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Administrator`s Plus Period Attendance Manual

1. T35 Sincerely T35 ZCRS2 0 T35 ZCRN 0 Teacher KEY PAG EX A aan ea Ees Prints son or daughter son REN Rite og eee ANG Prints the student s first name Richard ZAMT Prints the number of infractions the student has incurred 3 ACRNZO pu aea Prints the name of the course in which the attendance limit was violated AP English ABDI Sy aces A238 Prints the Read Attendance Start Date 09 01 92 Alc DEA ee Prints the Read Attendance End Date 10 30 92 WRAPOEP io eevee Turns the wordwrap feature off so the table can print properly TABLE4AL5 Prints the table that lists the student s attendance MWRAP ON 2 apa pasan Turns the wordwrap feature back on a EEEE SE EE Prints the school s name R H S eT PA Prints the school s phone number 693 6221 nail Bs ere AA Tabs to the 35 column after the left margin ACRS2210 84 42 S598 Prints the teacher s name Barbara Moore MZCRN SOF Que bia Prints the course name AP English SAMPLE OF A REPORT THAT GENERATES A LETTER This is a fragment from Report 24 Let Srch Indiv Crs The top half of the page contains the actual fragment and the bottom half of the page contains a key for the different codes that appear in the report The codes are listed in the order they appear The next page contains a sample of the sort of letter this report produces RAs 5 Rt 302 Bridgton Maine
2. 7 49 View Edit Letters Reports 7 52 Period Attendance 7 1 Viewing and Editing Attendance Reports Letters Window 7 53 The View Edit Letters Reports Toolbar 7 54 FileMenu 25 7 54 EditMenu 7 55 SearchMenu 7 56 Options Menu 7 57 Window Menu 7 58 Function Keys 7 58 Page Setup 7 61 Page Layout Menu 7 62 Printer Setup Menu 7 63 Period Attendance Report Writer Codes 7 64 Data Base Codes 7 64 Attendance Codes That Must Be On A Line By Themselves 7 66 TABLET anne cee toe 2 2 a Oded 7 66 TABLE2 R or A AorL 7 66 TABLE3 1 4 0 or 1 Yor N Yor N 7 66 TABLE4 R or A A or L INDENT 7 67 TABLES AAP wie 7 67 REMEDY 1 6 THIS IS THE REMEDY 7 67 NEWMARG XXX a 7 67 Search Codes That May Be Used Anywhere 2 7 68 Period Attendance 7 2 Introduction Report Writer Introduction The Period Attendance Report Writer generates attendance letters and reports for both students and staff It includes all of the features of the Data Base Report Writer with the added ability to print and search on attendance data The program comes loaded with numerous default reports including register reports search lists letters to parents and statistical anal
3. Find Find What Ca F MatchC Direction Match Case Clip Down Cancel Register Code View BY ITSELF Only includes ABS TAR DIS codes Attendance Code View BY ITSELF Only includes ABS TAR DIS codes Both Att codes in interval BY IT SELF Dates in the interval BY ITSELF Interval Beginning Date Interval Final Date a a be Report Writer View Edit Letters Reports F8 PAGE SETUP causes the Printer and Page Setup menu to appear see Page Setup on page 7 61 You can accessed these menus from the Report Writer editing window by pressing the F8 key clicking F8 PAGE SETUP or by right clicking on the Administrator s Plus desktop and choosing Print Page Setup Page Setup a 7 X Paper Size Letter t Source Upper Paper Tray ad r Orientation r Margins inches Portrait Left 0 5 Right 0 5 Landscape Top 0 25 Bottom 0 25 OK Cancel Printer PAGE SETUP Page Setup Administrator s Plus print jobs can be sent to any local or networked printer connected to your computer Because different printers may be connected to different workstations each report has a Page Setup and Printer Setup window specific to each Administrator s Plus user Every time a user makes changes to the Page Setup and or Printer Setup settings inside a particular report or program they are saved inside the individual s user folder Consequently t
4. II The Period Attendance Process IV Register amp Attendance Codes 1 Introduction aooaa 1 2 Navigating to Register and Attendance Codes 1 2 Navigation Menu 1 3 Shortcut Bar 3 2 gaa wae LA 1 4 Right Click Menu 1 4 Toolbar Menu 1 4 Register Codes 1 5 The Default List of Register Codes 1 5 Defining Register Codes 1 5 Register Codes Window 1 6 Attendance Codes 1 7 Time Linked Attendance Codes 1 7 The Default List of Attendance Codes1 9 Register Code Links 1 9 Register Code Link Amounts 1 10 Excused or Unexcused Register Code Links aa ae wt wa WG 1 11 Attendance Codes Window 1 12 Adding Editing or Deleting Register Codes 1 14 Adding a New Register Code 1 14 Editing an Existing Register Code 1 15 Deleting a Register Code 1 16 Adding Editing or Deleting Attendance Codes 1 17 Adding an Attendance Code 1 17 Editing an Existing Attendance Code 1 18 Deleting an Attendance Code 1 19 Print Period Attendance Forms 2 Introduction n e Sas we oe oe 2 2 Navigating to Print Period Attendance Forms 2 3 Navigation Menu 2 3 Shortcut Bar a8 oe we ee a 2 4 Right Click Menu 2 4 ToolbarMenu 2 4 The Period Attendance Entry Forms Window 2 5 Printing Manual Entry Forms 2 6 Printing Scanner Forms 2 10 Printin
5. 4 7 Shortcut Bar maa kad maa 4 7 Toolbar Menu 4 8 Calendar Program Window 4 8 Editing a Calendar Day 4 10 Inserting a Calendar Day 4 10 Deleting a Calendar Day 4 11 Printing the Calendar 4 11 View Edit the Period Rotation 4 12 Alternate Calendars 4 13 Accessing the Alternate Calendars Feature 4 14 Creating an Alternate Calendar 4 15 Assigning Alternate Calendars 4 17 Assigning Alternate Calendars to Grade Levels 4 17 Assigning Calendars to Existing Students 4 19 Setting Rules for Adding Days to Alternate Calendars 4 22 Editing Membership Values for Existing DAYS ma na nA si be 4 25 Reporting Which Students are Assigned to Which Calendars 4 28 Selecting an Alternate Calendar When First Opening an Attendance Program 4 29 Changing the Membership Value ofa Calendar 4 30 Changing the Membership Value of a Calendar for a New Day 4 31 Changing a Calendar Date 4 33 Changing the Calendar Used by an Existing Student in Attendance Correct 4 33 Selecting a New Student s Calendar inthe Data Base Module 4 34 Period Attendance 4 1 Calendar Introduction Introduction You use the Calendar program to view edit or print the school calendar The information stored for eac
6. kal Specifications Period Attendance Register DER SPECIFICATIONS PERIOD ATTENDANCE REGISTER 1 REGISTER MODE Register By Days 2 INTERVAL START DATE 08 20 2002 j 3 INTERVAL END DATE fi 0 06 2004 l 4 YEAR TO DATE END DATE 1 10 06 2004 j 5 PER PRESENT FOR FULL PRESENT 87 50 6 PER PRESENT FOR 3 4 PRESENT 70 00 7 PER PRESENT FOR 1 2 PRESENT 62 00 8 PER PRESENT FOR 1 4 PRESENT 0 00 9 MINUTES PER PERIOD 45 00 A START GRADE FOR ALL GRADES Grade PK 7 B END GRADE FOR ALL GRADES l Grade12 a C INCLUDE BLANK SEARCH SORT CATS Include C Do NOT Include D ACTIVE INACTIVE STUDENTS Active Students Only E PRINT WHAT Print all Data amp Totals Print Totals Only al Done Page Setup ENTER SPECIFICATION TO CHANGE Period Register Producing a Period Attendance Register 2 Setthe specifications as desired and then click Done See Period Register Specifications on page 8 5 for descriptions The first Period Attendance Register Print window appears Administrator s Plus All grades combined all grades One at a time Inspect change specifications End program DI The following table explains the options First Period Attendance Register Print Window Options Option Description Grade Number Select the desired grade level when printing a report for only one grade level All Grades Combined Prints for all grades or a range of grade level
7. Choose to print only sections meeting during the current quarter or semester or all sections You may print forms for courses only study halls only or both courses and study halls The homeroom attendance forms automatically print the weekday headings M F or S W You can use the days 1 5 headings to print the calendar date up to five characters i e 12 05 above each day of the week heading You may also type in a special entry for holidays such as five asterisks as the heading for that day Use the start and end course numbers to specify a range of courses to print To print for all courses set the Start Course Number to 1 and the End Course Number to 9 999 If you are only scanning attendance information for homerooms the size of the scanning file must exceed the number of homerooms in your school For most schools the minimum of 2000 is sufficient However if you also scan period attendance and or study hall attendance the size of the scanning file must exceed the total number of homerooms plus the total number of course sections plus the total number of study halls Indicates the number of the next available attendance record Click Done to accept the specifications The Period Attendance Forms Print Menu appears Period Attendance 2 11 Print Period Attendance Forms Printing Scanner Forms 4 Select the range you would like to include using the Period Attendance Entry Forms Print Menu See Using the
8. Print Period Attendance Forms Using the Period Attendance Forms Print Menu Period Attendance Forms Print Menu 4 Individual Sections Prints forms for individual sections Choosing this option opens a window in which you must type in or look up the specific course section s you wish to include 5 Individual Studies Prints forms for individual study halls Choosing this option opens a window in which you must type in or look up the specific study hall s you wish to include 6 Inspect Change Opens the Specifications window corresponding to the Specifications selected attendance form Select All ba ate ee TAT Sections Studies forms to print entry forms for each course section within the limits set by Jawes Patar Mchugh Beth specification pages 1 and 2 parent WA When you select Range of Teachers you must select the Ban en starting staff member and Smith Roseanne ending staff member from the whites gin Dowd Sam menu pictured Edwards Betty When you select Individual Teachers you must select the desired teachers from the next menu To select a teacher type in the name or record number and press Enter You may also use the F6 Lookup option to highlight and select one or more teachers by name Hold down the Shift key while clicking to select a range of teachers in the lookup list Hold down the Ctrl key while clicking to select multiple teachers who are not listed in order Once you have selected all of the des
9. Right Click Menu Right click the Administrator s Plus background 2 To select the Register Code Window choose New gt Reg 4 Att Codes Register Code 3 To select the Attendance Code Window choose New gt Reg 8 Att Codes Attendance Code View Edit b Enter b Print b Student Close All Windows zai Course R a Report Cards Discipline Code Attendance Code Scheduling Invoice Code P Discipline Study Hall Billing User District Control Year Toolbar Menu 1 Click Modules 2 Choose Attendance Plus gt Register amp Attendance Codes Modules Window Help Data Base Plus b Al Attendance Plus gt Register amp Attendance Codes Report Cards Plus gt Print HR Attendance Forms Scheduling Plus gt Print Period Attendance Forms Discipline Plus gt Enter Daily Attendance Billing Plus gt Correct Attendance Report Writer Calendar Batch Entry Per Enter Period Attendance Per View Period Attendance Per Report Writer Per Register 3 Click the Register Code or Attendance Code tab to make that tab active 1 4 Period Attendance Register amp Attendance Codes Register Codes Register Codes Register Codes summarize Attendance Codes allowing you to print reports and perform searches based on overall attendance categories such as Absent and Tardy Register Codes are primarily used to keep track of attendance totals for legal register reports Since register reports
10. 3 Select the desired specifications and then click Done See Setting Report Writer Task Specifications on page 7 29 4 Set the specifications and then click Done The first print menu appears Administrator s Plus PERIOD ATTENDANCE REPORT WRITER CURRENT TASK Print an Advisor s List GRADE NUMBER All grades combined all grades One at a time Sections Inspect change specifications View edit letters reports End program D 7 6 Period Attendance Report Writer Printing Period Attendance Reports 5 Select the students to print from Report Writer Print Menu 1 and then click Next See Report Writer Print Menus on page 7 45 to determine which students to print Period Attendance 7 7 Report Writer Editing Reports Editing Reports 7 8 Period Attendance Use the following procedure to edit your attendance reports To Edit your Attendance Reports Follow steps 1 2 from Printing Period Attendance Reports on page 7 5 From Report Writer Menu 1 choose View Edit Letters Reports See Report Writer Print Menus on page 7 45 for more information on the report writer menus The Viewing and Editing Attendance Reports window appears Viewing and Editing Attendance Reports Letters 1 Advisor s Report 21 Letter Head 41 REGISTER REPORTS 2 Phonemaster Export 22 Absence Letter wi TABLE 42 Register 3 Attendance Code Report 23 Tardy
11. ABSENCE 134 04 02 2003 FIELD TRIP 172 05 27 2003 ABSENCE 176 10 13 2004 AA AAAAA PRESENT 181 11 18 2004 Av PRESENT 21 Report for Selected Students Day By Day Analysis Full Codes This task is similar to the previous one except that all four letters of the period attendance code are printed whereas the daily attendance and period attendance letters are not printed 12 09 2004 DEMO SCHOOL ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 BY ALL MEMBERS Jeremiah Abbott 001 DATE PERIOD ATTENDANCE 176 10 13 2004 A A kkk A A A A A 181 11 18 2004 A 22 27 User Defined Reports 1 6 You may use these tasks to design your own tasks Simply set the specifications so they produce the report you desire They will automatically be saved so that they can be recalled the next time you choose the same user defined report Period Attendance 7 27 Report Writer Report Writer Tasks 7 28 Period Attendance Troubleshooting Tasks If the wrong students show up on your report there is probably something wrong with the way you have set the specifications These specifications will be discussed in detail in the next chapter In particular you will want to check the following e Are the dates in Specifications 5 and 6 correct e Ifyou are doing a search for students with more or less than some register code limit Specification 2 is Specific
12. If you wish to create additional Register Codes for searching or reporting purposes use codes 7 25 The new Register Codes you create should represent the generalized category you wish to use for reporting tasks Later you will link appropriate Attendance to the newly created Register Code so that these Attendance Codes are included within the Register Code Search category see Register Code Links on page 1 9 Period Attendance 1 5 1 6 Period Attendance Register amp Attendance Codes Register Codes Register Codes Window View Edit Or Print Register Code List RECORD 1 DESCRIPTION ABSENT Ese Ft r2 ee ee r7 Fe Fo ee ABORT ADD EDIT PREV NEXT LooKuP DEL PRINT The Register Code Window allows you to add edit or delete Register Codes You can also print the entire list of Register Codes from this window Each Register Code consists of a record number 1 25 a code name of up to 3 characters and a description of up to 10 characters which will appear in lookup windows as well as print on reports The enabled function keys are listed across the bottom of the viewing window Register amp Attendance Codes Attendance Codes Attendance Codes Attendance Codes are what you actually enter into student and staff attendance records Unlike Register Codes Attendance Codes can include specific information like the reason for or type of attendance entry For a list of sample Attendance Codes see
13. The Period Attendance Process IV Period Attendance This section presents you with a chronological outline of when you should use the different programs in PERIOD ATTENDANCE PLUS For further information on the details of actually how to use a program refer to the chapter s in this manual describing that program If you are using Scheduling Plus or if you are just going to do your attendance by periods and not by courses skip to step 2 Otherwise you must first enter your school s master schedule into the computer and then either manually or with a scanner enter each student s schedule into the computer To accomplish these tasks you must use the programs from Scheduling Plus and Report Cards Plus that have been supplied to you You may access these programs by choosing REPORT CARDS PLUS from the master program selector Instructions for how to use each of these programs are at the end of this manual e Use the ENTER COURSES program in REPORT CARDS PLUS to enter your course master list A course master list is a list of all of the courses taught in your school Later you will break these courses down into one or more sections You will find complete instructions for entering your course master list in the chapter of this manual titled ENTER COURSES Course Master List e Once the COURSE MASTER LIST has been completed use the ENTER COURSES program once again to build your COURSE SECTION LIST Building your COURSE SECTION LIST is simply a
14. 4 8 Period Attendance Option Day Day of Week Date Rot Member Alternate Calendar Setup View Which Alternate Calendar Enter Schedule Rotation for Period Rotation Calendar Calendar Program Window Calendar Window Description The school calendar starts with day one Each subsequent school day up to 250 is listed below Displays the day of the week matching the date The date associated with the particular school day If you are using the Period Attendance module the rotation number tells Attendance Plus the order in which classes will meet on a particular day A Membership day is any day on which school is in session Each day has a default membership value of 1 You may edit the membership value for any day in the calendar For example for half days you will change the membership value to 5 If you give a calendar day a membership value of 0 that date will be excluded from the totals calculated on your attendance register You might choose to assign a membership value of 0 on a day in which you need to take attendance for staff but not for students See Alternate Calendars on page 4 13 for more information on creating alternate calendars Determines which calendar you are actually using Lets you enter the block period rotation for a calendar See Setting Block Rotation on page 4 3 Period Attendance 4 9 Calendar Calendar Program Window Editing a Calendar Day Use the followi
15. 1 0 OF OF OF OF Ol 1 Of OF OF Of OF Ol 1 Of 0 OF OF OF Ol We would appreciate your help in improving Jeremiah s attendance In the case of any future absences we would like to suggest that you phone us at school 413 566 3495 and leave a message that the absence is legitimate and has had parental authorization Sincerely Peter James Principal Report Writer Report Writer Tasks 14 Search Letter One Letter Per Student With At Least 1 Course gt Limit This task is designed to print a letter for students exceeding a search limit Only one letter will be printed for each student that has one or more courses exceeding the limit The next task 15 will print a separate letter for each course exceeding the limit To modify the contents of the letter simply edit Report 23 DEMO SCHOOL 38 East Brook Drive Hampden MA 01036 413 566 3495 Peter James Principal Arthur Kilborn Assistant Principal Francis Miller Guidance Director Peter Dawson Assistant Principal 12 08 2004 TO Mr and Mrs James Abbot 50 Spencer Street Springfield MA 01270 RE Jeremiah Abbott The purpose of this letter is to inform you that your son Jeremiah has had more than 0 absence s in one or more of his classes from 08 20 2002 to 12 08 2004 We at DEMO SCHOOL believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance
16. 4 Select the range you would like to include using the Period Attendance Entry Forms Print Menu See Using the Period Attendance Forms Print Menu on page 2 16 for more information on this menu Ri x PERIOD ATTENDANCE ENTRY FORMS OM 1 All sections studies o 2 Range of teachers 3 individual Teachers 4 individual Sections 5 individual stUdies c C 6 Inspect Change specifications 7 End program D DO 5 Click Next to view the exported GradeQuick rosters 214 Period Attendance Print Period Attendance Forms Printing Period Attendance Reports by Teacher Printing Period Attendance Reports by Teacher The Daily Details format prints student attendance codes for each school day within your specified date range The Summary Data format prints the total number of excused unexcused and pending absences and tardies as well as other attendance in the same format as View Period Attendance window Alternatively you can summarize the attendance code totals by register code Period Attendance Reports by Teacher can include attendance for specific a date interval and or year to date Specifications Period Attendance Reports by Specification 1 Which Periods 2 Include Sections Meeting When 3 Print Courses and or Study Halls 4 Individual Student Data 5 Summary Totals 6 Which Reg Codes to Include 7 Report Layout Teacher Description Choose any period A through X Choos
17. Brown Ja 149 1 0 0 0 0 0 0 094 01 Reading 4 ALL G Brown Ja 149 1 0 0 0 0 0 0 063 01 English 4 ALL A TEACHER Brown James ABSENCE 2 00 DATES 10 13 11 18 503 01 Art 4 52 B TEACHER Delman Priscilla ABSENCE 1 00 DATES 10 13 304 01 History 4 52 D TEACHER Brown James ABSENCE 1 00 DATES 10 13 808 04 PE HIth ALL E TEACHER Glennon Walter ABSENCE z 1 00 DATES 10 13 103 01 Math 4 ALL F TEACHER Brown James ABSENCE z 1 00 DATES 10 13 094 01 Reading 4 ALL G TEACHER Brown James ABSENCE z 1 00 DATES 10 13 Report Writer Report Writer Tasks 20 Report for Selected Students Day By Day Analysis Abbreviation Codes Use this task to print a report that includes each date for which EITHER A PERIOD OR DAILY attendance entry has been made The first letter of the attendance code is printed for each period An asterisk means that the period did not meet that day and a dash means that the student was present for the period This report will also include the names of any period attendance letter except multi limit letters that you printed while the DUPLICATE LETTER CHECK was turned on 12 09 2004 DEMO SCHOOL ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 BY ALL MEMBERS Jeremiah Abbott 001 DATE PERIOD ATTENDANCE DAILY ATTENDANCE PERIOD LETTER 10 09 03 2002 4 kkk TARDY 19 09 16 2002 TARDY 21 09 18 2002 Y TARDY 26 09 25 2002 aan Waw aman TARDY 97 01 27 2003
18. Condensed print on Condensed print off Grand count of students on report Search count of students in search category Sort count count of students in sort category Grand count plus 1 Search count plus 1 Sort count plus 1 Current page number Period Attendance 7 65 Report Writer Period Attendance Report Writer Codes 7 66 Period Attendance Most attendance codes except tables start with the letter Z to differentiate them from the data base codes As with data base codes they must be between a pair of tildes and can be broken down into two groups e Attendance Codes That Must Be On A Line By Themselves See Attendance Codes That Must Be On A Line By Themselves on page 7 66 e Search Codes That May Be Used Anywhere See Search Codes That May Be Used Anywhere on page 7 68 Attendance Codes That Must Be On A Line By Themselves TABLE1 XX Prints a summary table Replace XX by the margin For example TABLE115 will indent 1 5 inches before printing the table If XX is left empty then the table is printed at the left side of the paper Unless condensed print is on do not put anything into XX In other words just use TABLE1 TABLE2 R or A A or L Prints the attendance dates for each course RorA Use Rfor a REGISTER code view in which the dates for each register code will be printed These are usually just absences tardies and dismissals Use A for an ATTENDANCE code view in whic
