculation of Teacher Student Data Linkage (TSDL) minutes as it relates to the NY State Teach system and requirements.

     
    • Yes:  Use this option to ignore daily absences to calculate TSDL minutes, and use period/course attendance instead.
       
    • No:  Use this option to use daily absence data for a student (when it exists) to calculate TSDL minutes, and to ignore period/course attendance instead.

      **Note:   This option impacts Minutes Verification and Override screens in Counseling and teachers’ Home modules, as well as calculations in the Staff Student Course exports for NYS Data Warehouse.