19. Letter With Attendance Table Print For Selected Students n R H S Rt 302 Bridgton Maine 04009 693 6221 Peter James Principal Arthur Kilborn Assistant Principal Peter Dawson Assistant Principal Francis Miller Guidance Director TO Dr amp Mrs Robert Rediker 67 Genevieve Dr Hampden MA 01036 O Richard Rediker The purpose of this letter is to inform you that your son Richard has had more than 10 absence s in one or more of his courses from 09 01 1995 to 07 12 1995 We at R H S believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance The development of good habits in these areas will be invaluable to future schooling The following is Richard s attendance in all of his periods KEY P PRESENT EA EXCUSED ABS UA UNEX ABS ET EX TAR UT UN TAR O OTHER CRS SC CRS NAME QTR TIME TEACHER P ABS EA UA TAR ET UT 0 040 02 AP English ALL G245 Moore Baj 32 3 0 0 Jj 1 of 1 053 01 Cr Writing Q 1 A12345 Laferrier 61 24 3 2 2 1 0 0 054 01 Drama Lt Q 4 B12345 Etheringt O 0f oo of O Of of O 074 01 Russian Lt Q 3 B12345 Laferrier 0 0 ooj of of Of oof 0 083 01 W Eur Hum 5 1 B12345 Mertes K 62 14 1 0f 3 J Of 1 000 00 Study ALL 0 Kilborn o Oo Of Of o Of 0j 0 00
20. PRESENT 11025 Jane Mowatt A PRESENT 11022 Drew Nile pica A PRESENT 11026 Diane Pomerleau A A FA A PRESENT BY GRADE 12 ID NAME PERIOD ATTENDANCE DAILY ATTENDANCE 12022 Jacob Allen AE PRESENT 12012 Jane Edwards AA FA A A PRESENT NAMES ON THIS REPORT 11 12 Homework Assignment Forms For Student s Absent Any Period Use this task to print a homework assignment form for all courses for any student who was marked absent for any period In other words assume that this task is run after the second period Any student absent to either the first or second periods will have a homework form printed for ALL of her courses meeting today including those yet to meet TODAY is defined as the READ ATTENDANCE END DATE set by Specification 6 The forms will be printed two per page and may then be cut and put in teacher s mail boxes You may easily re design the form to be printed on white paper on your own customized forms HOMEWORK ASSIGNMENTS FOR 12 08 2004 Adams Camille Social Dev Canavan Dawn PK003 Period Attendance 7 17 Report Writer Report Writer Tasks 13 Letter with Attendance Table Print For Selected Students This task produces a letter for the students of your choice either individual students an entire grade all grades or students selected on the basis of information in their data base fields This task does not involve a search
21. and 0 Note RULES apply only to the membership values of dates to be added to your calendars in the future To easily modify the membership values of existing dates use the option BATCH EDIT MEMBERSHIP VALUES CALENDAR Morning Kindergarten C Daily Pattern amp Alternating Days amoroa a pron sarono a Assign Edit Values To Existing Calendar Days In the Calendar drop down menu select the alternate calendar for which you want to set rules Use the appropriate radio button to indicate whether the calendar will reflect a Daily Pattern or a be a calendar with Alternating Days e Daily Patterns You set the membership values for each day of the week e Alternating Values The calendar sets the membership values for each day based on the previous day Set the values for the days of your selected calendar in the corresponding text box NOTE Any calendar can have any membership value as long as the value in an alternate calendar does not exceed the value for the same date in the master calendar 6 4 24 Period Attendance To save the membership values for the selected alternate calendar click Save F10 An window appears stating The rules for this calendar have been successfully saved Click Done to close the information window You can change the values for other selected alternate calendars by repeating steps 3 thru 7 When complete click Exit Esc to close this window Calendar Editing Members
22. has been divided into six sections The first Jr Eng 4 032 01 Eng three sections meet semester one S 1 while the last three 99 00 30 0 Jr Eng 4 032 02 Eng sections meet semester two S 2 99 00 30 0 E E F it Onga bog 9 sena A flexible time system allows for the easy entry of double and 220D 3G 9 triple periods as well as sections meeting only some days of Jr Eng 3 033 01 Eng the week A meeting time of A135 means that the section 99 00 30 0 meets first period on Monday Wednesday and Friday A Jp ad dal ieee meeting time of A135B1 means that this same course Poem O a Jr Eng 3 033 03 Eng meets for a double period on Monday 199 00 30 O E The OPT on this report is the optimum number of students Ja ang lee SO Sa OU ers that you wish to meet in each section Scheduling Plus will 99 00 30 0 not exceed the optimum size for any section if it is AP English 040 01 Moor mathematically possible 0 00 16 0 Sr Eng 5 041 01 Eng 0 00 16 0 REPORT CARD GRADE ENTRY FORM FIRST MARKING PERIOD CRSE SECTION COURSE NAME EACHER NAME NAME IGR 1lst 2nd MEX MID 3rd 4th FEX FNL ABS C1 C2 BLANK MANUAL GRADE ENTRY FORM NO SECTION INFO PRINTED ON THE TOP If you do not have SCHEDULING PLUS students schedules must be entered into the computer either manually or with a scanner Manual entry of students schedules may either be done
23. indicating that the student was absent first period tardy third period and present all other periods e 1 4 The number of letters to print of the attendance code e O or 1 The amount of space to leave between periods For example ZDAY341 would print AEMD TE Centering code Helps center your school name and address The NUM after the colon is how many inches to center in e N Centers the name of your school e U Prints an underline under your centered school name e S Centers your school s street address e C Centers the City State and Zip of your school in a single line P Centers the phone number of your school e N Uses NORMAL pitch characters 10 CPA e L Uses large expanded print characters 5 CPA Period Attendance 7 71 Report Writer Period Attendance Report Writer Codes 7 72 Period Attendance Period Register Introduction 8am BAN tee ae tee 8 2 Producing a Period Attendance Register a paaa maa as lua ae ena 5 8 2 Period Register Specifications 8 5 1 Register Mode 8 5 2 Interval Start Date 3 Interval End Date 8 10 4 Year to Date End Date 8 10 5 Per Present For Full Present 6 Per Present For 3 4 Present 7 Per Present For 1 2 Present 8 Per Present For 1 4 Present 8 10 9 Minutes Per Period 8 10 A Start Grade For All Grades C Include Blank Search Sort Categories 8 10 D
24. 02 01 1997 R 1 DAY 30 10 15 1996 R 4 DAY 62 12 07 1996 R 1 DAY 94 02 02 1997 R 2 DAY 31 10 16 1996 R 5 DAY 63 12 08 1996 R 2 DAY 95 3 05 13 1997 R 1 DAY 324 1019 1996 R 1 DAY 64 12 09 1996 R 3 CALENDAR This is a printout of a school s calendar that has been built as each day s attendance was entered The R code after each date is the rotation day number for that day GRADE 12 PERIOD ATTENDANCE DATA FROM 09 02 1996 THROUGH 05 13 1997 05 17 1997 4 Rediker Richard CRS SC CRS NAME LOTR TIME TEACHER P ABS EA UA TAR ET U O 005 03 CWE ALL E Ferreri 67 O 16 6 OI OI 6 O 114 03 ENG IV ALL D Sullivan 71 O 16 7 0 0 T 0 210 02 SOCIOLOGY ALL G Hanson R 70 Oi i cass 8 0 0 2 0 219 01 CONT ISS ALL C Watts Jo 65 O 16 8 0 0 6 0 423 01 MATH 35 ALL F Mruk Joh 70 O 15 9 0 0 1 0 491 04 INT COMP 3 amp 4 H Williams 5 0 0 2 0 0 0 0 815 01 INT DSGN 3 amp 4 B Nye Patr 5 0 0 1 0 0 ls 0 090 00 STUDY 1 amp 2 H Tingley 68 O 16 4 0 0 0 0 078 00 STUDY 1 2 A Tingley 55 O 19 7 0 0 7 0 079 00 STUDY 364 A Tingley 6 0 0 1 0 0 0 0 CWE OTR ALL TIME E TEACHER Ferreri Thomas PRES O57 EX ABS 16 DATES 09 17 09 18 09 21 09 22 09 24 09 25 09
25. 1 REPORT PER COURSE all courses If you choose this option and at least one course exceeds the search limit then a report will be printed for ALL of the student s courses Use this option to print a homework form for each course in a student s schedule if she is absent for the first period Also use it to print a student s attendance in all of her courses even those she attended if she is absent from one or more courses Report Writer Setting Report Writer Task Specifications Page 1 of Report Writer Task Specifications Specification F CURRENT QUARTER G PRINT PREVIEW Description This field only displays the current quarter you are in as determined under the heading Specifications for View Period Attendance on page 6 5 specifically the 9 First Quarter Ending Date A Second Quarter Ending Date and B Third Quarter Ending Date on 6 8 NOTE So that you do not forget to set them you should immediately use these options to enter the final date of each marking period The computer will compare the current date with the dates you entered for quarter ending dates to determine the CURRENT QUARTER The CURRENT QUARTER is printed at the top of the main menu If the CURRENT QUARTER is wrong check your quarter ending dates These settings are also used by the PERIOD ATTENDANCE REPORT WRITER Consequently if the current quarter is wrong in this program it will also be wrong in the REPORT WRITER PERIOD ATTENDANCE
26. 10 05 12 17 02 01 10 12 11 05 12 14 01 12 02 08 08 25 08 01 P5 F6 F7 rs Fe Fto REV NEXT LOOKUP CAL PRINT HOTKEY Period Attendance 3 7 3 8 Period Attendance Correct Program Window Register Code View The Register Code View window displays the Register Codes for the selected student A Register Code is recorded for each attendance code recorded that has a Register Code Link see page Register Codes on page 1 5 The total number of each Register Code as well as the dates they occurred are also listed You can print this window by pressing the F9 key or clicking F9 Print To return to the calendar view click the radio button labeled Calendar View Register Code Yiew F Zini xj C Calendar View Reg Code View C Att Code View jefe 8 AMT DATES ABSENT 10 12 09 29 TARDY 02 08 DISMISSED 10 12 12 01 12 13 12 15 12 22 08 14 kw oc ABORT re CAL PREY NEXT LOOKUP RPT ATT PRINT HOTKEY Correct Entry and Withdrawal Codes Entry and Withdrawal Codes Fach day of your school calendar is listed in the Correct window in order from 1 to 250 Days 0 and 251 are reserved for entry and withdrawal codes It is important that you do not enter any other type of attendance codes on these days as they will not be read or calculated properly When you add a new student using the New Files prog
27. 124 12 21 1996 R 1L DAY 9 09 15 1996 R 2 DAY 41 11 02 1996 R 1 DAY 73 12 22 1996 R 2 DAY 102 09 16 1996 R 3 DAY 42 11 03 1996 R 2 DAY 74 12 23 1996 R 3 DAY 11 09 17 1996 R 4 DAY 43 11 04 1996 R 3 DAY 75 5 01 05 1997 R 2 DAY 12 09 18 1996 R 5 DAY 44 11 05 1996 R 4 DAY 76 01 06 1997 R 3 DAY 13 09 21 1996 R 1 DAY 45 11 06 1996 R 5 DAY 77 01 07 1997 R 4 DAY 14 09 22 1996 R 2 DAY 46 11 09 1996 R 1 DAY 78 01 08 1997 R 5 DAY 1512 09 23 1996 R33 DAY 47 11 10 1996 R 2 DAY 19x 01 11 1997 R 1 DAY 16 09 24 1996 R 4 DAY 4 82 11 13 1996 R 5 DAY 80 01 12 1997 R 2 DAY 1732 09 25 1996 R 5 DAY 49 11 16 1996 R 1 DAY 81 01 13 1997 R 3 DAY 18 09 28 1996 R 1 DAY 50 11 17 19906 R 2 DAY 82 01 14 1997 R 4 DAY 19 09 29 1996 R 2 DAY 51 11 18 1996 R 3 DAY 83 01 15 1997 R 5 DAY 20 09 30 1996 R 3 DAY 52 11 19 1996 R 4 DAY 84 01 19 1997 R 2 DAY 21 10 01 1996 R 4 DAY 53 11 720 1996 R 5 DAY 892 0120 19977 R 8 DAY 22 10 02 1996 R 5 DAY 54 11 23 1996 R 1 DAY 86 01 21 1997 R 4 DAY 23 10 05 1996 R 1 DAY 55 11 24 1996 R 2 DAY 87 01 22 1997 R 5 DAY 24 10 06 1996 R 2 DAY 56 11 25 1996 R 3 DAY 88 01 25 1997 R 1 DAY 25 10 07 1996 R 3 DAY S s 11530 1996 R 1 DAY 89 01 26 1997 R 2 DAY 26 10 08 1996 R 4 DAY 58 12 01 1996 R 2 DAY 90 01 27 1997 R 3 DAY 27 10 09 1996 R 5 DAY 59 5 12 02 1996 R3 DAY 91 01 28 1997 R 4 DAY 28 10 13 1996 R 2 DAY 60 12 03 1996 R 4 DAY 92 01 29 1997 R 5 DAY 29 10 14 1996 R 3 DAY 61 12 04 1996 R 5 DAY 93
28. 28 10 27 11 16 11 20 12 02 12 03 12 17 12 18 01 08 01 20 UN ABS 6 DATES 12 08 12 11 12 16 01 07 01 13 01 28 UN TAR 6 DATES 10223 T12213 11 18 12 07 1215 01 11 ENG IV QTR ALL TIME D TEACHER Sullivan Shirley PRES eo aot EX ABS 16 DATES 09 17 09 18 09 21 09 22 09 24 09 25 09 28 10 27 11 16 11 20 12 02 12 03 12 17 12 18 01 08 01 20 UN ABS 7 DATES 10 14 12 11 12 16 01 07 01 12 01 13 01 28 UN TAR 1 DATES 12 07 SOCIOLOGY QTR PRES 70 EX ABS 15 DATES UN ABS 8 DATES UN TAR 2 DATES 09 12 10 11 CONT ISS QTR PRES 65 EX ABS 16 DATES UN ABS 8 DATES UN TAR 6 DATES 09 12 10 10 PERIOD ATTENDANCE REPORT This detailed period attendance report may be easily obtained on the screen or printer for any group of students or for any individual student The top of the report displays a summary of the student s attendance in each of his classes P stands for present EA for excused absent UA for unexcused absent ET for excused tardy UT for unexcused tardy and O for other The rest of the report shows the exact dates of the attendance infractions in each of the student s classes Other types of period attendance reports are also available Ronald 0 27 11 16 11 20 01 28 John 10 27 11 16 11 20 01 28 05 17 1997 GRADE 12 PERIOD ATTENDANCE DATA FROM 09 02 1996 THROU
29. 49 Day by Day Report 1 50 Summary Table 51 Day by Day Report 1 52 Summary Table 53 Day by Day Report 1 54 Summary Table 55 UNUSED 56 UNUSED 57 UNUSED 58 UNUSED 59 UNUSED 60 UNUSED Period Attendance 7 53 Report Writer View Edit Letters Reports The View Edit Letters Reports Toolbar When you open the body of a report the Administrator s Plus toolbar will display the Report Writer menus described on the following pages 122 administrator s Plus 8 x File Edit Search Options Window Piso 4la ee oja B z U Arial MIE gt Black gt Report Key Words ALT X to select Data Base Field Names ALT Z to select l Email Settings GRHD ATTENDANCE REPORT FROM ZBDT THRU ZFDT BY SFC Students with ZLES ZLIM of the attendance code ZATT HLINE 33 TO 6 NAME T1 94 AMT TZ 7 DATES SHEND WRAPON GR ID TO S FN LN T1 8 ZAMT T2 2 T2 5 ZDT WRAPOFF F4 F5 F6 F7 F8 F9 F10 FONT SIZE FONT COLOR RENAME LOOKUP SEARCH PAGE SETUP 10 13 2001 11 22AM caps NUM INS User name Supervisor File Menu From the FILE drop down menu you can Open Close Save and Delete reports You also have the ability to Print the body of the report you are editing Note that the Windows shortcut key combinations are displayed to the right of each action Administrator s Plus File Edit Search Options Wi
30. ANALYSIS ABBREV CODES This report is similar to Report 43 except that it prints two letters of the attendance code instead of one This report is linked to task 21 REPORT FOR SELECTED STUDENTS DAY BY DAY ANALYSIS FULL CODES Period Attendance 7 51 Report Writer View Edit Letters Reports View Edit Letters Reports 7 52 Period Attendance After selecting your task and setting its specifications the following print window appears ka Administrator s Plus PERIOD ATTENDANCE REPORT WRITER CURRENT TASK Print an Advisor s List GRADE NUMBER All grades combined all grades One at a time Sections Inspect change specifications View edit letters reports End program Select View Edit Letters Reports to display the View Edit Letters Reports window kal Viewing and Editing Period Attendance Reports Letters 1 Advisor s Report 2 Advisor s Rep Sort 3 Phonemaster Export 4 Skip Lst Sort or Not 5 Search List 6 Search List amp Dates 7 Multi Search List 8 Search Combo List 9 Today s Attendance 10 Today s Attend Sort 11 Homework Form 12 Letter Absent today 13 Let Srch Indiv Crs 14 Letter Absent today 15 Search List ASC 16 Let Srch Indiv Crs 17 Letter Absent today 18 Let Srch Indiv Crs 19 Letter Absent today 20 Let Srch Indiv Crs 21 Letter head 22 Letter with table 23 Search Letter w Tabl 24 Let Srch Indiv Crs 25 Letter Absent today 26
31. CODE ON END DATE REGISTER CODE IN KEY PERIOD 7 34 Period Attendance Report Writer Setting Report Writer Task Specifications Page 1 of Report Writer Task Specifications Specification 8 REG SEARCHES WHICH ATT CODES Description Searches based on a register code may be limited to any combination of excused unexcused or pending instances of the code Selecting this specification displays the following window Kal Administrator s Plus JEXCUSED amp UNEXCUSED All attendance codes may be designated E for excused U for unexcused or left blank BLANK is the same as pending It means that it is awaiting a designation as either excused or unexcused If these attendance codes are then linked to register codes this designation carries over to the register codes For example ten different attendance codes may all be linked to the register code ABSENT Some of these may be excused some unexcused and some neither When you search for students with more or less than a certain number of occurrences of a register code use this specification to limit your search to just the types of codes you want This specification also comes into play when you are searching for students with a specific register code on the final interval date such as when you produce your advisor s lists or export the phone numbers of absent students to an automatic caller For example if you only want to export the phone n
32. Code 1 slot after a student is selected You can also change the default attendance code from the Manual Entry window by typing the desired code immediately after the student number For example in the lt GR gt ID lt CODs field type 10105D to change the default code to Dismissed starting with student 105 in grade 10 Setting this specification to YES automatically duplicates the attendance code you enter for the current period for a particular student for all periods meeting on the current date For example assume that the current period is period A Entering a student as ABSENT this period will automatically make him absent for all periods If this specification is set to NO a function key is still available to easily duplicate the current period s attendance for just selected students Enter Period Attendance Changing the Entry Specifications Entry Specifications Page 1 Continued 4 Stop in Code Use this setting to determine where in the program window Fields the cursor will stop and wait for you to make an entry Do Not Stop in Either Code Field causes the default Attendance Code to be entered in the code one slot If it is a timed Attendance Code the default time will also be entered The cursor will then skip down to the next row waiting for you to enter another student Stop in Code Field 1 Only causes the cursor to stop in the code 1 slot until you enter the desired Attendance Code and time if it is a timed code T
33. Course 2INT MTLS herrien Dona PERIOD E Hanson Ronald PERIOD F St John Jeri PERIOD G ADVISOR S amp SKIP LISTS ichl Daniel PERIOD H Kouba Eileen The top report is an ADVISOR S LIST g containing the parents names and phone n 150 kaa games numbers of absent students Room is n PERIOD G available to record the results of phone calls orrow Cheryl home Alternately phone numbers may be 148 Denny John sent to an automatic caller EN PERIOD G Babcock Richa The bottom report is a SKIP list containing the classes missed by those students who attended some of their classes but missed others In this case it is printing the classes missed by those students who were present or absent unexcused in homeroom 05 17 1996 ANYWHERE HIGH SCHOOL CALENDAR THERE ARE CURRENTLY 95 DAYS IN THE SCHOOL CALENDAR DAY 1 09 02 1996 R 1 DAY 33 10 20 1996 R 2 DAY 65 12 10 1996 R 4 DAY 2 09 03 1996 R 2 DAY 34 10 22 1996 R 4 DAY 66 12 11 1996 R 5 DAY 3 09 04 1996 R 3 DAY 35 2 10 23 1996 R 5 DAY 67 12 14 1996 R 1 DAY 4 09 08 1996 R 2 DAY 36 10 26 1996 R 1 DAY 68 12 15 1996 R 2 DAY 5 09 09 1996 R 3 DAY 372 10 21 1996 R 2 DAY 69 12 16 1996 R 3 DAY 6 09 10 1996 R 4 DAY 38 10 28 1996 R 3 DAY 70 12 17 1996 R 4 DAY 7 09 11 1996 R 5 DAY 39 10 29 1996 R 4 DAY 71 12 18 1996 R 5 DAY 8 09 14 1996 R 1 DAY 40 10 30 1996 R 5 DAY
34. Each record will be terminated by a carriage return and line feed character You can exclude students from this file and thus from being called by doing the following a Use the Correct program to enter an excused absence as their DAILY ATTENDANCE b Set Specification B Key Period to DAILY ATTENDANCE and Specification C Omit If Key Period An Excused Absence to OMIT 4 Print a Skip List For Students Both Present And Absent Today Use this task to print a list of students who were present to one or more courses AND absent from one or more courses today Today is defined as the most recent date for which period attendance has been done and is the same as the READ ATTENDANCE END DATE as set by Specification 6 You can also use this task to print the following list by grade level School day 185 12 08 2004 ALL GRADES GRADE PK PK003 Camille Adams PERIOD A ABSENCE UN Social Dev Canavan Dawn PERIOD B PRESENT Phys Dev Canavan Dawn PERIOD D PRESENT Art Dev Canavan Dawn PERIOD E PRESENT Music Dev Canavan Dawn PERIOD F PRESENT Number Dev Canavan Dawn GRADE 09 09014 Charles Albrecht PERIOD A ABSENCE US History Harris Larry PERIOD B ABSENCE PE Smith Roseanne PERIOD D ABSENCE Earth Sci Incarnato PJ PERIOD E ABSENCE Study Lab O Brian Gloria PERIOD F ABSENCE Spanish 1 McMann Dan PERIOD G PRESENT Algebra 1B Gerrish Dan NOTE Report Writer Report Writer Tasks 5 Print a
35. Exa Bi Sal Mus Bas Hav PERIOD ATTENDANCE BULLETIN This report displays each period s attendance with students alphabetized by grade level The computer will automatically format it to contain up to 13 grade levels in a nice looking manner The code for each student s infraction is printed after their name For example UA stands for unexcused absent while ET stands for excused tardy ples Francis 87 present 1 25 y Doe 88 tardy 9 00 02 01 ic field trip today ketball dismissed at 2 00 ea nice day ections to yesterday s attendance COURSE SECTION ROSTER CRSE SC 022 02 CRSE NAME Col So Eng TEACHER Edwards Bon CREDITS 1 TIME H12345 ROOM E3 QUARTER FULL YEAR CURR SIZE 22 GPA FACTOR 0 NAME HR GR 1 Brown Frederick FL1 10 124 2 Capano Christen FL1 10 014 3 Chaplin Daniel FL1 10 018 4 Cole Svenson FL1 10 020 5 Collins Pamela FL1 10 ESL 6 Crawford Matthew FL1 10 024 7 Deprey Denis FL2 10 030 8 Douglass Rebecca FL2 10 033 9 Elliott Kimberly FL2 10 028 10 Elmer David FL2 10 035 11 Emerson Michael FL2 10 053 12 King Timothy Sl 10 059 13 Lacasse Eric S2 10 155 14 Libby Shawn S2 10 068 15 Morin Brian s3 10 120 16 Patriquin John S3 10 087 17 Raifsnider John s3 10 137 18 Riseman Sasha s3 10 091 19 Riseman Walter M s3 10 090 20 Rogers Kevin s3 10 093 21
36. Fa F5 F6 r7 Fe ro Po ABORT REG PREY NEXT LOOKUP RPT CAL PRINT HOTKEY 8 To return to the Calendar View window click the radio button labeled Calendar View Editing Attendance Data for One Student 1 While in the Calendar View for a student use the up and down arrow keys or the scroll bar to highlight the day you wish to edit 2 Press the F3 key or click F3 EDIT 3 Delete the existing attendance code if any using the Delete key on your keyboard Type in the desired attendance code under the Code 1 column Type in atime for Code 1 under the Time 1 column if desired You may also enter an Attendance Code and time for Code 2 If you wish to reprint a letter for this student you may also delete any letter code inserted by the Report Writer s Duplicate Letter Check Entering Partial Week Attendance Some students do not attend a full week section For example they could attend a class that only meets Monday Wednesday and Friday How would you enter his her daily attendance for the other two days You would create an alternate calender and then use that calendar for that student See Alternate Calendars on page 4 13 for more information 3 16 Period Attendance Calendar Introduction APP 4 2 Building the Calendar 4 2 Editing the Calendar 4 3 Setting Block Rotation 4 3 Time System mama nika 4 4 Navigate to Calendar 4 7 Navigation Menu
37. LOOKUP ATT PRINT PERIOD Period Attendance 3 13 3 14 Period Attendance Correct How to Correct Attendance Editing Period Attendance Data for One Student In the Calendar view of the Correct program use F6 Lookup to select a student Select the day whose period attendance values you want to edit Click F10 Period The Period Attendance window appears showing the attendance values for the selected student Period Attendance coshereny SO Grado 9 Date 09 16 2002 Rotation Day 1 Loter DN LEsc rif rf rs ra rs re rr F8 frof rio ABORT CLEAR Lookup LETTER DUP ACCEPT Highlight and edit the attendance values you want to edit Delete the existing attendance code if any using the Delete key on your keyboard and then type in the desired attendance code The Letter field lists the number of the Attendance Report Writer letter if any that was sent to the student s home on the selected day Click F10 Accept to confirm and exit this window and return to the Correct window Correct How to Correct Attendance Viewing or Printing Attendance Data for one Student In the Correct window select a student using one of the following methods Type the students 3 or 5 digit ID number in the ENTER ID OR NAME field Look up the desired student by pressing F6 clicking F6 Lookup or clicking the Browse e Highligh
38. Letter Multi Search 27 UNUSED 28 UNUSED 29 UNUSED 30 UNUSED 31 UNUSED 32 UNUSED 33 UNUSED 34 UNUSED 35 UNUSED 36 UNUSED 37 UNUSED 38 UNUSED 39 UNUSED 40 UNUSED 4 Enter The Report Number ft 41 Summary Table 42 Summary amp Att Detail 43 Summary amp Reg Detail 44 Day by Day Report 1 45 Day by Day Report 2 46 Day by Day Report 4 47 Day by Day report 1 48 Summary Table 49 Day by Day Report 1 50 Summary Table 51 Day by Day Report 1 52 Summary Table 53 Day by Day Report 1 54 Summary Table 55 UNUSED 56 UNUSED 57 UNUSED 58 UNUSED 59 UNUSED 60 UNUSED The View Edit Letters Reports window allows you to modify any pre existing report or create a new one Reports can include any of the Report Writer codes available in the Data Base Report Writer as well those specific to the attendance module see Period Attendance Report Writer Codes on page 7 64 In the View Edit Letters Reports window you can view the body of any attendance report and make any necessary changes to codes text or layout This manual assumes basic knowledge of report writing in Administrator s Plus For a more detailed explanation of how to use create and customize reports refer to Chapter 5 of the Data Base Plus manual Report Writer View Edit Letters Reports Viewi
39. McMann Dan Gerrish Dan ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT ABSENT OW WW w O nto m I 12 08 2004 Period Attendance 7 13 7 14 Period Attendance Report Writer Report Writer Tasks 7 Search List the Dates For Each Course Exceeding The Search Limit This task is similar to 6 except that instead of printing just the names of the courses exceeding the search limit this task produces a report that includes the dates for the infractions for the offending courses 12 08 2004 DEMO SCHOOL ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 BY ALL MEMBERS Students with more than 0 of the code ABSENT 04001 Jeremiah Abbott lish 4 Brown James ABSENT 2 ABSENCE ti Eng 2 00 DATES 10 13 11 18 Art 4 Delman Prisci ABSENT 1 ABSENCE 00 DATES 10 13 p History 4 Brown James a ABSENT 1 ABSENCE 7 1 00 DATES 10 13 PE H1th Glennon Walte ABSENT a ABSENCE 1 00 DATES 10 13 Math 4 Brown James ABSENT 1 ABSENCE ka 1 00 DATES 10 13 Reading 4 Brown James ABSENT s 1 ABSENCE 1 00 DATES 10 13 PK003 Camille Adams Social Dev Canavan Dawn ABSENT 1 ABSENCE UN pi 1 00 DATES 12 08 8 Search List Students 5 Search Limit in All Courses Combined This task allows you perform searches combining ALL courses For example if you were searching for students with more than
40. No TIME LINKED CODE HU REGISTER LINK CODE AMT E U TIME LINK lt B efore A fter gt ET Ola Mp fe TIME LINK TIME lt HRS MIN gt 8 00 LZ 4G ABORT ADD EDIT PREV NEXT LOOKUP DEL PRINT Adding an Attendance Code 1 At the Attendance Codes window press F2 on your keyboard or click F2 Add 2 Inthe Code field type a name for the new code 3 In the Description field type a description for the new code 4 Include a Time Link a To set up atime link click the Yes radio button next to Enter Time Y N b Select an Attendance Code for the time link Notice the F6 Lookup button at the bottom of the window is enabled c Select Before or After to have the computer enter the Time Linked code either before or after the time specified in the next step d Type in a time before which or after which the Time Linked code will be entered Period Attendance 1 17 1 18 Period Attendance Register amp Attendance Codes Adding Editing or Deleting Attendance Codes 5 Include Register Code Links a Next to the number 1 in the Code field type in the name of the first Register Code to which REGISTER LINK b this Attendance Code will link b Under AMT Amount type in the value of the link c Under E U select E Excused or U Unexcused or leave blank for pending codes d If you would like to link this Attendance Code to a second Register Code
41. Reports Letters window You may also delete or copy a report using the buttons on the bottom right of the Viewing and Editing Attendance Reports Letters window uP ed Edit Menu Administrator s Plus File Edit Search Options Window Cut Ctrl X Copy Ctrl C Paste Delete Report Key Words ALT X to select Del Select All CtrlH A Time Date From the EDIT drop down menu you have access to many of the tools available for editing the body of a report Note that the Windows shortcut key combinations listed to the right of each option Cut Ctrl X Deletes all highlighted text and saves it to the Windows clipboard so that it may be pasted in a different location Copy Ctrl C Copies all highlighted text to the Windows clipboard so that it may be pasted in a different location in the body of a report Paste After cutting or copying text and placing it onto the Windows clipboard click the paste icon to insert the saved text at the position of the cursor You may paste the selected text as many times as you wish Delete Totally deletes all highlighted text If no text is highlighted Delete will erase one character space to the right of the cursor Period Attendance 7 55 Report Writer eifi E 2 5 EH 7 56 Period Attendance View Edit Letters Reports Select All Highlight the entire body of a report for the purpose of copying and deleting text Time Date
42. Skip List For Students With Any Attendance Entry For Today This task produces the same list as the previous one but this time it will include all students with any entry for any period If you do not want to include courses in which the student was PRESENT set Specification E to 1 REPORT PER FOUND COURSE 6 Search List Each Course Exceeding the Search Limit To perform this task you must set the search limit with Specification A and set which register code you are searching for with Specification 7 You may limit the search to any combination of unexcused excused or pending absences with Specification 8 The following report lists each student who has had two or more absences in any course Beneath the names of the students are the courses in which they exceeded the limit DEMO SCHOOL ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 BY ALL MEMBERS Students with more than 2 of the code ABSENT 10010 Hank Adams 11011 Kenneth Adams 09014 Charles Albrecht Computer 1 US History PE Drawing Geometry Computer 1 H Jr Eng World Geo Physics PE Computer 2 French 2 US History PE Fr English Earth Sci Health Study Lab Spanish 1 Algebra 1B Irving Cand Harris Larr Smith Rosea Green Manny Bosworth El Irving Cand Durrell Jak McHugh Beth Walters Jam Sonett Karl Wate Tom Ray Dawn Harris Larr Smith Rosea Carter Stev Incarnato P Stacy Laura O Brian Glo
43. The Default List of Attendance Codes on page 1 9 NOTE The Attendance Code List will store up to 250 Attendance Codes However those numbered over 200 are reserved for codes pertaining to membership and will never print on daily attendance bulletins You may enter Attendance Codes into student and staff records using Enter Attendance Correct or Batch Entry In each of these programs you can enter up to two Attendance Codes for each student per day For example a student may have a Tardy code as well as a Dismissed code on the same date Correcting Attendance 10 x KARO 1 _Specifications Calendar View C Reg Code View C Att Code View DAY DATE 000 B TIME 1 CODE 2 TIME 2 LET 41 11 02 2000 El 42 03 2000 43 04 2000 44 05 2000 D 8 30 R 9 00 Bi 45 08 2000 46 09 2000 47 10 2000 48 12 2000 A 49 11 15 2000 50 11 16 2000 51 11 17 2000 52 11 18 2000 53 11 19 2000 54 11 22 2000 kw qg J esc F4 F2 r fora f rs re F7 rs ro Fi ABORT REG EDIT PREV NEXT LOOKUP ATT PRINT PERIOD Time Linked Attendance Codes Time Linked Codes specify a second Attendance Code to be entered if Code 1 is recorded before or after a particular time Time links allow you to automate your attendance policy so that for example in daily attendance any tardy later than 10 00 a m results in an half absen
44. You may enter up to six different remedies one for each possible set of limits as part of the letter that you are printing In order for this to occur you must enter the remedies as part of the text of the letter In this case the following lines were added to the body of the letter REMEDY1 please discuss this matter with FN REMEDY2 please call L11 for a conference REMEDY3 FN may lose credit in ZCRN 0 after a few more absences REMEDY4 FN has incurred a loss of credit in ZCRN 0 Period Attendance 7 23 Report Writer Report Writer Tasks 7 24 Period Attendance As you can see these remedies may also include variables If a student exceeds the second limit which is 9 absences in a semester course or 18 absences in a full year course this line will say Consequently please call 872 8537 for a conference If a student exceeds the third limit which is 11 absences in a semester course or 22 absences in a full year course this line will say Consequently Richard may lose credit in Chemistry after a few more absences If a student exceeds the fourth limit which is 14 absences in a semester course or 27 absences in a full year course which is actually what happened this line will say Consequently Richard has incurred a loss of credit in Chemistry The EQUAL DATE which is Specification 7 in the MORE SPECIFICATIONS screen is used to ensure that the same letter is not printed again
45. a student s schedule shows that he has ART during PERIOD A in quarter 1 and quarter 2 but has JOURNALISM during PERIOD A in quarter 3 and quarter 4 In order to determine which course met during PERIOD A on 02 02 2005 the computer has to know if 02 02 2005 was in the second quarter or in the third quarter NOTE So that you do not forget to set them you should immediately use these options to enter the final date of each marking period The computer will compare the current date with the dates you entered for quarter ending dates to determine the CURRENT QUARTER The CURRENT QUARTER is printed at the top of the main menu If the CURRENT QUARTER is wrong check your quarter ending dates These settings are also used by the PERIOD ATTENDANCE REPORT WRITER Consequently if the current quarter is wrong in this program it will also be wrong in the REPORT WRITER This option is used by the REPORT CARD INTERFACE to determine in which report card column to place the period attendance information You will be able to select only from those columns you have designated as ABSENT columns in the CUSTOMIZE program or from your two comment code columns For more information on transferring period attendance data to report cards see Transferring Period Attendance Data To Report Cards Plus on page 6 10 View Period Attendance Specifications for View Period Attendance View Period Attendance Specifications Specification D RC INTERFAC
46. accommodate this maximum character length Therefore the columns will line up evenly Data that is longer than the fixed length will be truncated Data that is shorter than the fixed length will be padded with spaces In other words the data inserted into a report from a particular data base field will take up the same amount of pre defined space for every student no matter how long or short the entry With the fixed length setting off you may line up columns using the Tab Report Writer codes e g T4 25 ASCII Checking ASCII displays the ASCI window below will appear The path and filename must be entered in the format shown If you check Overwrite the existing file will be overwritten with the new one Selecting Append is selected adds the new information to the end of the existing file x ENTER ASCII FILE NAME C My Documents T ardy asc an ASCII FILE OVERWRITE APPEND cesi Period Attendance 7 57 7 58 Period Attendance Report Writer View Edit Letters Reports Window Menu File Edit Search Options Window nell lal x Cascade Dom Sia Tile Arrange Icons v 1 Attendance Advisor s Report Rep 001 The Window menu provides access to different modules by allowing multiple open windows to be arranged according to your preferences Cascade Overlaps all open windows diagonally with each window title displayed in the upper left hand corner The title of the open window is also lis
47. an A in any period and without pressing ENTER click F8 NOTE Pressing ENTER drops you down to the next period field F10 ACCEPT Accepts all the changes you made and returns you to the left hand box F5 DUP Duplicates the current period s attendance for all periods meeting this date For example you can highlight a student who is absent for the current period and press the F5 key to make him absent for all periods meeting this day Note that an ENTRY specification can be set that will cause the current period s attendance to automatically be duplicated for all other periods For further information see Changing the Entry Specifications on page 5 15 Allows you to enter a name and jump to any student in the list You need only enter the first few letters of the student s last name Erases the currently highlighted student s attendance making the student PRESENT for this period Option F10 SORT F9 PRINT PERIOD A Enter Period Attendance Entering Period Attendance View Mode Options Description Allows you to sort the names you have entered in a number of ways NAME Students will be in alphabetical order regardless of grade level GRADE THEN NAME Students will be sorted by grade level from youngest to oldest Within each grade level they will be in alphabetical order CODE THEN NAME Students will be grouped by attendance code In other words all tardy students will be together and all absent student
48. are concerned only with the total number of Absences Tardies and Dismissals Attendance Plus uses Register Codes to organize different Attendance Codes under a general category You can set up additional Register Codes to create customized attendance searches and reports For example to create a search category for all Medical attendance entries that is Medical Dismissal Medical Absence Medical Withdrawal you could create a Register Code called Medical You would then link each of your Medical Attendance Codes to the new Register Code Medical This would allow you to search for the total number of students who had any type of medical attendance entry For a complete description of Register Code Links see page Register Code Links on page 1 9 The Default List of Register Codes The default register code list consists of the codes Absent Tardy Dismissal Non member Entry and Withdrawal The six default codes can be renamed but they cannot be deleted and their functions cannot change In other words you can change the name of Code 1 from A to ABS but it will always be counted as Absent on reports and in searches Therefore it is important that new codes are added using record numbers 7 25 Defining Register Codes When setting up your Register Code List you should include each attendance category required on your legal register Typically these are Absent Tardy and Dismissal which are all included in the default list
49. blocks periods per day and up to a sixteen day rotation with each block meeting no more than seven times within the rotation The blocks periods are lettered A to X Because each block may meet up to 7 times in your rotation you may have Al A2 A3 A4 A5 A6 and A7 blocks running through X1 X2 X3 X4 X5 X6 and X7 blocks It does not matter when these blocks actually meet For example on some days you can have X4 first and A3 last Here is a sample standard schedule for a school using a five day rotation with seven blocks meeting in the same order each day DAY 1 DAY 2 DAY 3 DAY 4 DAY 5 A1 A2 A3 A4 A5 B1 B2 B3 B4 B5 C1 C2 C3 C4 C5 D1 D2 D3 D4 D5 E1 E2 E3 E4 E5 F1 F2 F3 F4 F5 G1 G2 G3 G4 G5 Calendar Setting Block Rotation Here is a sample rotating four day schedule used by a school with eight blocks using A through H Note that because only six blocks meet each day each block meets three times in the four day rotation DAY 1 DAY 2 DAY3 DAY 4 A1 B2 A3 B3 C1 D1 C2 D3 B1 A2 D2 C3 E1 F2 E3 F3 G1 H1 G2 H3 F1 E2 H2 G3 For this school a course meeting A block would meet the first period on day 1 third period day 2 first period day 3 and it would not meet on day 4 Using the Enter Scheduling Rotation for Period Attendance button in the CALENDAR program lets you enter the order in which your blocks meet each day of your ro
50. calendars 4 19 F File Menu in View Edit Letters Reports 7 54 to 7 55 Fixed Length Fields 7 57 Fonts Color 7 59 in the bulletin 5 20 in the Report Writer 7 58 to 7 59 Size 7 59 Function Keys in View Edit Letters Reports 7 58 G Grade Levels assigning alternate calendars 4 17 Grade Quick Attendance Code Link 5 18 Import Attendance Import Attendance from Grade Quick 5 6 H Headings on Period Attendance Forms 2 7 2 11 Include Previous Attendance Data 5 11 Inserting Calendar Days 4 10 Introduction alternate calendars explained 4 13 L Letter Codes 3 6 Line Spacing on Period Attendance Forms 2 7 2 8 Membership Days Calendar 4 9 Membership Values batch editing 4 25 setting for alternate calendars 4 22 N New Students assigning alternate calendars 4 17 Non Member Codes 3 9 Nurse Dismissals 5 5 0 Options Menu in View Edit Letters Reports 7 57 P Page Setup in the Report Writer 7 61 Partial Week Entering 3 16 Period Attendance by teacher 2 15 Report Writer tasks 7 9 Period Attendance Register creating producing 8 2 Period Attendance Report Writer Overview 7 4 Period Register specifications 8 5 Period Rotation editing 4 12 Preview Generate Report 7 57 Primary Filter 7 46 Print Attendance Data for one Student 3 15 Print Homeroom Attendance Forms Specifications 2 14 Index iii Print Menu report writer 7 45 Print Period Attendance Forms Navigating
51. code 1 slot for each calendar day from day 1 to the day prior to enrollment Conversely when a student is inactivated a Non Member code is entered into the code Period Attendance 3 9 Correct Entry and Withdrawal Codes 1 slot for the day after his last day through day 250 If an inactive student is re activated the Non Member codes will only remain in the dates for which the student was not a member zip Watkins Gregory 7 Grade 9 Specifications Calendar View C Reg Code View C Att Code View DAY DATE CODE 1 TIME 1 CODE 2 TIME 2 LET 30 10 18 2000 A Poo P 10 18 2000 10 19 2000 T 10 20 2000 10 21 2000 10 22 2000 10 25 2000 D D 0 D 10 26 200 10 27 200 10 28 200 10 29 200 11 01 2000 11 02 200 11 03 200 11 04 200 a a a a re ror Ra ro Ra O a REG EDIT PREV NEXT LOOKUP ATT PRINT PERIOD The Correct window pictured above shows a student who was inactivated on 10 22 2000 and then re activated on 11 01 2000 3 10 Period Attendance Correct Specifications Specifications The specifications are accessed through the Correct program window see Program Window on page 3 5 Use the specifications to define how students attendance records will display and print You may adjust the specifications to affect the way attendance records appear on the Calendar View Correct window as well as the Attendanc
52. code entered for a student on a particular day The Time Linked Code will not appear if for example a student was initially recorded as absent then changed to tardy with a time after the Time Link time of 10 00 1 8 Period Attendance Register amp Attendance Codes Attendance Codes The Default List of Attendance Codes The default list of Attendance Codes includes the most common attendance entries used in most schools Staff codes are indicated by the letter Z All other codes record student attendance The Default Attendance Code List DEMO SCHOOL 07 29 2001 ATTENDANCE CODE LIST Alphabetically By Description tre RG LINK1 REG LINK 2 DESCRIPTION CODE ee pec fru core prr apr TI CODE arr esu cone aver pA ABSENCE ABSENCE EX ABSENCE MEDICAL ka 5 x ABSENCE UN Pad DISMISSED Dropped Out a Enter In State E T So Enter Out State as 1 00 FIELD TRIP x N HALF ABSENCE HALF ABSENCE EX HALF ABSENCE UN In Dist Trans Left District Left State wz Medical Wehdraw NON MEMBER OTHER Out of State RETURN SUSP_EXTERNAL SUSP INTERNAL TARDY TARDY EX as Bae Transfer El 201 2 BERE AVEMENT ZABE 102 a la 2 EMERGENCY 106 Z FAMILY ILL 101 Z FIELD TRIP HHH Z HALF ABSENCE ZH 2 LATE ZL o lot 2 0THER ZAOT 107 Z PERS0NAL DAY ZAPE 109 Z PERS0NAL ILL apa hos 2 PROFESSIONAL ZAPR 102 N 2 PELIGIOUS ZARE 105 N P afe t ee am Register Code Links Register Code Links esta
53. comments so that they print the appropriate message For instance in order to print these attendance infractions you will have to enter as comment one ONE ABSENCE and as comment two TWO ABSENCES These words will then appear in the comment column on the report cards NOTE You can create and edit your comment list through the ENTER COURSES program in either Report Cards Plus or Scheduling Plus 6 10 Period Attendance View Period Attendance Transferring Period Attendance Data To Report Cards Plus After designating your target column use Specification D to designate which attendance category to enter into that column You may choose from the following categories e TOTAL ABSENCES e PENDING ABSENCES e EXCUSED ABSENCES e UNEXCUSED ABSENCES e TOTAL TARDIES e PENDING TARDIES e EXCUSED TARDIES e UNEXCUSED TARDIES e OTHER e TOTAL INFRACTIONS See D RC INTERFACE ATTENDANCE CATEGORY on page 6 9 for more information on specification D The above categories refer to register codes to which the attendance codes are linked For example selecting TOTAL ABSENCES will total up all attendance codes linked to the ABSENT register code whether they are marked as excused unexcused or neither PENDING absences are those absences not marked as excused or unexcused To actually perform the transfer in the viewing mode of PER VIEW ATTENDANCE click F10 RC INTERFACE The attendance data that will be transferred will
54. computer will automatically produce these manual attendance entry forms for each course section meeting during the current marking period Teachers will use the codes at the top of the form to mark students absent or tardy to their classes This form is double spaced while the sample form on the previous page used single spacing From these forms the printed ID numbers next to students names may be quickly entered into the computer each period We at Ll believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance The development of good habits in these areas will be invaluable to future job performance From ZBDT to ZFDT your SEX FN has had the following attendance record WRAPOFF CON NEWMARG 135 T18 KEY P PRESENT UT UN TAR O OTHER NEWMARG 75 TABLE125 COFF WRAPON We would appreciate your help in improving FN s attendance In the case of any future absences we would like to suggest that you phone us at school L11 and leave a message that the absence is legitimate and has had parental authorization WRAPOFF FA EXCUSED ABS UA UNEX ABS ET EX TAR amp KEY aan ka PA PA Prints the school s name R H S RAB e935 AA NA Prints the Read Attendance Start Da
55. determines how the DAY BY DAY DAYS ANALYSIS prints The default setting is UP TO THE MOST RECENT DATE on which the attendance has been taken which means that no future attendance dates will be printed If you change the setting to ALL DAYS then all 250 days will be printed allowing you to see any entries you may have made ahead of time The CORRECT program allows you to enter attendance in advance even before you have entered the date into the calendar 6 6 Period Attendance View Period Attendance Specifications for View Period Attendance View Period Attendance Specifications Specification 5 READ ATTENDANCE START DATE 6 READ ATTENDANCE FINAL DATE 7 ATTENDANCE CODE VIEW IN ALPHA ORDER 8 BLANK LINES BETWEEN CODES Description You may display the period attendance for your students for any interval of dates Each time this program is used the upper left corner of the main menu will display the last START date you specified and the default FINAL date which is always the current date Use these options to change these dates Any START DATE you enter will be saved and will become the start date the next time that you use this program The FINAL date however always defaults to the current date each time you use this program Note that it is up to you to ensure that the FINAL date is on or after the START date Otherwise each student s attendance record will just be all zeroes This specification determin
56. each student s schedule into the computer either manually or by using a scanner In order to accomplish this you will need the following four programs which are a part of both Report Cards Plus and Scheduling Plus e ENTER COURSES e DATA ENTRY FORMS e ENTER GRADES e VIEW CHANGE ADD DROP System Overview Il Period Attendance PERIOD ATTENDANCE PLUS has been designed to reduce class cutting by helping you keep track of each student s attendance in each of her courses At any time a summary of a student s attendance in all of her courses may be called up on the screen or printed on paper Moreover the exact dates of all of a student s absences and tardies may be recalled for each of her courses Optionally all absences and tardies may optionally be designated as excused or unexcused In fact you may create up to 250 different attendance codes that may be entered for each period for each student With just a few key strokes you will be able to search for students exceeding your specified attendance limits in any one of their courses and print a customized letter to be sent to the homes of these students PERIOD ATTENDANCE PLUS contains the most sophisticated search and letter features of any period attendance software currently on the market The computer can search for students exceeding up to six different limits in a single search and automatically adapt the letter to the limit exceeded Moreover the computer may be instructed not to
57. follow the above steps in the fields to the right of the number 2 Editing an Existing Attendance Code View Edit Or Print Attendance Code List E CODE fu DESCRIPTION TARDY UN 15 x eves No pp REGISTER LINK TIME LINK TIME lt HRS MIN gt 8 00 TIME LINK lt B efore A fter gt ei o B3 A Before After N ENTER cone or aecoro nuwoer E ABORT ADD EDIT PREV NEXT LOOKUP DEL PRINT At the Attendance code window select the code to edit by Typing the code name or record number Using the F6 Lookup or Browse option Press F3 Edit Edit the current entry as desired See Attendance Codes Window on page 1 12 for a complete description of each option NOTE Register amp Attendance Codes Adding Editing or Deleting Attendance Codes 4 Press F10 Accept to save your changes Deleting an Attendance Code 1 Select the code to edit using any of the following methods a Type the name of the desired code in the Enter Code or Record Number field b Look up the desired code by pressing F6 clicking F6 Lookup or clicking Browse Highlight the desired code and press Enter 2 Scroll to the next or previous code by pressing F4 Previous or F5 Next 3 Click F8 Delete The warning window below appears Administrator s Plus 2 At Do NOT delete 4 Click Yes to delete the code Before deleting any A
58. for a student In other words another letter should not be printed for the same course for a student until the next limit is reached EQUAL DATE You will use the EQUAL DATE to ensure that students who were found the last time that you checked your attendance data will not be found again For example assume that every Friday you print a list containing all of your students exceeding 10 absences The computer will find any student who has violated one or more of these limits on or after your equal date In particular if a student has more than 10 absences in a full year course as a result of attendance she has received BEFORE the equal date she will not appear on the list for this course However if she acquired her eleventh absence on or after the equal date then she will appear on the list Consequently your equal date will usually be the day after you last checked students period attendance data If your equal date is the first day of school the computer will find all of your students exceeding any of your limits This task and the following three are used for any students you select They do not Report Writer Report Writer Tasks 18 Report For Selected Students Print A Summary Table involve a search For example they can be run for an entire grade level the entire school all of the males in your school or for individual students that you select It is often easier to print similar reports for individual students from
59. from 09 02 through 09 22 the computer found the following statistics for Bill Smith DAY POSSIBLE PERIODS MEMBER DAYS PERIODS PRESENT Dan 4 Kg 2 ono WIN 9 10 11 12 13 14 PRP RPRPRPRPRPRPREREE If the number of periods meeting on a day are 50 or fewer than the maximum number of periods in a day that have been entered with the NEW FILE program in DATA BASE PLUS the computer will automatically count it as a half of a member day Consequently in this 14 day interval because only 4 periods met on day 2 day 2 counts as only one half of a membership day Also all attendance statistics for this day will be cut in half For example students who are present all day will be considered present only one half of a day Similarly students who are present 5 of the four periods meeting that day will be given 25 present and 25 absent In the sample register Bill Smith who was a member of the school each day was given 13 5 membership days because day 2 only counted as one half of a day Sara Jones who did not enter the school until day 2 was only given 12 5 membership days Period Register Period Register Specifications In this example Bill Smith was present for 9 full days On day 2 he was present for 2 of the possible 4 periods which means he was present for 50 of the possible periods Using the table of entered percents this would normally give him a 5 present and a 5 absent However day 2 is only a half of a membe
60. link amounts These specifications allow you to enter a starting master course number and an ending master course number Any courses falling within this range and including the entered numbers will NOT be printed on any reports This will enable you to specify that courses such as lunch should not be printed on report cards When printing by SECTIONS courses within this range will NOT be printed Specify the number of tardies 1 through 9 are equal to one absence This specification is used specifically with the to override the Print for Which Students specification options Greater than Reg Absences amp Tardies 3 and Less than Reg Absences amp Tardies 3 Report Writer Report Writer Print Menus Report Writer Print Menus After you accept your specifications the following print window appears Ka Administrator s Plus PERIOD ATTENDANCE REPORT WRITER CURRENT TASK Print an Advisor s List GRADE NUMBER All grades combined all grades One at a time Sections Inspect change specifications View edit letters reports End program Enter a grade number to print a report for students in a particular grade To print a report for students in a particular grade range set START GRADE FOR ALL GRADES and END GRADE FOR ALL GRADES to the desired grade range and choose All Grades on this window You can also choose to print a report for students by course section and print for only students in a particular co
61. list for another date simply change Specification 6 To limit the advisor s list to only UNEXCUSED absences change Specification 8 Reg Searches Which Att Codes to Unexcused Only You may exclude students who you know have legitimate absences from the advisor s list by entering an excused absence as their DAILY ATTENDANCE This is easy to do from the CORRECT program Then make sure that Specification B Key Period is set to DAILY ATTENDANCE and that Specification C Omit If Key Period an Excused Absence is set to Yes If the field you are using for the work phone number is NOT data base field 10 you will need to edit line 17 in Report 1 Advisor s Report For example if you are using field 34 for the work phone number change the 10 to 34 in Report 1 The following is an example of an advisor s report DEMO SCHOOL ADVISORS REPORT ABSENT FOR 12 08 2004 ALL GRADES ID NAME ATTENDANCE HOME PHONE PARENT GUARDIAN WORK PHONE PK003 Camille Adams AU 413 4446207 Ms Eleanor Adams 413 555 0002 l NAMES ON THIS REPORT 1 In this report the school has an 8 period day Two letters of the attendance code are printed for each period A double dash means that the student was present for that period A double asterisk means that a period did not meet on this date In the above example on 12 08 2004 the third period C BLOCK did not meet For example Camille Adams was absent unexcuse
62. matter of dividing each master course into one or more sections Each section may also have a different teacher room number and Getting Started The Period Attendance Process meeting time In the future you will access specific sections by entering into the computer the course number a slash and then the section number For example the following designates the six sections of READING 1 1 1 2 1 3 1 4 1 5 and 1 6 NOTE Beginning zeroes are optional In other words you may type either 001 01 or just 1 1 You will find complete instructions for constructing your course section list in the chapter of this manual titled ENTER COURSES Course Section List e Students schedules may be entered into the computer either from course section rosters student by student or with a scanner If you do not have a scanner it is generally quicker to enter them from course section rosters In order to enter students into the computer from section rosters you should first use the ENTRY FORMS program in REPORT CARDS PLUS to print blank manual entry forms These forms will be used to record the names and ID numbers of the students in each section With these forms in hand use the ENTER GRADES program in REPORT CARDS PLUS to enter students into their sections A blank form is simply a form without any students names For further details see the chapters at the end of this manual describing the ENTRY FORMS program and the ENTER GRADES program e In ord
63. navigating to the program you will immediately come to the Period Attendance Entry Forms window see The Period Attendance Entry Forms Window on page 2 5 You will select and then confirm the type of form you want and then the corresponding specifications window appears You then set the specifications and then choose your print specifications before the form prints see Using the Period Attendance Forms Print Menu on page 2 16 PERIOD ATTENDANCE DATA ENTRY FORM CRSE ISC 910 08 CRSE NAME Work Rel TEACHER Howard Paul QUARTER FULL YEAR TIME H12345 ROOM WR DiGirolamo Linda 12014 Grenda Missy 12016 Harmon Carie 12021 Hodenberg Amy 12022 Jensen Steven 12020 Lorrain Linda 12078 Sargent Myron 12044 Smith Derrick 12037 Smith Kevin 12067 Whittier Lance 10019 Worthley Richard 12051 2 2 Period Attendance Print Period Attendance Forms Navigating to Print Period Attendance Forms Navigating to Print Period Attendance Forms Use any of the following methods to display the Period Attendance Entry Forms window Navigation Menu 1 From the Master Administrator s Plus Master Program Selector BBE Program Selector Administrator s Plus Master Program Selector e Press the 2 key 1 Data Base Plus OR Attendance Plus e Double click 2 i 3 Report Cards Plus Attendance Plus OR e Click Attendance Plus an
64. now correctly calculate the membership statistics and Average Attendance for these students These kindergartners should all show 90 membership days and NOT the 180 membership days that all other students in your school will have While the MASTER CALENDAR shows a 1 as the membership value of almost all days your new ALTERNATE CALENDARS will show the following membership values Example Calendar Definition Master Calendar 1 1 1 1 1 1 Day A Kindergarten 1 0 1 0 1 0 Day B Kindergarten 0 1 0 1 0 1 If you do not use ALTERNATE CALENDARS in order for your register to be accurate you would have to batch add an N NON membership code to all kindergartners who were not in school that day NOTE The attendance codes for a student may not exceed the membership value for that student s calendar for that day For example a full absence or a 1 2 absent on a day with 1 2 Membership will count just one half Period Attendance 4 13 Calendar Accessing the Alternate Calendars Feature Accessing the Alternate Calendars Feature The alternate calendar feature is part of the Calendar program within the Attendance module Users must have the propers rights and connections to access this feature To Access the Alternate Calendars Setup Feature 1 Inthe Attendance module click Calendar Calendar The Calendar window appears E Calendar Program DER Alternate Calendar Setup View Which Alternate Calendar on E DAY D
65. or Study Halls 4 Heading for Day 1 5 Heading for Day 2 6 Heading for Day 3 7 Heading for Day 4 8 Heading for Day 5 9 Start Course Number A End Course Number B Line Spacing for Manual Forms Forms Description Choose any period A through X Choose to print only sections meeting during the current quarter or semester or all sections You may print forms for courses only study halls only or both courses and study halls The homeroom attendance forms automatically print the weekday headings M F or S W You can use the days 1 5 headings to print the calendar date up to five characters i e 12 05 above each day of the week heading You may also type in a special entry for holidays such as five asterisks as the heading for that day Use the start and end course numbers to specify a range of courses to print To print for all courses set the Start Course Number to 1 and the End Course Number to 999 Select from the following options Single Spacing Single Spacing allows for up to 50 students to be printed on a single page Double Spacing 1 Pg if Necessary This setting allows for double spacing to be used unless there are more than 25 students per form In cases where there are more than 25 students some students will be single spaced to force the entry form to fit on one page Double Spacing 2 Pg if Necessary All students will be double spaced even if the form requires two pages Period
66. or have them print on your skip list NOTE In DAILY attendance two attendance codes may be entered for each day When DAILY ATTENDANCE is the key period the computer looks at only the first attendance code Report Writer Setting Report Writer Task Specifications Page 1 of Report Writer Task Specifications Specification Description C OMIT IF KEY If this specification is set to OMIT students with an excused PERIOD EXCUSED absence in the key period will not print on reports You may ABSENT want to use this setting to exclude some students from your advisor s and skip lists In this case you would use Specification B to make your DAILY ATTENDANCE your key period Then whenever a parent calls in that a student s absence is excused use the CORRECT program to enter the excused absence as the daily attendance With this specification set to OMIT students with excused absences as their DAILY ATTENDANCE on the end date will NOT appear on skip and advisor s lists nor will their names be exported to an automatic caller D SEARCH DISPLAY PERIOD ATTENDANCE PLUS can display or search BY COURSES OR students attendance records by periods or by courses If you PERIODS are not using Scheduling Plus and you do not wish to manually enter each student s schedule into the computer PERIOD ATTENDANCE PLUS will allow you to display period attendance by periods as opposed to by courses In other words the computer will be able to tell you ho
67. possible membership days in the interval which is 13 5 In this example 26 divided by 13 5 is 1 93 This means that on average 1 93 students were members of the school each day Of course if Sara had been enrolled the entire interval as Bill was the AVERAGE DAILY MEMBERSHIP would have been 2 0 The AVERAGE DAILY ATTENDANCE is the average number of students that were present each day It is calculated by dividing the total days PRESENT by the number of days in the interval In this example 22 25 is divided by 13 5 to produce an AVERAGE DAILY ATTENDANCE of 1 65 The ATTENDANCE is calculated by dividing the AVERAGE DAILY ATTENDANCE by the AVERAGE DAILY MEMBERSHIP which is this case means dividing 1 65 by 1 93 which gives a PERCENT ATTENDANCE of 85 49 Period Attendance 8 9 Period Register Period Register Specifications 8 10 Period Attendance 2 Interval Start Date 3 Interval End Date Registers are printed simultaneously for any interval of dates as well as for the entire year Use these specifications to enter the first and last dates of the interval 4 Year to Date End Date Enter the date the register should use as the end date when calculating the entire year s attendance data 5 Per Present For Full Present 6 Per Present For 3 4 Present 7 Per Present For 1 2 Present 8 Per Present For 1 4 Present These specifications are used to convert period attendance data to daily attendance data in order to produce a re
68. quarter courses You can specify up to 6 different sets of limits each of which results in a slightly different letter A multi limit search would be used by a school with the sort of attendance policy described in the following letter DEMO SCHOOL 38 East Brook Drive Hampden MA 01036 413 566 3495 Peter James Principal Arthur Kilborn Assistant Principal Francis Miller Guidance Director Peter Dawson Assistant Principal 12 09 2004 TO Mr and Mrs Tom Adams 241 Claremont Ave Springfield MA 01009 RE Kenneth Adams The purpose of this letter is to inform you that your son Kenneth has had 12 total absences in my Computer 1 class from 09 20 2004 to 12 08 2004 According to the School Board Attendance Policy a student who misses 14 class periods in a semester course or 27 class periods in a full year course will lose credit for that course The school will notify parents after the 5th 9th and 11th absences in a semester course and after the 10th 18th and 22nd absencesin a full year course Because this is a semester course we are informing you that your son has equaled or exceeded 11 total absences Consequently Kenneth may lose credit in Computer 1 after a few more absences The following is Kenneth s attendance in my class ABSENCE 10 00 DATES 10 02 10 10 10 14 10 22 10 23 11 04 11 14 03 24 03 31 04 11 ABSENCE EX z 1 00 DATES 03 28 TARDY UN 1 00 DATES 03 13 Z PERSCNAL ILL 1 00 DATES 09 25 Sincerely Candy Irv
69. student s name from the list The selected student s attendance for all periods appears in the box on the right Period Attendance 5 7 Chapter 5 Enter Period Attendance Entering Period Attendance Selecting a student makes the following options available Option F1 F2 ADD F3 EDIT F4 PER F6 SEARCH F8 DEL 5 8 Period Attendance View Mode Options Description Help screen Help is available for all of the Manual Data Entry Screens Clicking F2 ADD or pressing the DOWN ARROW key when on the last student in the list will return you to the ADD MODE With the student you wish to edit highlighted enter EDIT mode either by pressing F3 EDIT or by pressing ENTER This allows you to change attendance information Moves the cursor to the box on the right allowing you to edit the attendance for ANY and ALL periods for this date While in the right hand box four function keys will be available e ESC Aborts any changes you made to ALL periods and returns you to the left hand box F6 LOOKUP Presents a list of attendance codes from which you may choose the code of your choice to enter for the currently highlighted period PARAGRAPH BREAK BULLET F8 DUP Copies duplicates the currently highlighted period s attendance to all other periods For example if the cursor is currently in PERIOD D which is blank present clicking F8 will make the student present for ALL periods To make a student absent for all periods enter
70. the ENGLISH courses are numbers 001 through 099 OTR 055 Ele Writ 1 For each course you will also enter its name level credits weight QTR 056 Ele Writ 2 GPA factor optimum size length and code QTR The credits GPA factor weight and code will only be used if you 057 Essay 1 also purchase REPORT CARDS PLUS QTR tala aes pd Z The length of a master course is whether all of the sections of the QI R 059 Fund Eng course will meet for the entire year a semester or a quarter The QTR code is used to group courses together when printing a four year 060 Gram Bev transcript with students courses sorted by subject QTR 0 061 HS Eng Lan QTR 0 062 Ind Read QTR 0 063 Ind Write QTR 064 Journalism I SEM 065 Lt Adol 1 QTR page 1 ANYWHERE HIGH SCHOOL COURSE SECTION LIST NAME SC TEACHER ROOM TIME QTR CRDTS WT GPA OPT SZ Reading 001 01 Levasseur M4 D12345 S 1 0 50 0 50 0 00 8 0 Reading 001 02 Levasseur M4 E12345 S 1 0 50 0 50 0 00 8 0 Reading 001 03 Levasseur M4 H12345 S 1 0 50 0 50 0 00 8 0 Reading 001 04 Levasseur M4 D12345 S 2 0 50 0 50 0 00 8 0 Reading 001 05 Leva
71. the PER VIEW ATTENDANCE program While you are in that program and viewing a student s data clicking F9 PRINT displays a menu of various reports that you can print for just that student The table in this report lists the number of times the student has been present P absent ABS excused absent EA unexcused absent UA tardy TAR excused tardy UT unexcused tardy UT and other O for each course OTHER includes all attendance codes linked to any register codes besides absent and tardy DEMO SCHOOL ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 12 09 2004 BY ALL MEMBERS Jeremiah Abbott 001 CRS SC CRS NAME QTR TIME TEACHER P ABS EA UA TAR ET UT O 063 01 English 4 ALL A Brown Ja 183 2 Of Ol Of Ol OI Ol 547 01 Music 4 5 1 B Eaton Ja 175 O Of Ol Ol OI Ol Ol 503 01 Art 4 52 B Delman P 9 1 Of Ol Of Ol Ol Ol 084 01 Spelling 4 S 1 C Brown Ja 140 Oj Of Ol Of Ol Ol Ol 090 01 Writing 4 25 2 C Brown Jal Of Ol Of Ol Of Ol Ol Ol 203 01 Science 4 2 S 2 Brown Ja 175 0 OI 0 OI O OI Ol 304 01 History 4 s S 2 D Brown Jal 9 1 O 0 OI OI OF Ol 808 04 PE Hlth ALL E Glennon 149 1 Of Ol Of Ol Ol Ol 103 01 Math 4 ALL F Brown Ja 149 1 Of Ol Of Ol Ol Ol 094 01 Reading 4 ALL G Brown Ja 149 1 Of OI Ol Ol OI Ol Camille Adams 003 CRS SC CRS NAME QTR TIME TEACHER P ABS EA UA TAR ET UI O 001 01 Social Dev ALL A Ca
72. this option is used you enter to limit students for whom reports are printed to only those matching criteria a database criterion You could use this option to print transcripts for only students applying to college after designating such in a database field and choose to sort on homeroom Print Which Section If you choose to print a report by section the following window appears Ka Administrator s Plus PERIOD ATTENDANCE REPORT WRITER CURRENT TASK Print an Advisor s List PRINT WHICH SECTIONS 1 All sections 2 Range of teachers 3 individual Teachers 4 Individual sections 5 Main menu 6 End program Starting with staff member 1 the sections for each staff member will be processed one at a time Within each section Report Cards Plus will print the body of the current active report for each student in the roster Whenever a new section is encountered the search header for the report if there is one will print At the end of a section the search footer Report Writer The Pre Defined Reports for the report if there is one will print The body of the roster report simply contains the name and ID number of each student You can modify the body of the report to print any data base fields for each student Print Which Sections Menu Specifications Description All Sections All staff members will be processed one at a time NOTE Printing reports for all sections only includes those sections meeting durin
73. to 2 3 Overview of 2 2 Page Printer Setup 2 9 to 2 16 Print Menu 2 16 Specifications Page 1 2 11 Step by Step 2 5 to 2 19 Print Specifications changing 5 19 Printing sections 7 48 students 7 47 the Calendar 4 11 R Register and Attendance Codes Navigating to 1 2 Overview of 1 2 Step by Step 1 17 to 1 19 Register Code Link Value 1 18 Register Code Links 1 9 to 1 11 1 18 Excused or Unexcused 1 11 1 18 Values 1 10 1 13 Register Code List 1 5 Register Code View in Correct 3 8 Register Codes Definiton of 1 5 How to Add Edit or Delete 1 14 to 1 17 How to Define 1 5 Program Screen 1 6 The Default List 1 5 Rename Reports 7 59 Report Cards Plus Tansferring Period Attendance Data To 6 10 Report Writer Print Menu 2 8 4 Report Writer Codes 7 64 Report Writer Tasks for Period Attendance 7 9 Reporting which students use which calendar 4 28 Rotation Day Number 4 9 Rules for adding days to the calendar 4 22 S Scan Link Codes 5 18 Scan GQ Replace Existing Codes 5 18 Scanner Attendance Entry 5 12 to 5 14 Scanning Daily Attendance Entry 5 12 School Day Number 4 9 Search in the Report Writer 7 60 Search Menu in View Edit Letters Reports 7 56 to 7 57 Secondary Filter 7 46 Section printing 7 48 Setting Report Writer Task Specifications 7 29 Size of Scanning File 2 11 Specifications Correct 3 11 to 3 12 period register 8 5 print 5 19 Print Homeroom Attendance Forms 2 14 Vi
74. to the new font color Green Olive Naw FONT COLOR Purple F5 RENAME replaces option 1 Report Name from the old Viewing Report Number window The report name is displayed next to the report s corresponding number at the Report Writer s Viewing and Editing Attendance Reports Letters menu To change a report s name open the body of the report and press F5 RENAME The window pictured below will appear Type a report name and press Enter The report name may be up to 45 characters in length but only 27 of the characters will show up on the Viewing and Editing Attendance Reports Letters window The report name may be made up of letters numbers or a combination of the two 2nd Parent Tardy Letter F5 RENAME Period Attendance 7 59 Report Writer View Edit Letters Reports 7 60 Period Attendance F6 LOOKUP invokes a lookup menu listing many of the available Report Writer codes You may scroll through the codes using the arrow keys on the keyboard or the up and down arrows on the drop down menu s scroll bar Press Enter or double click the desired code to enter it into the body of the report at the cursor s current position Report Key Words ALT X to select CODE DESCRIPTION La TABLETA TABLE1B TABLE2A TABLE2B TABLE3 TABLE4 ZBDT ZFDT F7 SEARCH activates a search utility which locates and highlights each instance of a particular code so that it may be edited See Search Menu on page 7 56
75. use it to send letters to all students who were tardy today Specification 8 Reg Searches Which Att Codes allows you to specify whether the register code should be limited to some combination of excused unexcused or pending ATTENDANCE CODE ON END DATE Similar to the previous option but limited to a single attendance code set by Specification 9 Attendance Code for Searches ANY ENTRY ON END DATE All students with any attendance entry in any class on the end date will be included in the report Use this option to print the TODAY S ATTENDANCE report Period Attendance 7 31 7 32 Period Attendance Report Writer Setting Report Writer Task Specifications Page 1 of Report Writer Task Specifications Specification 2 PRINT LETTERS REPORTS FOR continued 3 ACTIVE LETTER REPORT Description KEY PERIOD PRESENT ABSENT ANY OTHER PERIOD All students present to the key period but absent to any other period meeting on the end date will appear on the report Specification B Key Period is used to designate a key period which can be any period of the day or the daily attendance REGISTER CODE IN KEY PERIOD All students with the designated register code in the key period on the end date will appear on the report Specification 7 Register Code For Searches sets the register code Specification B Key Period sets a key period BOTH PRESENT AND ABSENT ON END DATE All students who are present to one o
76. which is 5 absences in a quarter course 9 absences in a semester course or 18 absences in a full year course this line will say Consequently please call 872 8537 for a conference If a student exceeds the third limit which is 6 absences in a quarter course 11 absences in a semester course or 22 absences in a full year course this line will say Consequently Richard may lose credit in Chemistry after a few more absences If a student exceeds the fourth limit which is 7 absences in a quarter course 14 absences in a semester course or 27 absences in a full year course which is actually what happened this line will say Richard has incurred a loss of credit in Chemistry Period Attendance 7 43 Report Writer Setting Report Writer Task Specifications 7 44 Period Attendance Page 2 of Report Writer Task Specifications Specification F HOW TO COUNT REGISTER CODES H FIRST COURSE NOT TO PRINT 1 LAST COURSE NOT TO PRINT J HOW MANY TARDIES EQUALS ONE ABSENT Description Determines how to count register codes You have two options e Increment by 1 This is the default Every time the selected register code is found it will be counted once Use Register Code Amount Uses the actual value entered for the Attendance code s register link amount See Register Code Links on page 1 9 and Register Code Link Amounts on page 1 10 for information on the register codes and their
77. you want to perform the various tasks will be discussed later in this chapter and click Select 2 This displays the specification window See Setting Report Writer Task Specifications on page 7 29 e To accept the default specifications for the task you have chosen click Done e If you decide to perform a different task choose Specification 1 to returned to the opening window e Any specifications you change will be saved with the current task so that the next time you choose this task they will be the defaults e If after experimenting with some of the specifications you want to return to the original specifications for a task you can click Rest Default 3 After you accept the specifications by clicking Done you will then choose which students will appear on the report The preset tasks are described below Period Attendance 7 9 Report Writer Report Writer Tasks 7 10 Period Attendance 1 Print an Advisor s List This will enable you to print a list of all students who have one or more absences on the most recent date for which you have entered period attendance It will include the student s parent s name and work phone number This report can be used by class advisors to make phone calls to the homes of absent students The most recent date is determined by Specification 6 Read Attendance End Date which always defaults to the most recent date for which you entered period attendance To print an advisor s
78. you will want to use the limited option INDENT This number will be the left margin for the table When using condensed print this feature allows you to center the table TABLE5 Prints a table of your multi limit search limits You can use this in the header of multi limit reports REMEDY 1 6 THIS IS THE REMEDY Putting the following anywhere in a letter enters remedies REMEDY1 please discuss this matter with FN REMEDY2 please call L11 for a conference REMEDY3 FN may lose credit in ZCRN 0 after a few more absences REMEDY4 FN has incurred a loss of credit in ZCRN 0 The appropriate remedy will replace the code ZREM which can be anyplace within a letter Remedy 1 will replace ZREM if the first set of limits in a multi limit search is exceeded Remedy 2 will replace ZREM if the second set of limits in a multi limit search is exceeded and so on NEWMARG XXX Changes the inches per line on the fly This is necessary to print a table in condensed print in the middle of a letter After printing the table use this option again to reset the margin to what it was before Period Attendance 7 67 Report Writer Period Attendance Report Writer Codes Search Codes That May Be Used Anywhere The following codes are only valid when conducting a search because they refer to FOUND COURSES A FOUND COURSE is one that meets your search criteria whether because it is a course with more than your limit of abs
79. 0 00 Study ALL F12345 Kilborn T4 14 1 0 2 1 Of 1 We would appreciate your help in improving Richard s attendance In the case of any future absences we would like to suggest that you phone us at school 693 6221 and leave a message that the absence is legitimate and has had parental authorization Sincerely Peter James Principal PERIOD ATTENDANCE SEARCH LETTER WITH TABLE This period attendance letter is similar to the previous one except that it was generated as a result of a search whereas the previous one could be printed for any students you chose This letter is associated with Task 14 Search Letter One Letter Per Student With AT Least 1 Course gt Limit The purpose of this letter is to inform you that your SEX FN has had ZAMT absence s in my ZCRN 0 course from ZFDT to ZBDT WRAPOFF TABLE4AL5 WRAPON We at Ll believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance The development of good habits in these areas will be invaluable to future schooling and future job performance We would appreciate your help in improving FN s attendance In the case of any future absences we would like to suggest that you phone us at school L11 and leave a message that the absence is legitimate and has had parental authorization WRAPOFF
80. 003 130 Monday 03 17 2003 131 Wednesday 04 09 2003 132 Wednesday 04 23 2003 133 Monday 05 05 2003 134 Tuesday 05 06 2003 135 Tuesday 07 15 2003 136 Wednesday 09 03 2003 137 Monday 03 29 2004 aa oE 2 Click Lookup to select a student whose calendar you want to change Period Attendance 4 33 Calendar Selecting a New Student s Calendar in the Data Base Module 3 The top right corner of the student s attendance record displays the calendar used by the student For example following the student uses the Morning Kindergarten calendar ka Correcting Attendance Ketemay Grade Calendar View C Reg Code View C Att Code View ERAEN Morning Kindergarten DAY 4 Click the Browse button to the right of the field to display a list of calendars 5 Select the desired calendar and then click Next to change the calendar Selecting a New Student s Calendar in the Data Base Module The Data Base module s New Files program lets you select a new student s calendar from the list of available alternate calendars The program uses the master school calendar as the default calendar value To learn how to change the calendar used by an existing student see Changing the Calendar Used by an Existing Student in Attendance Correct on page 4 33 To Select a New Student s Alternate Calendar 1 Inthe Data Base module select New Files to display the Add or Edit Names for Students or Staff window In the Grade drop
81. 04009 693 6221 Peter James Principal Arthur Kilborn Assistant Principal Peter Dawson Assistant Principal Francis Miller Guidance Director TO Dr amp Mrs Robert Rediker 67 Genevieve Dr Hampden MA 01036 RE Richard Rediker The purpose of this letter is to inform you that your son Richard has had 3 absence s in my AP English course from 09 01 1995 to 10 30 1995 ABSENCE 3 00 DATES 10 03 10 06 10 07 DISMISSED 1 00 DATES 10 26 TARDY 1 00 DATES 09 01 TARDY EX 1 00 DATES 09 05 We at R H S believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance The development of good habits in these areas will be invaluable to future schooling and future job performance We would appreciate your help in improving Richard s attendance In the case of any future absences we would like to suggest that you phone us at school 693 6221 and leave a message that the absence is legitimate and has had parental authorization Sincerely Barbara Moore AP English Teacher PERIOD ATTENDANCE LETTER FOR SEARCHES ON INDIVIDUAL COURSES This letter was produced through Task 15 Search Letter 1 Letter for Each Course gt Than Search Limit This task uses Report 24 part of which is shown on the previous page page 1 ANYWHERE HIGH SCHOOL COURS
82. 10 total periods absent a student with 4 absences in English 3 absences in Science and 5 absences in Math would appear on the report with the number of absences listed as 12 even though no single course has more than 10 absences Use Specification 7 to search for a different attendance category besides absences Use Specification 8 to limit the search to some combination of unexcused excused or blank pending absences 12 08 2004 DEMO SCHOOL ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 BY ALL MEMBERS Students with more than 5 of the code TARDY 11001 Jackie Barker a TARDY 8 12012 Jane Edwards 3 TARDY 15 10026 Cory Small i7 TARDY 10 Report Writer Report Writer Tasks 9 MULTI LIMIT SEARCH LIST THE DATES FOR EACH COURSE gt LIMITS A MULTI LIMIT SEARCH is a special kind of search that allows you simultaneously to have different search limits for full year semester and quarter courses The following report includes FULL YEAR courses exceeding 10 absences SEMESTER courses exceeding 5 absences and QUARTER courses exceeding 3 absences Note that though you may enter more than one set of limits you would normally use these additional limits when printing a special multi limit letter See 16 Letter 1 Letter for Each Course Missed Today on page 7 21 for more details on multi limit letters MULTI LIMIT searches also use an EQUAL DATE EQUAL DATE You will use the EQUAL DATE to ensure that st
83. 44444444444444444444444444444444444444444444444444444444444444T 5 Ri HS 03 18 1995 5 5 REGISTER CODE LIST Numeric Order By Record Number 5 page 1 5 5 5 RECORD CODE DESCRIPTION 5 5 5 a A ABSENT 5 2 T TARDY 5 3 D DISMISSED 5 5 4 N NON MEMBER 5 5 F ENTRY 5 6 W WITHDRAWAL IJ444444444444444444444444444444444444444444444444444444444444444444444444444 PERIOD ATTENDANCE DATA ENTRY FORM CRSE SC 011 01 CRSE NAME H Fr En TEACHER QUARTER FULL YEAR TIME C12345 ROOM CODES A EA UA MON TUE WED THU Teo bel UT OF 2 3 2 4 2 5 2 6 Berube Susan 09182 Diller Peter 09036 Dvorscak Michael 09043 Farthing Jason 09047 Gailey Erica 09052 Gardner Eric 09053 Gorman Heidi 09059 Gould Heidi 09060 Gray James 09061 Haggett Kursten 09067 Hani Biase sce 2 oes 09069 Hatch Johannah 09070 Hawkes Joanne 09073 Erish BULLY venous 09079 Knights Jennifer 09084 Morelli Christophe 09099 Peabody Bethany 09108 Scammon Andrew 09130 Whittier Sonia 09151 MANUAL ENTRY FORM SINGLE SPACED Each week the computer will automatically produce these manual attendance entry forms for each course section meeting duri
84. 5 Inthe Membership Column select and change the value as desired NOTE Clicking Duplicate will change the values for all calendars in the list to the membership value currently highlighted 6 Click Done to save and exit the Assign Membership Values window and return to the Calendar Program window Changing the Membership Value of a Calendar for a New Day Optionally you can change the membership value for a selected calendar when adding a day to the calendar You can also change the calendar used by a particular student in the Attendance Correct program See Changing the Calendar Used by an Existing Student in Attendance Correct on page 4 33 Period Attendance 4 31 Calendar Selecting an Alternate Calendar When First Opening an Attendance Program To Change the Membership Value of a Calendar for a New Day 1 The first time that you open either Enter Daily Attendance or Enter Period Attendance when adding a day to the calendar the Adding a Day to the Calendar window appears Enter Daily Attendance LAST DATE THE ATTENDANCE WAS DONE 09 03 2003 LAST SCHOOL DAY NUMBER 136 If you decide to continue the date MONDAY 03 29 2004 will be added to all calendar s as SCHOOL DAY 137 with the following membership values Calendar MASTER SCHOOL CALENDAR Morning Kindergarten Member 1 00 0 50 Change date Change Member Value 2 Choose a calendar to use by selecting it from the list 3 Click Chang
85. 6 Attendance Codes 1 7 Time Linked Attendance Codes 1 7 The Default List of Attendance Codes1 9 Register Code Links 1 9 Register Code Link Amounts 1 10 Excused or Unexcused Register Gode LINKS a eee ea ees NA 1 11 Attendance Codes Window 1 12 Adding Editing or Deleting Register Codes 1 14 Adding a New Register Code 1 14 Editing an Existing Register Code 1 15 Deleting a Register Code 1 16 Adding Editing or Deleting Attendance Codes 1 17 Adding an Attendance Code 1 17 Editing an Existing Attendance Code 1 18 Deleting an Attendance Code 1 19 Period Attendance 1 1 Register amp Attendance Codes Introduction Introduction The Register and Attendance Codes program is the foundation for the Attendance Plus module It contains the Register and Attendance Code lists which are used to record student and staff attendance Register Codes keep track of overall attendance categories that is Absent Tardy and Dismissal Attendance Codes which are the codes actually entered into student and staff records include more specific information such as the reason for the attendance entry such as Medical Absence or Excused Tardy Two lists are kept so that you can record specific attendance entries each day and then later search for and report on more general attendance categories Register Codes Amounts Attendance Codes Amount ABSEN
86. ADMINISTRATOR S PLUS PERIOD ATTENDANCE MANUAL Administrator s Plus Period Attendance Manual ADMINISTRATOR S PLUS PERIOD ATTENDANCE MANUAL Legal Notices Legal Notices Copyright Copyright 2005 Rediker Software All rights reserved Printed in the United States of America Warranty Information in this document is subject to change without notice Companies names and data used in examples herein are fictitious unless otherwise noted No part of this document may be reproduced or transmitted in any form or by means electronic or mechanical for any purpose without the express written permission of Rediker Software Trademarks Administrator s Plus is a trademark of Rediker Software Incorporated The School Office Suite is a registered trademark of Rediker Software Incorporated All other hardware or software products mentioned in this document are the trademarks or registered trademarks of their respective companies or holders Part Number PR00080105 2 Period Attendance About this Guide ADMINISTRATOR S PLUS PERIOD ATTENDANCE MANUAL About this Guide The Administrator s Plus Period Attendance Manual details the functions and use of the Administrator s Plus Attendance module Included in this Guide The Administrator s Plus Period Attendance Manual is organized as follows 1 Register and Attendance Codes Allows you create Attendance Codes for period attendance entry You can link attendance Code
87. AY DEFAULT CODE IF STOPPING Yes CC No 6 OVERWRITE WHEN APPLYING Yes No 7 START GRADE LEVEL FOR PREVIOUS DATA GRADE 9 8 END GRADE LEVEL FOR PREVIOUS DATA GRADE 12 9 SCAN LINK CODE FOR ABSENCES A SCAN LINK CODE FOR EX ABSENCES B SCAN LINK CODE FOR UN ABSENCES C SCAN LINK CODE FOR TARDIES D SCAN LINK CODE FOR EX TARDIES E SCAN LINK CODE FOR UN TARDIES F SCAN GQ REPLACE EXISTING CODES Only when student is tardy z ENTER SPECIFICATION TO CHANGE Period Attendance 5 15 Chapter 5 Enter Period Attendance Changing the Entry Specifications 5 16 Period Attendance The table below describes each specification Entry Specifications Page 1 Specification 1 Initial Default Grade 2 Initial Default Attendance Code 3 Duplicate This Period for All Periods Description The default grade level setting in Enter Period Attendance makes data entry faster and more convenient It allows you to select students within the default grade level by typing in only their 3 digit record numbers rather than the 5 digit Administrator s Plus ID numbers The Initial Default Grade is the grade level you will start in each time you enter attendance You can change the default grade level from the Enter Daily Attendance window using the Grade drop down list or by typing a student s 5 digit Administrator s Plus ID number The default Attendance Code automatically appears in the
88. AY OF WEEK DATE ROT MASTER CAL MEMB ALT CAL MEMB l 130 Monday 03 17 2003 1 00 131 Thursday 07 03 2003 1 00 132 Friday 07 25 2003 1 00 133 Friday 08 22 2003 1 00 134 Monday 08 25 2003 1 00 135 Tuesday 08 26 2003 1 00 136 Wednesday 09 03 2003 1 00 Friday 09 05 2003 1 00 138 Wednesday 09 10 2003 1 00 Thursday 09 11 2003 1 00 140 Friday 09 26 2003 1 00 Monday 09 29 2003 1 00 Wednesday 10 01 2003 1 00 Enter Scheduling Rotation For Period Attendance Page Setup es anlel relel eoe d ed 7 os re m 2 Inthe upper left hand corner of the window click Alternate Calendar Setup O ma mal ma j mal Oj Oj Ka Calendar Program Alternate Calendar Setup DAY DAY OF WEEK DATE ROT 130 Monday 03 17 2003 View Which Alternate Calendar The Alternate Calendar Setup window appears This window allows you to start every function of the Alternate Calendar feature described in the following sections Administrator s Plus Odyssey ALTERNATE CALEN DAR SETUP 2 assign Calendars to grade levels for future students 3 assign calendars To existing students 4 report Which students are assigned to which calendars 5 End program DD 4 14 Period Attendance Calendar Creating an Alternate Calendar Creating an Alternate Calendar You must first create an alternate calendar before you can apply it to your students To Create an Alternate Calendar 1 Inthe Alternate Calendar Setup wi
89. Active Inactive Students 8 11 E Print What maa namege na Kag 8 11 Period Attendance 8 1 Introduction Period Register Introduction This program will produce an attendance register similar to the daily attendance register but based on your period attendance data You may print a separate register for each grade level or one for your entire school The register will list each student s attendance statistics as well as the grand totals for the grade level or the school Moreover as with the daily attendance register you may sort the period attendance register by various data base categories See the sample period attendance register in the appendix The register will include statistics for any interval of dates you choose and for the YEAR TO DATE This will allow you to produce a monthly or quarterly register along with the year to date statistics You will be asked to enter the beginning and final dates of your interval The YEAR TO DATE section will always be from the first date you do your attendance through any date you choose but the final date must be on or after the final date of your interval Producing a Period Attendance Register 1 Period Reg 8 2 Period Attendance Use the following procedure to produce a period attendance register To Produce a Period Attendance Register Click the Period Register icon The Period Register Specifications window appears
90. Attendance 2 7 Print Period Attendance Forms Printing Manual Entry Forms Specifications Period Attendance Entry Forms Line Spacing for Manual Select from the following options Forms Single Spacing Single Spacing allows for up to 50 students to be printed on a single page Double Spacing 1 Pg if Necessary This setting allows for double spacing to be used unless there are more than 25 students per form In cases where there are more than 25 students some students will be single spaced to force the entry form to fit on one page Double Spacing 2 Pg if Necessary All students will be double spaced even if the form requires two pages 3 Choose the desired settings for Page 2 of the Print Period Attendance Specifications Page 2 of the specifications are described in the following table kal Specifications Manual Entry Forms For Period Attendance SPECIFICATIONS MANUAL ENTRY FORMS FOR PERIOD ATTENDANCE Page 2 1 START GRADE Grade 9 x 2 END GRADE 3 SCHOOL WEEK MONDAY TO FRIDAY C SATURDAY TO WEDNESDAY C DO NOT PRINT 4 PRINT PREVIEW Yes Page Setup ENTER SPECIFICATION TO CHANGE 2 8 Period Attendance Print Period Attendance Forms Printing Manual Entry Forms Specifications Period Attendance Forms Page 2 Specification 1 Start Grade 2 End Grade 3 School Week 4 Print Preview Page Setup Description When you print the attendance forms you have the option to prin
91. Attendance 5 5 Chapter 5 8 5 6 Period Attendance Enter Period Attendance Entering Period Attendance Enter Period Attendance Menu Options B Receive from Opens the Import from GradeQuick menu from which you GradeQuick may choose to import for all or selected students or view the attendance import specifications C Change Settings Displays the Include Previous Attendance Data window See Including Previous Attendance Data on page 5 11 for more information Select Manual Entry and then click Next The Entering Period Attendance window appears Entering Period Attendance DEFAULT GRADE 8 DEFAULT CODE AU ABSENCE UN a lt GR gt ID lt COD gt NAME CODE ROTATION DAY 1 09001 Bullerwell Sherry AU a PERA PERC PERD PERE jan PER G pra 09002 Babcock Marianne AU 09004 Plummer Charles AU 09006 Doucette Dawn AU nm Bb DN PRESS THF eF 1s KEY FOR AIST OF SHORT CLITS oN ra es ee rs ro Pio ABORT re VIEW GRADE CODE LOOKUP The top of the widow display the current date attendance calendar date and period in which you are working Enter Period Attendance Entering Period Attendance The following table describes the remaining features Entering Period Attendance Window Feature Name Default Grade Default Code lt GR gt ID lt COD gt NAME CODE Description You can sele
92. Code Time Link lt Before After gt Time Link Time Register amp Attendance Codes Attendance Codes Window Description The Attendance Code s record number 1 250 The name of the Attendance Code It will appear on F6 Lookup lists exactly as it appears here The description up to 15 characters which will appear to the left of each code name on the lookup lists and printed on letters and reports Select Y Yes if you would like the program to do either of the following Enter the current time for the Attendance Code when it is entered e Consider the current time to apply a Time Linked Code See below The Attendance Code automatically inserted into a student s record if the time of arrival or departure is before or afterthe time specified under the Time Link Time Choose Before if you are entering a Time Linked code for a dismissal The Time Linked Code will be entered for students who leave before the specified time Choose After if you are entering a Time Linked Code for a tardy The time before or time after which you want the Time Linked lt Hrs Min gt Code to be entered Register Link Each Attendance Code may be linked to up to 2 Register Codes Type the desired Register Code s in slot 1 and slot 2 Code The code s to be linked Register Link The value of the Register Code Link For example the Amount Attendance Code Excused Absence will link to the Register Code Absent with a value of 1 The At
93. Correct Specifications Specifications Correct Attendance 5 View Attendance Attendance Codes with record numbers above 200 are Codes over 200 reserved for Entry and Withdrawal codes Select Yes to view Entry and Withdrawal codes Select No to omit them 6 Attendance In Attendance Code view codes can be displayed in Code View in alphabetical or numeric order Select the desired setting from Alpha Order the drop domn list Display Date of You may optionally display either the student s Date of Birth or Birth or Homeroom assignment at the top of the Correct window Homeroom Correct How to Correct Attendance How to Correct Attendance The Correct program allows you to view edit or print a student s attendance record for the entire school year You may also use Correct to enter attendance codes into any student s record for days not already in your school calendar To change entry or print settings for this program click on the Specifications button located in the upper right corner of the Correct window Correcting Attendance Keefe Mary Calendar View C Reg Code View C Att Code View D DATE CODE1 TIME 1 TIME1 oto B 3P coDe2 TIME 2 LET 11 02 2000 11 03 2000 11 04 2000 11 05 2000 11 08 2000 11 09 2000 11 10 2000 11 12 2000 11 15 2000 11 16 2000 11 17 2000 11 18 2000 11 19 2000 11 22 2000 kiwi fC esc Pa fore rs fora foro fore F7 Fe Fo Fo ABORT REG EDIT PREV NEXT
94. DETAIL 44 DAY BY DAY REPORT 1 45 DAY BY DAY REPORT 2 46 DAY BY DAY REPORT 4 This report is linked to task 12 HOMEWORK ASSIGNMENT FORMS FOR STUDENT S ABSENT ANY PERIOD This report is similar to the same report in the DATA BASE report writer except that it has codes to automatically center the school name and address Copy it to an unused report number and it serves as the beginning of a new letter This report is linked to task 13 LETTER WITH ATTENDANCE TABLE PRINT FOR SELECTED STUDENTS This report is linked to task 14 SEARCH LETTER ONE LETTER PER STUDENT WITH AT LEAST 1 COURSE gt LIMIT This report is linked to task 15 SEARCH LETTER 1 LETTER FOR EACH COURSE gt SEARCH LIMIT This report is linked to task 16 LETTER 1 LETTER FOR EACH COURSE MISSED TODAY This report is linked to task 17 LETTER PRINT A MULTI LIMIT SEARCH LETTER FOR EACH COURSE gt LIMIT This report is linked to task 18 REPORT FOR SELECTED STUDENTS PRINT A SUMMARY TABLE This report is linked to task 19 REPORT FOR SELECTED STUDENTS PRINT A SUMMARY TABLE 8 DETAILS This report is similar to Report 42 except that the dates for REGISTER codes are printed instead of the dates for ATTENDANCE codes That is to say Report 42 prints a register code view while Report 43 prints an attendance code view This report is linked to task 20 REPORT FOR SELECTED STUDENTS DAY BY DAY
95. Displays the name of the printer currently set to print the report Change printers using the drop down arrow to select a printer Status Indicates whether the printer is busy paused or is ready to print Type Displays the brand and model number of the currently selected printer Where Names the line printer port or network path to the selected printer Properties Activates the selected printer s Properties menu The printer Properties menu varies depending on the brand and model of your printer You can access a printer s Properties menu from the Windows Printers folder or by clicking on the Properties button in the Printer Setup menu Period Attendance 7 63 Report Writer Period Attendance Report Writer Codes Period Attendance Report Writer Codes All of the codes that may be used in DATA BASE PLUS may also be used in ATTENDANCE PLUS These codes are 7 64 Period Attendance Data Base Codes 5 or More Character Codes Must Be On a Line By Themselves Code BLANK EMPTY ENDPAGE GHSTART GHEND PGSTART PGEND GFSTART GFEND SHSTART SHEND SFSTART SFEND THSTART THEND TFSTART TFEND UNIVERS WRAPON WRAPOFF PGNUM X Description Force blank line s at end of a report Skip the next line if it is blank Start a new page Start of the Grand Header Printed at beginning of report End of the Grand Header Start of the page header End of the page header Start of the G
96. E ATTENDANCE CATEGORY Description This option is used by the REPORT CARD INTERFACE to determine which attendance category should be transferred to the report card column designated by the previous specification You may choose from the following categories TOTAL ABSENCES PENDING ABSENCES EXCUSED ABSENCES UNEXCUSED ABSENCES TOTAL TARDIES PENDING TARDIES EXCUSED TARDIES UNEXCUSED TARDIES OTHER TOTAL INFRACTIONS For more information on transferring period attendance data to report cards see Transferring Period Attendance Data To Report Cards Plus on page 6 10 Period Attendance 6 9 View Period Attendance Viewing Period Attendance Data Viewing Period Attendance Data To all up a student s period attendance simply enter the first few letters of her name or her ID number Note that even though you initially selected a grade level name searching will find the first matching student in ANY grade level To find the next matching student use the F7 REPEAT SEARCH function key Transferring Period Attendance Data To Report Cards Plus You can transfer students period attendance data from PERIOD ATTENDANCE PLUS to REPORT CARDS PLUS where it can be printed next to the appropriate course on a student s report card These attendance infractions can be either for the year or just for the current marking period NOTE You must do this for each grade level individually Also note that you must perform this transfer at th
97. E MASTER LIST NUMBER NAME LEV CREDITS WI FACTR GPA FACTR OPT SZ LEN CODE 001 Reading T 0 50 0 50 0 00 8 SEM 011 H Fr Eng III 1 00 1 00 0 00 16 AL 012 Col Fr Eng I 1 00 1 00 0 00 24 AL 013 Fr English I 1 00 1 00 0 00 24 AL 014 Dev Fr Eng I 1 00 1 00 0 00 16 AL 015 LD Fr Eng II 1 00 1 00 0 00 16 AL 021 H So Eng HON 1 00 1 00 0 00 16 AL 022 Col So Eng I 1 00 1 00 0 00 24 AL 023 So English I 1 00 1 00 0 00 24 AL 024 Dev So Eng II 1 00 1 00 0 00 16 AL 0 025 ID So Eng III 1 00 1 00 0 00 16 AL 0 031 Jr Eng 5 I 00 1 00 99 00 24 AL 0 032 Jr Eng 4 I 00 00 99 00 30 AL 0 033 Jr Eng 3 I 00 00 99 00 30 AL 0 034 Jr Eng 1 2 III 00 00 99 00 30 AL 0 040 AP English HON 0 1 00 0 00 16 AL 041 Sr Eng 5 i 1 00 99 00 24 AL 042 Sr Eng 4 II 0 1 00 99 00 30 AL 043 Sr Eng 3 AL 044 Sr Eng 1 2 AL NG COURSE MASTER LIST h 050 Ad Eng Use QTR If you do not have REPORT CARDS PLUS or SCHEDULING 051 Br Poetry PLUS and if you want to enter your students schedules into the QTR 0 052 Bus En computer you must create your course master list It essentially SEM 0 ae g involves giving each course offered in your school a unique number S 053 Cr Writing from 001 to 999 It is generally recommended to group courses QTR 0 from the same department in the same hundreds In this sample 054 Dania ht all of
98. GH 05 13 1997 1 Andrews Shirley CRS SC CRS NAME LOTR TIME TEACHER P ABS EA UA TAR ET UT O 005 01 CWE ALL B Ferreri 91 0 2 0 0 1 0 114 02 2 ENG IV ALL A Sullivan 88 0 3 0 0 3 0 219 02 2CONT ISS ALL D Watts Jo 92 0 2 0 0 0 0 417 01 2 MATH 42A 16 amp 2 C Colosimo 85 0 1 2 0 0 0 0 418 01 2 MATH 43B 3 amp 4 C Colosimo 7 0 0 0 0 0 0 0 618 01 2TYP II ALL E Jordan J 92 0 2 0 0 0 0 813 01 2INT FOOD 162 F Nye Patr 83 0 4 0 0 0 0 066 00 STUDY 21 amp 2 G Kenny Pa 85 0 2 0 0 0 0 090 00 STUDY 162 H Tingley 83 0 1 4 0 0 0 0 089 00 STUDY 364 F Margelony 7 0 0 0 0 0 0 0 091 00 STUDY 364 H Tingley 7 0 0 0 0 0 0 0 067 00 STUDY 364 G Kenny Pa 7 0 0 0 0 0 0 0 79 Anderson Matt CRS SC CRS NAME QTR TIME TEACHER P ABS EA UA TAR ET UT O 504 01 1A P CHE ALL EF3 Wuerthele 112 O 0 2 Ol Ol O O 3 Bourque Raymond CRS SC CRS NAME QTR TIME TEACHER P ABS EA UA TAR ET UT O 114 04 2 ENG IV ALL G Sullivan 93 0 2 0 0 0 0 0 116 01 2READ WRIT 16 amp 2 F Mooney R 87 0 1 0 0 0 0 0 203 01 1ERP HIST ALL A Connelly 75 0 al 3 0 O 16 0 314 01 2 LATN II AL
99. HALF ABSENCE 1 00 DATES 08 20 US History C ALL Harris Larry ABSENT 3 ABSENCE EX 1 00 DATES 04 01 TARDY z 2 00 DATES 10 01 01 23 Z PERSONAL ILL 1 00 DATES 10 10 Z RELIGIOUS 1 00 DATES 12 06 PE D ALL Smith Roseanne ABSENT 3 Z FAMILY ILL 1 00 DATES 11 14 Z HALF ABSENCE 2 00 DATES 10 10 03 03 Drawing E sil Green Manny ABSENT 3 Period Attendance 7 15 Report Writer Report Writer Tasks 7 16 Period Attendance 10 Attendance List for Today List Each Period s Attendance This task will generate a report that includes all students who had any attendance entry for today TODAY is defined as the READ ATTENDANCE END DATE set by Specification 6 In this sample report the school has an 8 period day The entire four letters of the attendance code are printed for each period Four dashes means that the student was present for that period Four asterisks means that a period did not meet on this date In the example the third period or C BLOCK did not meet Tasha Kruse was present periods A B D and E and was absent excused for the last three periods Her DAILY ATTENDANCE is listed as dismissed which explains why she missed the last three periods If you want to see which courses she missed print a SKIP LIST instead see 5 Print a Skip List For Students With Any Attendance Entry For Today on page 7 13 DEMO SCHOOL ATTENDANCE FOR SCHOOL DAY 185 12 08 2004 ALL GRADES ID NAME PERIOD AT
100. IELD TRIP HALF ABSENCE HALF ABSENCE EX HALF ABSENCE UN In Dist Trans Left District 2 Select the code that you want to apply to a section and then click Next The Which Section to Batch Enter window appears X Administrator s Plus Accting 1 Accting 2 Alg 2A Algebra 1A Algebra 1B Algebra 1B Algebra 2 Algebra 2 AP Am Hst AP English Art 1 Art 2 Art 3 3 Select the section you want and then click Next 5 22 Period Attendance Enter Period Attendance Receiving Period Attendance From GradeQuick A warning message appears asking you to confirm the batch entry Administrator s Plus At ATTENDANCE CODE TO BE ENTERED ABSENCE SECTION TO WHICH IT WILL BE APPLIED 700 01 Accting 1 DO YOU WANT TO BEGIN BATCH ENTRY 4 Click Yes to continue The batch entry processes and the Enter Period Attendance window re appears Receiving Period Attendance From GradeQuick See the GradeQuick Administrator s Plus Interface Guide for information about this option Changing Settings This option Displays the Include Previous Attendance Data window See Including Previous Attendance Data on page 5 11 for more information Period Attendance 5 23 Chapter 5 Enter Period Attendance Changing Settings 5 24 Period Attendance View Period Attendance Introduction maagang KI oS ARKA KG 6 2 Specifications for View Period Attendance 6 5 Viewing Period Attendance Data 6 10 Trans
101. ISTING STUDENTS Use the option BATCH ASSIGN CALENDARS to assign an alternate calendar easily to all existing students in a specific grade level 1 GRADE K MASTER SCHOOL CALENDAR i 2 GRADE PK MASTER SCHOOL CALENDAR m EWA MASTER SCHOOL CALENDAR DEEN MASTER SCHOOL CALENDAR DEI MASTER SCHOOL CALENDAR DEMN3E MASTER SCHOOL CALENDAR m Cancel i Period Attendance 4 17 Calendar Assigning Alternate Calendars 2 Use the Browse button next to each grade level to display the Select a Membership Calendar window Administrator s Plus Morning Kindergarten 3 Choose an alternate calendar and then click Select The sample above has Morning Kindergarten selected The Assign Calendars to Grade Levels window re appears 4 18 Period Attendance Calendar Assigning Alternate Calendars Assigning Calendars to Existing Students Batch assigning calendars allows you to apply an alternate calendar to existing students whether it s entire grade levels or individual students To only apply an alternate calendar to new students see Assigning Alternate Calendars to Grade Levels on page 4 17 To Assign Calendars to Existing Students 1 Inthe Alternate Calendar Setup window select Assign Calendars to Existing Students and then click Next The Calendar Batch Entry window appears 2 Administrator s Plus Odyssey CALENDAR BATCH ENTRY EXPANNEA All grades Staff Inspect change specification
102. Inserts the time and date at the cursor s current position The time and date are in the following format 04 15 2001 10 25 30 AM Undo Reverses your last action This tool is helpful when you have made a mistake in editing the body of a report You may only undo your last action Redo Reverses the result of an Undo if you decide that you want to retain your last action Bold Bolds all highlighted text and Report Writer codes e g FN John Italic Italicizes all highlighted text and Report Writer codes e g FN John Underline Underlines all highlighted text and Report Writer codes e g FN John Search Menu Administrator s Plus File Edit Search Options Window G Find FA Find Next Shift F7 The search feature locates and highlights codes and text so that each occurrence of the text may be easily edited For example if you needed to adjust all the Tab codes in a specific report it would enter T in the Find What field in the Find dialog box see below Clicking Find will cause the program to highlight the first occurrence of a Tab code You can then choose Find Next from the Search menu or press Shift F7 to locate and highlight all succeeding tab codes Find F7 Activates the window seen below Type the text or code for which you are searching and click Find You may type entire words or code or just key letters The Match Case option allows you to choose whether the case of letters is con
103. L B Greenwald 90 0 2 1 0 0 2 0 417 02 2 MATH 42A 16 amp 2 E Colosimo 85 0 2 0 0 0 di 0 418 02 2 MATH 43B 3 amp 4 E Colosimo 7 0 0 0 0 0 0 0 493 01 2CRET COMP 3 amp 4 C Williams 0 0 0 0 0 0 0 0 506 02 1PHYSICS ALL D Edwards 93 0 2 0 0 0 0 0 734 01 2INT DRAFT 1 amp 2 C Therrien 85 0 1 1 0 1 0 0 089 00 STUDY 364 F argelony 7 0 0 0 0 0 0 0 090 00 STUDY 1 amp 2 H Tingley 87 0 al 0 0 0 0 0 091 00 STUDY 364 H Tingley 7 0 0 0 0 0 0 0 083 00 STUDY 3864 C Shorts M 4 0 0 3 0 0 0 0 5 Clemons Roger CRS SC CRS NAME QTR TIME TEACHER P ABS EA UA TAR ET UT O 105 01 1AP COMP A 1 amp 2 B Marriott 81 ol 4 3 ol 0 ol 0 109 01 1AP LIT B 3 amp 4 B Marriott 6 0 ol 1 0 0 0 0 203 01 1ERP HIST ALL A Connelly 81 0 4 6 0 O 4 O 504 01 1A P CHEM ALL EF3 Wuerthele 85 0 4 6 0 OI 1 O PERIOD ATTENDANCE REPORT MULTIPLE STUDENTS PER PAGE This report contains just the top part of the previous report and will include multiple students on each page This report may be easily obtained on the screen or printer for any group of students or for any individual student GRADE 12 PERIOD ATTENDANCE REGISTER ANYWHERE HIGH SCHOOL EGISTER BY DAYS 09 06 1996 TO 09 30 1996 YEAR THROUGH 03 06 1997 NAME PRES ABS MEMB TAR DIS P
104. LL of the categories added together In other words it will add together the male totals with the female totals to produce the attendance totals for the entire grade level
105. Lookup option to highlight and select a study hall Press F10 or click the F10 Accept button when each study hall has been selected Period Attendance 2 19 Print Period Attendance Forms Using the Period Attendance Forms Print Menu 2 20 Period Attendance Correct Introduction 22a tae Ene DAA KA 3 2 Navigate to Correct 3 3 Navigation Menu 3 3 SHONCULBAR 4062255008 NG ghia 3 4 Right Click Menu 3 4 Toolbar Menu 3 4 Hot Key Shift F2 3 4 Program Window 3 5 Attendance Code View 3 7 Register Code View 3 8 Entry and Withdrawal Codes 3 9 Specifications 3 11 How to Correct Attendance 3 13 Editing Period Attendance Data for One Student 3 14 Viewing or Printing Attendance Data for one Student 3 15 Editing Attendance Data for One Student 3 16 Entering Partial Week Attendance 3 16 Period Attendance 3 1 Correct Introduction Introduction The Correct program allows you to correct the attendance record for any student or staff member The program window displays each school day for the entire year with any recorded Attendance Codes for each date This window also keeps track of letter codes so that you can quickly determine if an attendance letter has been sent home to parents NOTE If you wish to correct the attendance for mo
106. OING THE DAILY ATTENDANCE NT TO CONTINUE N YOUR CALENDAR AS SCHOOL DAY 147 If you continue you will add to any attendance that has already been done for this date Your new bulletin may include any previously entered attendance or only the newly entered attendance 1 Include previous attendance data 2 Do not include previous attendance data c 3 Change attendance date 4 End Program Enter Period Attendance Entering Period Attendance 3 Decide which date to include Type in the desired date or use the and keys to advance the date forward or back and then click Next Entering a New Date E PLEASE ENTER THE NEW ATTENDANCE DATE New Date 01 14 2002 HELP ENTERING DATES The and keys may be used to advance the date forward or back Alternatively you may directly type in a date lt lt Prev Next gt gt The Include Previously Entered Attendance Data window appears Enter Period Attendance Nats Waa Wicd 11 18 2004 NANU 181 aa 1 PERIOD A 1 Include previous attendance data 2 Do not include previous attendance data 3 Change period 4 change Attendance date 5 End Program 4 Choose whether or not to include previous attendance data see Including Previous Attendance Data on page 5 11 The Enter Period Attendance main window appears 5 See Entering Period Attendance on page 5 2 to learn how to enter period attendance Including Previous Attendan
107. PERIODS The following is a portion of a register by periods 09 02 1994 TO 09 22 1994 I YEAR THROUGH 02 02 1994 TOTAL UNEX TOTAL UNEX NAME MEMBER PRESENT PRES ABSENT ABSENT MEMBER PRESENT PRES ABSENT ABSENT Smith Bill 108 0 79 0 73 15 29 0 1 0 752 0 563 0 74 87 189 0 59 Jones Sara 100 0 100 0 100 00 0 0 0 0 744 0 744 0 0 100 00 0 0 0 0 The left half of the register covers 14 school days from 09 02 1994 through 09 22 1994 while the right half covers all of the school days from the first day of school through 02 02 1995 This discussion will focus on the left half of this sample register Period Attendance 8 5 8 6 Period Attendance Period Register Period Register Specifications As the computer goes through the 14 school days from 09 02 through 09 22 it looks at the rotation day number of each date As you enter the period attendance for the first time each day you are required to enter a rotation day number Normally Mondays are rotation day 1 Tuesdays are rotation day 2 etc The rotation day number is used to figure out which blocks meet on each day The CALENDAR program can be used to print out the current calendar including all of the rotation day numbers you entered for each date You can also use it to enter or view which blocks meet on each rotation day number The school in this sample normally has a five day rotation with 8 blocks meeting eve
108. PLUS initially stores absences by periods and not by courses For instance it stores that a student was absent from PERIOD A on 02 02 2005 If students schedules have been entered into the computer PERIOD ATTENDANCE PLUS will be able to figure out the course from which the student was absent during PERIOD A on 02 02 2005 However in order to accomplish this the computer must know the ending date of each quarter for your quarter and semester courses For example assume that a student s schedule shows that he has ART during PERIOD A in quarter 1 and quarter 2 but has JOURNALISM during PERIOD A in quarter 3 and quarter 4 In order to determine which course met during PERIOD A on 02 02 2005 the computer has to know if 02 02 2005 was in the second quarter or in the third quarter Selecting Yes enables the print preview option Selecting No causes the attendance forms to go directly to the printer Period Attendance 7 39 Report Writer Setting Report Writer Task Specifications 7 40 Period Attendance Page 1 of Report Writer Task Specifications Specification Description H FIRST COURSE TO Only courses in the range set by these specifications will PRINT be printed on reports When printing by sections only sections in this range will be included For example if I LAST COURSE TO you want to print mailing labels for only course 50 PRINT BAND set both specifications to course 50 and then choose to print la
109. PRESENT AND ABSENT TODAY It may be used whether or not you are sorting by grade levels This report is linked to task 6 SEARCH LIST EACH COURSE EXCEEDING THE SEARCH LIMIT This report is linked to task 7 SEARCH LIST THE DATES FOR EACH COURSE EXCEEDING THE SEARCH LIMIT This report is linked to task 9 MULTI LIMIT SEARCH LIST THE DATES FOR EACH COURSE gt LIMITS This report is linked to task 8 SEARCH LIST STUDENTS 5 SEARCH LIMIT IN ALL COURSES COMBINED It is exactly the same as Report 6 except that the words all courses combined have been added to the header This report is linked to task 10 ATTENDANCE LIST FOR TODAY LIST EACH PERIOD S ATTENDANCE This report is linked to task 11 ATTENDANCE LIST FOR TODAY IN SORTED ORDER BY GRADE LEVEL This is the same report as 9 except it has a different header so that it can be printed sorted by grade levels In other words you can choose the ALL GRADES ONE AT A TIME option and the report will say GRADE 9 followed by grade 9 data and then GRADE 10 followed by grade 10 data etc Report Writer The Pre Defined Reports Pre Defined Reports Report Number Description 11 HOMEWORK FORM 21 LETTER HEAD 22 LETTER WITH TABLE 23 SEARCH LETTER W TABLE 24 LET SRCH INDIV CRS 25 LETTER ABSENT TODAY 26 LETTER MULTI SEARCH 41 SUMMARY TABLE 42 SUMMARY amp ATT DETAIL 43 SUMMARY amp REG
110. Period Attendance Forms Print Menu on page 2 16 for more information on this menu PERIOD ATTENDANCE ENTRY FORMS Grade Quick Rosters a 2 Range of teachers 3 individual Teachers 4 individual Sections 5 individual stUdies 6 Inspect Change specifications 7 End program D D D 5 Click Next to print the form e e o 2 12 Period Attendance Print Period Attendance Forms Printing GradeQuick Rosters Printing GradeQuick Rosters The GradeQuick rosters option in the Period Attendance Entry Forms window lets you set the specifications that determine the section rosters to send to GradeQuick You must have GradeQuick a third party software installed to use this option To Print GradeQuick Rosters 1 Inthe Period Attendance Entry Forms window select Grade Quick Rosters and then click Next The Specifications Send Section Rosters to GradeQuick window appears kal Specifications Send Section Rosters To Grade Quick SPECIFICATIONS SEND SECTION ROSTERS TO GRADE QUICK 1 WHICH PERIOD JALL PERIODS 2 INCLUDE SECTIONS MEETING WHEN ALL SECTIONS 3 PRINT COURSES AND OR STUDY HALLS COURSES AND STUDY HALLS z 4 START COURSE NUMBER 5 END COURSE NUMBER p99 6 START GRADE Grade 9 z 7 END GRADE ee 7 8 GRADE QUICK EXPORT PATH CARS4 APT j Page Setup ENTER SPECIFICATION TO CHANGE 2 Set the specifications as desired The specifications window allows
111. R 180 If you decide to continue the date THURSDAY 11 18 2004 will be added to your calendar as SCHOOL DAY 181 Template Mem Override MASTER SCHOOL CALENDAR 1 00 Change date Change Member Value NOTE To learn how to use Change Date or Change Member Value see Changing the Membership Value of a Calendar on page 4 30 and Entering Attendance For a Date Already in the Calendar on page 5 10 The Entering the Rotation Day Number window appears Entering The Rotation Day Number DOING ATTENDANCE FOR 11 18 2004 4 Enter today s rotation day number and then click Next The Entering the Period of the Day window appears Entering The Period Of The Day BG ATTENDANCE DATE 11 18 2004 DAY NUMBER 181 ROT 1 5 Enter the period letter for which you want to enter attendance and then click Next Period Attendance 5 3 Chapter 5 Enter Period Attendance Entering Period Attendance The Include Previously Entered Attendance Data window appears Enter Period Attendance Y ENTERED ATTENDAN Nata Waa W2 11 18 2004 BNA 181 PERIOD A 1 Include previous attendance data ROT 1 2 Do not include previous attendance data 3 Change period 4 change Attendance date 5 End Program NOTE See Including Previous Attendance Data on page 5 11 for an explanation of your options 6 Select your option and then click Next 5 4 Period Attendance The Enter Period Attendanc
112. RE ABSENCE MEDICAL 176 09 22 2003 ig TARDY UN 177 09 23 2003 EANEEEKE 178 09 24 2003 Eee eee TARDY EX 179 09 25 2003 ESSE Seem TARDY UN 180 09 29 2003 kabit ll Ai 181 10 01 2003 td 182 10 03 2003 EERSTE 183 05 13 2004 erae TARDY UN 184 05 14 2004 25228528 ABSENCE MEDICAL 185 05 17 2004 82288252 TARDY 186 05 24 2004 araratat TARDY UN 187 05 26 2004 582225 ABSENCE MEDICAL 188 06 15 2004 TESSERE ABSENCE MEDICAL 189 06 21 2004 522225 TARDY UN Appearing on the report will be each school day number on which a student has had an entry made for any period or for her daily attendance The first letter of the attendance code for each period of the day will be printed A dash means that the student was present and an asterisk means that the period did not meet on that day For example AA AAAAA is for a school with an eight period day On this day the student missed every period that met Note that the asterisk in the third slot means that C period did not meet that day REPORT CARD INTERFACE Use this function key to transfer period attendance data to the report card module so that it can be printed on report cards and transcripts View Period Attendance Specifications for View Period Attendance Specifications for View Period Attendance Clicking the Specifications button in the View Period Attendance window displays the specifications window View Period Attendan
113. RES ABS MEMB TAR DIS Akers Christopher 8 0 Ol 19 0 0 2 80 5 25i 832 0 4 3 Andrews Jeffrey 9 0 O 19 0 0 0 82 5 0 5 83 0 1 1 Andrews Neil 9 0 O 19 0 0 0 82 5 0 5 83 0 0 2 Ball Andrew 8 0 19 0 4 3 81 5 1 5 83 0 23 6 Barker Matthew 9 0 Oj 19 0 0 13 35 9 5 183 0 9 2 Bartlett Byron 9 0 0 0 19 0 1 0 19D 3251 83 0 8 3 Blanchet Larry 932 0 0 0 19 0 0 9 TLS Tis 578320 3 28 Bosworth John 9 0 0 0 19 0 0 793 3 5 83 0 1 Brant Todd 6 0 O 19 0 1 0 66 0 17 0 83 0 32 1 Burnham Chad 3 6 0 19 0 2 1 3 64 0 19 0 83 0 22 32 Burnham Kit 0 O 19 0 1 0 THEO 6 0 83 0 5 Champagne Jeremy 0 0 0 19 0 1 71935 3 5 8340 4 Chaplin Richard 520 O 19 0 4 64 0 19 0 83 0 28 10 Chute Craig 0 O 19 0 1 13 75 0 8 0 83 0 5 34 Diliman Bradford 0 0 19 0 2 0 80 0 3 0 83 0 8 1 Dingley Raymond 9 0 0 0 19 0 1 2 TA 2 b 3 554 83 40 1 13 4 Driscoll Martin 9 0 0 0 19 0 1 TILO 3 5 83 0 18 5 Drisko Mark 9 0 0 0 9 0 7 80 5 25 5 B30 0 13 Fernald Victor 18 Ss Di 8370 0 0 Fitch Corey 19 0 5 83 0 1 Fontana John 1 94 5 0 83 0 9 Foye Todd 19 ATTENDANCE REGISTER BODY 3 5 83 0 3 3 Garron Jason Dis 83 0 4 6 Girard Lonney The body of the register prints students 5 0 83 0 0 2 attendance statistics for any interval of dates and for the year to date The period Greenleaf Shawn 18 attendance register can be calculated by 0 5 83 0 4 1 Harmon Steven 19 periods hours or days This sample has 5 83 0 4 ind a i been printed by calcula
114. Scheduling Plus a Print Period Attendance Forms Discipline Plus Enter Daily Attendance Correct Attendance Report Writer Calendar Batch Entry Per Enter Period Attendance Per View Period Attendance Per Report Writer Per Register Billing Plus 2 4 Period Attendance Print Period Attendance Forms The Period Attendance Entry Forms Window The Period Attendance Entry Forms Window The option selected in the Period Attendance Entry Forms window determines which attendance form and corresponding set of specifications appear ka Administrator s Plus o 2 Scanner entry forms 3 Grade quick rosters 4 period attendance reports by Teacher 5 End program DI Use this window to select what you want to print as well as which corresponding specifications window accordingly Period Attendance Entry Forms Option Description 1 Manual Entry Forms See Printing Manual Entry Forms on page 2 6 for more information on the form s specifications 2 Scanner Entry Forms See Printing Scanner Forms on page 2 10 for more information on the form s specifications 3 GradeQuick Rosters See Printing GradeQuick Rosters on page 2 13 for more information on the form s specifications 4 Period Attendance Reports by See Printing Period Attendance Reports by Teacher Teacher on page 2 15 for more information on the form s specifications After navigating to Period Attendance Forms window the first win
115. Smith Michael S4 10 101 22 Walsh Jesse s4 10 115 COURSE SECTION ROSTERS Course section rosters contain the names of all of the students in a course section They may be printed for all sections sorted by teacher or for individual sections Sorting by teacher means that the rosters for all of the sections taught by a teacher will be printed together In this manner the rosters for all or individual teachers may be printed ANYWHERE HIGH SCHOOL GRADE 9 ADVISOR S LIST school day 19 09 30 1996 6 Baldwin Kimberly 627 4310 Mr Raymond Baldwin 222 2222 12 Brown Jason 693 3320 r and Mrs Henry Brown 111 1234 138 Chamberlain Kerry Ruth Chamberlain 333 4567 127 Hartman Susan 693 3890 r and Mrs Jerry Hartm 222 9999 ANYWHERE HIGH SCHOOL SKIP LIST KEY PERIOD I school day 85 01 20 1996 GRADE 9 21 Davis Frank HOMEROOM PRESEN PERIOD G UN ABSEN Course 2 ENG I Morrow Cheryl 25 Smith Leonard HOMEROOM PRESEN PERIOD G UN ABSEN Course 2 ENG I Morrow Cheryl 87 Polla Sharon HOMEROOM ABSENT UNEXCUSED PERIOD A UN ABSEN Course 3 ENG I Traut Nancy PERIOD B UN ABSEN Course 2 MATH 14 ruk John PERIOD C UN ABSEN Course 2INT GRPH Campbell Mich PERIOD D UN ABSEN
116. T 6 Absent Excused Absent Unexcused Absent 1 TARDY 5 Tardy Excused Tardy Unexcused Tardy 1 DISMISSED 3 Dismissed 3 Navigating to Register and Attendance Codes Use any of the following methods to display the View Edit or Print Register Code List window 1 2 Period Attendance Navigation Menu Step 1 From the Master Program Selector Press the 2 key and press Enter OR Double click 2 Attendance Plus OR Single click 2 Attendance Plus Register amp Attendance Codes Navigating to Register and Attendance Codes Erg Administrator s Plus Master Program Selector Administrator s Plus Master Program Selector and then single click Next Step 2 From the Attendance Plus menu Press the 1 key OR Double click 1 Register amp Attendance Codes OR Single click 1 Register amp Attendance Codes and then single click Next Attendance Plus Menu Forms 3 Print Period Attendance Batch Entry 9 Per Enter Period Attendance A Per View Attendance DTI Step 3 Click the Register Codes or Attendance Codes tab to open the desired window View Edit Or Print Attendance Code List Register Codes Attendance Codes Period Attendance 1 3 Register amp Attendance Codes Navigating to Register and Attendance Codes poor Shortcut Bar Click Attendance and then click the Codes 2 Click the Register Code or Attendance Code tab to make that tab active
117. T EXCUSED ZCRD PERIOD ATTENDANCE code for the found course for example AE ZSCD The name of the category being searched If you are doing a register code search it will be the current register code for searches as set by page one Specification 7 of the specifications If you are doing an attendance code search it will be the current attendance code for searches as set by Specification 9 of the same screen 7 68 Period Attendance Report Writer Period Attendance Report Writer Codes Search Codes That May Be Used Anywhere Code ZAMT ZAMT 4 ZLES ZREM ZPR ZCD 0 4 ZCDK 0 4 Description Only available if Specification 2 of the Initial Specifications screen is set to conduct a search for students exceeding or falling short of a specified amount of either a register or attendance code This code is the amount of the code incurred by the student For example if you are looking for students with more than 5 absences and this student has 7 absences this code will be replaced with the number 7 If you are doing an all courses combined search this code will be replaced by the total infractions for all courses combined Leading and trailing spaces will be trimmed from the number This makes this code ideal for the body of a letter The same as the previous code ZAMT but the number will be formatted according to the code after the colon In this case the number 7 would be printed as 7 00 Not
118. TENDANCE DAILY ATTENDANCE PK003 Camille Adams AU ABSENCE 09014 Charles Albrecht A A A A A PRESENT 12022 Jacob Allen AE PRESENT 11004 Bethanie Bumham AE PRESENT 10014 James Durling A A TA A A PRESENT 12012 Jane Edwards A A TA A A PRESENT PK026 Tasha Kruse AE AE AE DISMISSED 11025 Jane Mowatt O A MM PRESENT 11022 Drew Nile m FF _ aM iM PRESENT 09004 Charles Plummer A A TA A A A PRESENT 11026 Diane Pomereau A A SA A PRESENT NAMES ON THIS REPORT 11 Report Writer Report Writer Tasks 11 Attendance List for Today In Sorted Order By Grade Level The previous ATTENDANCE LIST can be printed for individual grade levels or for the entire school mixed together alphabetically Use this task to print the report with one grade level following another In order to do this you must choose the ALL GRADES ONE AT A TIME print option DEMO SCHOOL ATTENDANCE FOR SCHOOL DAY 185 12 08 2004 ALL GRADES BY GRADE 09 ID NAME PERIOD ATTENDANCE DAILY ATTENDANCE 09014 Charles Albrecht AA A A A PRESENT 09004 Charles Plummer AA A A A A PRESENT BY GRADE 10 ID NAME PERIOD ATTENDANCE DAILY ATTENDANCE 10014 James Durling AA TA A A PRESENT BY GRADE 11 ID NAME PERIOD ATTENDANCE DAILY ATTENDANCE 11004 Bethanie Burnham AE
119. TION FOR DAY 4 A4B4C4D4E4F4G4 ROTATION FOR DAY 5 ASBSCS5SD5E5F5G5 ROTATION FOR DAY 6 A2B2C2 When entering the attendance for this special day you will call it rotation day 6 thus telling the computer that D2 E2 F2 and G2 blocks did not meet that day Consequently the computer will not count students as present for any courses meeting those periods Navigate to Calendar Calendar Navigate to Calendar Use any of the following methods to open the Calendar program Navigation Menu 1 From the Master Program Selector e Press the 2 key and press Enter OR e Double click 2 Attendance Plus OR e Single click 2 Attendance Plus and then single click Next 2 From the Attendance Plus menu e Press the 7 key OR e Double click 7 Calendar OR e Single click 7 Calendar and single click Next 3 At the Attendance Plus screen click 7 Calendar or press the 7 key Shortcut Bar 1 Click Attendance 2 Click Calendar Administrator s Plus Master Program Selector Administrator s Plus Master Program Selector 4 Enter Daily Attendance 5 Correct 6 Attenda Report Writer 7 Calendar 8 Batch Entry 9 Per Enter Period Attendance A Per View Attendance Ree D Period Attendance 4 7 Calendar Calendar Program Window Toolbar Menu 1 In the Modules menu choose Attendance Plus Calendar Modules Window Help Da
120. TTENDANCE END DATE and may be changed with Specification 6 DEMO SCHOOL 38 East Brook Drive Hampden MA 01036 413 566 3495 Peter James Principal Arthur Kilborn Assistant Principal Francis Miller Guidance Director Peter Dawson Assistant Principal 12 09 2004 TO Ms Eleanor Adams 9 Watch Hill Road Hampden MA 01055 RE Camille Adams The purpose of this letter is to inform you that your daughter Camille has was absent today from my Social Dev class From 08 20 2002 to 12 08 2004 her attendance record in my class is ABSENCE UN 1 00 DATES 12 08 We at DEMO SCHOOL believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance The development of good habits in these areas will be invaluable to future schooling and future job performance We would appreciate your help in improving Camille s attendance In the case of any future absences we would like to suggest that you phone us at school 413 566 3495 and leave a message that the absence is legitimate and has had parental authorization Sincerely Dawn Canavan Social Dev Teacher Period Attendance 7 21 Report Writer Report Writer Tasks 7 22 Period Attendance 17 Letter Print A Multi Limit Search Letter for Each Course gt Limit A multi limit search allows you in a single search to find students exceeding different limits for all year semester and
121. The development of good habits in these areas will be invaluable to future schooling and future job performance The following is Jeremiah s attendance in all of his periods KEY P PRESENT EA EXCUSED ABS UA UNEX ABS ET EX TAR UT UN TAR O OTHER CRS SC CRS NAME QTRI TIME TEACHER P ABS EA UA TAR ET UTI O 063 01 English 4 ALL A Brown Jal 183 2 0 Of Of OI OF Ol 547 01 Music 4 3 1 5 Eaton Jal175 0 Of Of Of OF OF Ol 503 01 Art 4 238 2 B Delman P 9 1 OF OF OF OF OF Ol 084 01 Spelling 4 31 C Brown Ja 140 0 Of OI OI OF OF Ol 090 01 Writing 4 82 C Brown Jal 0 Of Of Of OF OF OF Ol 203 01 Science 4 3 1 D Brown Ja 175 0 Of Of Of Of OF Ol 304 01 History 4 3 2 D Brown Jal 5 1 Of Of Of OF OF Ol 808 04 PE Elth ALL E Glennon 145 1 OI Of Of OI Ol Ol 103 01 Math 4 ALL F Brown Ja 145 1 Of Of Ol Ol Ol 094 01 Reading 4 gt ALL G Brown Ja 145 1 Ol Of OI OI OF Ol We would appreciate your help in improving Jeremiah s attendance In the case of any future absences we would like to suggest that you phone us at school 413 566 3495 and leave a message that the absence is legitimate and has had parental authorization Sincerely Peter James Principal Period Attendance 7 19 Report Writer Report Writer Tasks 7 20 Period Attendance 15 Search Letter 1 Letter for Each Course 5 Search Limit This task prints a copy of the following letter for each course exceeding the limit y
122. To change the contents of the letter simply 7 18 Period Attendance modify Report 22 DEMO SCHOOL 38 East Brook Drive Hampden MA 01036 413 566 3495 Peter James Principal Arthur Kilborn Assistant Principal Francis Miller Guidance Director Peter Dawson Assistant Principal TO Mr and Mrs James Abbot 50 Spencer Street Springfield MA 01270 RE Jeremiah Abbott 12 08 2004 We at DEMO SCHOOL believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance The development of good habits in these areas will be invaluable to future job performance From 08 20 2002 to 12 08 2004 your son Jeremiah has had the following attendance record KEY P PRESENT EA EXCUSED ABS UA UNEX ABS ET EX TAR UT UN TAR O OTHER CRS SC CRS NAME QTRI TIME TEACHER P ABS EA UAITAR ET UTI O 062 01 English 4 547 01 Music 4 503 Q1 Art 4 084 01 Spelling 4 090 01 Writing 4 202 01 Science 4 204 01 Eistory 4 808 04 PE Elth 103 01 Math 4 094 01 Reading 4 Brown Ja 183 Eaton Ja 175 Delman P 9 Brown Ja 140 Brown Jal 0 Brown Ja 175 Brown Jal 9 Glennon 149 Brown Ja 149 Brown Ja 149 Be ps ta ko ta ta ta jey PRR RRRPPPR ra ee 2 0 0 Of Of OF OI 0 0 0 OF Of Ol Ol ol oi of of Of Ol Ol Ol oi of Of Of OF Ol Ol oi 0 of OF OF OF Ol 1 0 OF OF OF OF Ol
123. Today Letter 43 Register Totals 4 Register Code Report 24 Absence Letter wi DATES 44 Daily Records Register 5 Table Report 25 10 Absences Letter 45 Daily Rec 2 codyReg 6 Att Code Search ALL 26 15 Absences Letter 46 Register Search amp Sort 7 Reg Code Search ALL 27 20 Absences Letter 47 Grade by Grade Register Totals 8 Att Code Search TOTALS 28 Tardies Only 48 Register Absence Ex amp Unex 4 Enter The Report Number 9 Reg Code Search TOTALS 29 UNUSED 49 UNUSED 10 Att Code Search DATES 30 Table Report 1 per Student 50 UNUSED 11 Reg Code Search DATES 3D UNUSED OO 51 UNUSED 12 Entry Codes Day 0 32 New Letter 52 UNUSED 13 Entry Code Search 33 UNUSED 53 UNUSED 14 With Code Search 34 Att Code Search All 54 UNUSED 15 Enrollment Totals 35 Tardy Totals List 55 UNUSED 16 Daily Records 43 days 36 Absence Totals Report 56 UNUSED 17 Daily Records 53 days 37 UNUSED 57 UNUSED 18 DAILY RECORDS 2 cd 38 UNUSED 58 UNUSED 19 DAILY REC 2 cd wide 39 UNUSED 59 UNUSED 20 Att Code on Final Date 40 UNUSED 60 UNUSED Copy Delete Exit Select Select the report you want to edit using one of two methods Typing the report number and pressing Enter Highlighting and
124. You will use the EQUAL DATE to ensure that students who were found the last time that you checked your attendance data will not be found again For example assume that every Friday you print a list containing all of your students exceeding 10 absences in any of their full year courses The computer will find any student who has violated one or more of these limits on or after your equal date In particular if a student has more than 10 absences in a full year course as a result of attendance she has received BEFORE the equal date she will not appear on the list for this course However if she acquired her eleventh absence on or after the equal date then she will appear on the list Consequently your equal date will usually be the day after you last checked students period attendance data If your equal date is the first day of school the computer will find all of your students exceeding any of your limits Period Attendance 7 41 7 42 Report Writer Setting Report Writer Task Specifications Period Attendance Page 2 of Report Writer Task Specifications Specification 8 SEM QTR LIMITS ALL YEAR LIMITS 9 E MULTI SEARCH LIMITS Description If you set this specification so that the limits for SEMESTER amp QUARTER courses equals the limit for ALL YEAR courses whatever you enter for all year courses in Specifications 9 E will automatically be entered for semester and quarter courses If you set this specifi
125. al scanner setup see the Winscan 3 0 User Reference Manual for complete instructions on configuring and using your NCS scanner mm Administrator s Plus WinScan Initialization AG Scanning n ve Saeed Scanner Configuration xi Port COM1 m Transport eae Model T Transport Printer Data Bits 7 Parity Odd T Bar Code T Select Stacker Stop Bits 2 m Communications Data Bits p Parity Stop Bits Port comi F bg gt T H C7 Odd c1 Baud 9600 C8 C Even 2 CN Timeout 10 a IV Write Operations Log cane 5 12 Period Attendance Enter Period Attendance Scanner Entry Scanner Entry Window Administrator s Plus Attendance TA lt 4 Scanning Attendance Plus SCANNING ATTENDANCE INTO WORKSHOP HIGH SCHOOL 2002 03 DAILY ATTENDANCE Put your Scan Forms into the scanner then click on Start Scanning Start Seanning Processing Student Name La m a Li Lt Stop ing Keefe Mary AE Scanning the TUESDAY column on the Scan Form E R into day 89 10 30 2001 in your school calendar Selected Cod i U T Adjust Sensitivity existing attendance codes will not be replaced Setup Printer Scanner Entry Window Options Option Definition Start Scanning Click to begin the scanning process Stop Scanning Click to end the scanning process Reset Scanner The Reset Scanner option allows you to reset the configurations for your scanner It s
126. arch List Students gt Search Limit in All Courses Combined 7 14 9 MULTI LIMIT SEARCH LIST THE DATES FOR EACH COURSE gt LIMITS 7 15 10 Attendance List for Today List Each Period s Attendance 7 16 11 Attendance List for Today In Sorted Order By Grade Level 7 17 12 Homework Assignment Forms For Student s Absent Any Period 7 17 13 Letter with Attendance Table Print For Selected Students 7 18 14 Search Letter One Letter Per Student With At Least 1 Course gt LIM paan 7 19 15 Search Letter 1 Letter for Each Course gt Search Limit 7 20 16 Letter 1 Letter for Each Course Missed Today 7 21 17 Letter Print A Multi Limit Search Letter for Each Course gt Limit 7 22 18 Report For Selected Students Print ASummary Table 7 25 19 Report for Selected Students Print A Summary Table amp Details 7 26 20 Report for Selected Students Day By Day Analysis Abbreviation GOUT ia es dak MAGAWA 7 27 21 Report for Selected Students Day By Day Analysis Full Codes 7 27 22 27 User Defined Reports ANO hk hut Hin Molen hw ng 7 27 Troubleshooting Tasks 7 28 Setting Report Writer Task Specifications 7 29 Report Writer Print Menus 7 45 Primary and Secondary Filters 7 46 Print Which Students 7 47 Print Which Section 7 48 The Pre Defined Reports
127. ate interval specified The columns include P PRESENT ABS ABSENCES not designated excused or unexcused EA EXCUSED ABSENCES UA UNEXCUSED ABSENCES TAR TARDIES not designated excused or unexcused ET EXCUSED TARDIES UT UNEXCUSED TARDIES O OTHER Any attendance code linked to register code 1 ABSENT will be listed under the ABS EA or UA columns When you enter attendance codes you may designate them as either EXCUSED UNEXCUSED or neither Those not designated as either excused or unexcused will be listed under the ABS column You can think of non designated codes as codes PENDING a designation Similarly any attendance code linked to register code 2 TARDY will be listed under the TAR ET or UT columns Any attendance code linked to any other register code or not linked at all will appear under the OTHER column The following is a summary of the available function keys ESC Exits back to the main menu F2 REG Presents a REGISTER CODE VIEW of the currently highlighted course A REGISTER code view is similar to an attendance codes view except that everything is reduced to absences tardies and dismissals F4 PREV Presents the period attendance for the previous student by ID number in the current grade level F5 NEXT Presents the period attendance for the next student by ID number in the current grade level F6 LOOKUP Pops up a window listing ALL of the students in your school Pick the student of your ch
128. ating to 4 7 Overview of 4 2 Program Screen 4 8 to 4 9 Changing Attendance Default Calendar in Attendance 4 29 Changing Membership Value of a Calendar 4 30 Changing Membership Value of a Calendar for a New Day 4 31 Code 1 Slot 3 6 Code 2 Slot 3 6 Code Slot in Enter Attendance 5 7 Codes report writer 7 64 Correct Attendance Code View 3 7 Calendar View 3 6 Navigating to 3 3 to 3 4 Register Code View 3 8 Specifications 3 11 3 11 to 3 12 Step by Step 3 13 to 3 16 Creating Alternate Calendars 4 15 D DataBase Module using with alternate calendars 4 34 Date Calendar 4 9 Default Attendance Code 5 7 Attendance Code List 1 9 Grade Level 5 7 5 16 Register Code List 1 5 Time 5 17 Deleting Attendance Codes 1 19 Calendar Days 4 11 Register Codes 1 16 Reports 7 55 E Edit Attendance Data for one Student 3 16 Period Attendance Data for one Student 3 14 Edit Menu in View Edit Letters Reports 7 55 to 7 56 Editing Attendance Codes 1 18 membership values 4 25 Register Codes 1 15 the Calendar 4 3 Enter Attendance for a Date Already in the Calendar 5 10 Enter Daily Attendance Scanner Entry 5 12 to 5 14 Enter Period Attendance Include Previous Attendance Data 5 11 Enter Time 1 13 Entry 3 9 Codes 3 9 Entry and Withdrawal Codes 3 9 Entry Specifications period attendance 5 15 Excused Unexcused and Blank 1 11 1 13 1 18 Exisiting Students Index ii assigning alternate
129. ation 7 Register Code for Searches set to the correct register code In general you will be searching on register codes and not attendance codes therefore you will usually be concerned with Specifications 7 and 8 Reg Searches Which Att Codes and you will ignore Specification 9 Attendance Code for Searches If Specification 2 Print Letters Reports For is set to find all students with a particular register code usually Absent or Tardy on the end date usually today then Specification 7 determines on which code the computer will conduct its search Is Specification 8 Reg Searches Which Att Codes set properly In general you will use this specification to tell the computer whether or not you are interested in all varieties of the register code on which you are searching or just the unexcused variety For example if you are looking for students with an unexcused absence on the end date then you need to set Specification 8 to Unexcused Only Some schools give only absences A and excused absences AE they do not give unexcused absences AU In this case they are treating the plain absence as an unexcused absence and they will probably set Specification 8 to Unexcused or Blank If no one shows up on your report try setting this specification to Excused Unexcused and Blank e If you are searching for all students with more or less than a particular register code is Specification A Register Attendance Code Limit set c
130. be for the interval of dates set by specifications 5 and 6 his interval may be changed giving you the option of printing period attendance data for the whole year or just for the current semester or marking period See 5 READ ATTENDANCE START DATE on page 6 7 and 6 READ ATTENDANCE FINAL DATE on page 6 7 for more information Once attendance data has been transferred into a report card column you may view and change it with the VIEW CHANGE ADD DROP program in REPORT CARDS PLUS just as you would any grade or comment code Period Attendance 6 11 View Period Attendance Transferring Period Attendance Data To Report Cards Plus 6 12 Period Attendance Report Writer lahi gaxo 3 0 Ie NPA ahnbe ee ewes 6 7 3 Period Attendance Report Writer Overview 7 4 Printing Period Attendance Reports 7 5 Editing Reports 7 8 Report Writer Tasks 7 9 1 Print an Advisor s List 7 10 2 Print An Advisor s List In Sorted Order By Grade Level 7 10 3 Export Advisor s List To An ASCII File For Use By The Phone Master 7 12 4 Print a Skip List For Students Both Present And Absent Today 7 12 5 Print a Skip List For Students With Any Attendance Entry For Today 7 13 6 Search List Each Course Exceeding the Search Limit 7 13 7 Search List the Dates For Each Course Exceeding The Search Limit7 14 8 Se
131. bels by sections These specifications work in conjunction with the COURSES NOT TO PRINT specifications For example if you choose to include courses 100 through 900 and exclude 400 through 500 you will only see courses 100 through 399 and 501 through 900 on reports Page 2 of Report Writer Task Specifications Specification 1 START GRADE FOR ALL GRADES 2 END GRADE FOR ALL GRADES 3 INCLUDE BLANK SEARCH SORT CATEGORIES 4 ACTIVE INACTIVE STUDENTS Description These specifications define which grade levels will be used if you select the ALL GRADES option For example if you are a K 12 school and want a report for just grades 9 12 set these specifications to grade 9 and grade 12 respectively Since the Start Grade must be earlier than the End Grade it may be necessary to set the End Grade before you set the Start Grade When you search for students in a certain Data Base category you must decide whether or not to include students who do not have an entry in that category Answer Yes if you want to include them otherwise answer No For example assume that you are printing the attendance register sorted by sex If you say yes to this option you will get one register for males another for females and a separate register for those students who have not yet had their sex entered into the data base i e those with a blank category Your reports may include just active students just ina
132. blish the relationship between Attendance Codes and Register Codes Any Attendance Code may be linked to up to two Register Codes When you use Register Code Links Attendance Plus counts both the Attendance Code as well as the linked Register Code For example if you link the Attendance codes Excused Absence Period Attendance 1 9 Register amp Attendance Codes Attendance Codes Unexcused Absence and Medical Absence to the Register Code Absent then a student who has 3 Excused Absences 2 Unexcused Absences and 5 Medical Absences will have 10 of the Register Code Absent DEMO SCHOOL 06 17 2001 GRADE 11 ATTENDANCE REPORT FROM 09 01 2000 THRU 06 17 2001 BY INDIMDUAL STUDENTS Mitzie Jones 019 ABSENT 10 00 DATES 09 13 11 01 11 15 11 16 11 17 11 18 11 19 12 23 01 28 02 11 Register Code View report for one student showing totals and dates for the Register Code Absent 06 17 2001 DEMO SCHOOL GRADE 11 ATTENDANCE REPORT FROM 09 17 2000 THRU 06 17 2001 BY INDIVIDUAL STUDENTS Mitzie Jones 019 ABSENCE EX i 3 00 DATES 12 23 01 28 02 11 ABSENCE UN E 2 00 DATES 09 13 11 01 ABSENCE MEDICAL 5 00 DATES 11 15 11 16 11 17 11 18 11 19 Attendance Code View Report for the same student as above showing totals and dates for the Attendance Codes Absence Excused Absence Unexcused and Absence Medical NOTE If you choose not to insert a Register Code Link the Attendance Code is counted as Present Register Code Li
133. bs amp Tar 3 in the amount of 1 Each Tardy Attendance Code will be linked to the Register Code Tardy with an amount of 1 as well as to Abs amp Tar 3 in the amount of 0 333 Excused or Unexcused Register Code Links Specifying E Excused or U Unexcused with a Register Code link allows you to perform Register Code searches which include only Excused or Unexcused Attendance Codes An example of this type of search would include all students with more than 5 excused absences even if you have several absence codes that are considered excused that is Excused Absence and Medical Absence If the E U designation is blank the code will be eliminated from this type of search Period Attendance 1 11 Register amp Attendance Codes Attendance Codes Window Attendance Codes Window 1 12 Period Attendance The Attendance Code Window allows you to add edit or delete Attendance Codes In addition the entire list of Attendance Codes may be printed View Edit Or Print Attendance Code List i loj x Register Codes Attendance Codes RECORD 8 CODE Te DESCRIPTION TARDY EX CODE AMT E U TIME LINK lt B efore A fter gt C Before After TIME LINK TIME lt HRS MIN gt i100 Bi USE THE SHIFT TAB KEY TO MOVE TO A PREVIOUS FIELD BA ka OFZ paa re re rere ie reser x O O O O OOO A oo Field Name Record Code Description Enter Time Y N Time Linked
134. cation so that the limits for SEMESTER amp QUARTER courses DO NOT equal the limit for ALL YEAR courses whatever you enter for all year courses will be divided by two for semester courses and divided by four for quarter courses A multi limit search allows you to conduct one search for students exceeding different limits for all year semester and quarter courses You may enter up to 6 different sets of limits which in turn can be used to generate six slightly different letters depending on the limit the student exceeded A multi limit search is used by a school with the attendance policy like the one described in the following letter DEMO SCHOOL 38 East Brook Drive Hampden MA 01036 413 566 3495 Peter James Principal Arthur Kilborn Assistant Principal Francis Miller Guidance Director Peter Dawson Assistant Principal 12 09 2004 TO Mr and Mrs Tom Adams 241 Claremont Ave Springfield MA 01009 RE Kenneth Adams The purpose of this letter is to inform you that your son Kenneth has had 12 total absences in my Computer 1 class from 09 20 2004 to 12 08 2004 According to the School Board Attendance Policy a student who misses 14 class periods in a semester course or 27 class periods in a full year course will lose credit for that course The school will notify parents after the 5th 9th and 11th absences in a semester course and after the 10th 18th and 22nd absences in a full year course Because this is a semester cou
135. ce In this example the specified Time Linked Code Half Absent will be recorded in the Code 2 slot when a Tardy code is entered after 10 00 Time Linked Codes can also be used for students who are dismissed before a specified time see page Time Linked Attendance Codes on page 1 7 Period Attendance 1 7 Register amp Attendance Codes Attendance Codes Period Attendance usually does not use half absence Students are usually marked either tardy or present for a specific period Although each attendance code may be linked to up to two register codes only the first link is used by PERIOD attendance Enter the register code to which you want this attendance code to be linked Normally absence attendance codes will be linked to the register code absent tardy attendance codes will be linked to the tardy register code and so on Other codes like R for return from a dismissal or FT for field trip that indicate a type of presence will not be linked to any register code Enter an E if the attendance code is excused a U if the attendance code is unexcused or leave it blank if it is pending When you do searches by register codes you have the option to break the search down to only excused unexcused or pending codes NOTE In order for a Time Linked Code to be automatically recorded the Tardy or Dismissal code with a time link must be the first attendance
136. ce Data After accepting the date the following window prompts you to choose whether or not to include Previous Attendance Data Previous Attendance Data is any attendance already recorded for the selected calendar day It may have been recorded using the Enter Daily Attendance Correct or Batch Entry programs If you choose option 1 Include Previous Attendance Data students who have already received attendance codes for that day will appear on the Enter Daily Attendance window You must choose this option if you wish to edit and or print previously entered attendance data on the daily Period Attendance 5 11 Chapter 5 Enter Period Attendance Scanner Entry attendance bulletin If you choose not to include previous attendance data these students will not appear on the Manual Entry window see page Entering Period Attendance on page 5 2 and will not print on the daily bulletin Scanner Entry After selecting the Scanner MAKE SURE THE SCANNER IS TURNED ON BZ Entry option from the Enter 2 If the scanner is not turned on then Daily Attendance MENA JON 1 will be asked to verify that tum the scanner on wait 30 seconds your scanner is turned on Clicking OK at this message opens the Scanner Configuration window shown below The settings displayed in the Scanner for the scanner to power up then click on OK Configuration window should match the information scanned in using the Host Port Communication Sheet during the origin
137. ce Specifications Specification 1 DISPLAY BY PERIODS OR COURSES Description PERIOD ATTENDANCE PLUS can display students attendance by periods or by courses If you are not using Scheduling Plus and you do not wish to enter each student s schedule into the computer PERIOD ATTENDANCE PLUS will allow you to display period attendance by periods as opposed to by courses In other words the computer will be able to tell you how many times a student was present or absent for PERIOD A but will not be able to tell you that student s attendance in a particular course If a course met each time that PERIOD A met all year long the attendance for PERIOD A and for the course would be identical However if two different courses met during the week in PERIOD A the attendance for both of these courses would be combined as the PERIOD A attendance Similarly if you have quarter and semester courses viewing attendance by periods would combine the attendance for a course meeting PERIOD A the first semester with that of a course meeting PERIOD A the second semester If you have entered students schedules the computer will be able to properly separate the attendance for these two courses If you are viewing attendance by periods you do have the option to look at the attendance for only a particular quarter or semester thereby effectively separating these courses If you are viewing attendance by courses the computer will ignore those c
138. ct a student in the specified default grade level simply by typing in their 3 digit record number To change the Default Grade click the arrow on the drop down menu or type the 5 digit grade level and record number combination of a student within the new grade level For example if the default grade level is 9 and you need to enter attendance codes for students in grade 10 type in 10005 to select student 5 in 10th grade To select the next student you need only enter the 3 digit record number The Default Code is automatically entered into the Code 1 slot after a student name is selected This column keeps a count of the students or staff members as you enter the attendance To select a student or staff member within the default grade level type the 3 record number in this field To select a student or staff member in a grade other than the default grade level type the 5 digit record number in this field To select a student or staff member and an Attendance Code other than the default type in the 3 or 5 digit record number plus the desired Attendance Code For example 12035T After a record number has been entered the name of the selected student or staff member appears in this field Enter the first Attendance Code for the selected student or staff member You can edit all of the period attendance data for any student by high lighting that student s name To high light a student s name click F3 View and then click the
139. ctive students or both active and inactive students Inactive students are students who have withdrawn from your school Usually legal attendance registers require that inactive students be included On the other hand if you are sending attendance letters you certainly do not want to include inactive students Report Writer Setting Report Writer Task Specifications Page 2 of Report Writer Task Specifications Specification 5 ATTENDANCE CODES ALPHA NUMERIC 6 SEARCH MODE 7 MULTI SEARCH EQUAL DATE Description This specification determines whether the attendance codes in a table will print in numeric or alphabetical order This specification determines how your searches are conducted INDIVIDUAL COURSES Searches will be conducted on individual courses Any course that exceeds the search limit will be considered a FOUND course and will appear on the report ALL COURSES COMBINED Searches will be conducted on all courses combined For example assume that the search limit is 40 absences The total number of absences a student has in each of her courses will be added together and the student will only appear on the report only if this SUM is greater than 40 The EQUAL DATE is used to ensure that the same MULTI LIMIT letter is not printed again for a student Multi Limit searches are described under task 17 Letter Print A Multi Limit Search Letter for Each Course gt Limit on page 7 22 EQUAL DATE
140. d first period but present for the rest of the day 2 Print An Advisor s List In Sorted Order By Grade Level This task is similar to the first task with the exception that the report it produces can be used to print one grade level after another In the previous report if you choose ALL GRADES COMBINED in the print menu your entire school will be printed Report Writer Report Writer Tasks alphabetically with students from the various grade levels mixed together If you choose this second task and then choose ALL GRADES ONE AT A TIME in the print menu the following report will be produced DEMO SCHOOL ADVISORS REPORT ABSENT FOR 12 08 2004 ALL GRADES GRADE PK D NAME ATTENDANCE HOME PHONE PARENT GUARDIAN WORK PHONE PK003 Camille Adams Ayu 413 444 6207 Ms Eleanor Adams 413 555 0002 Period Attendance 7 11 Report Writer Report Writer Tasks 3 Export Advisor s List To An ASCII File For Use By The Phone Master This task permits you to export to an ASCII file the same names that would have been printed on the advisor s lists in the previous two tasks This file can be used by the PHONE MASTER automatic caller to telephone the homes of absent students The name of the file is SCRATCH ASC and can be found in the current data directory For each student the ASCII file will contain a 36 character record The first 20 characters will consist of the student s name while the last 16 characters will consist of the phone number
141. d then single click Next FA Attendance Plus Menu JO a E 2 From the Attendance Plus Attendance Plus KE Register amp Attendance Codes _ B Per Report Writer Menu 2 Print HR Attendance Forms C Per Register e Press the 3 key 3 Print Period Attendance Forms Main Menu OR 4 Enter Daily Attendance e Double click 3 Print Period Attendance 6 Attendanc Forms OR 7 Calendar i 8 Batch Entry e Single click Print z Period Attendance 9 Per Enter Period Attendance Forms and then A Per View Attendance click Next Period Attendance 2 3 Print Period Attendance Forms Navigating to Print Period Attendance Forms Data Base Shortcut Bar Attendance 1 Click Attendance 2 Click Period Forms Right Click Menu 1 Right click the Administrator s Plus background 2 To select the Register Code Window choose Print Attendance PR Attendance Forms View Edit gt Enter L Data Base New LA Attendance HR Attendance Forms n naam y Reportcards Il Wi GERD Alamang Scheduling Daily Report Writer Discipline Period Report Writer Billing Period Register Page Setup Reports Conversion Restore Utility Toolbar Menu Discipline 1 aa From the Modules menu choose Attendance Plus Print Period pagan Attendance Forms Modules Window Help Data Base Plus L DIAA cores Pila Register amp Attendance Codes Report Cards Plus gt Print HR Attendance Forms
142. double clicking the report The View Edit Letters Reports window will display the body of the selected report The editing tools in the report editing window are described under View Edit Letters Reports on page 7 52 Report Writer Report Writer Tasks Report Writer Tasks Although the PERIOD ATTENDANCE REPORT WRITER is extremely powerful the vast majority of the time you will be using it to perform a handful of standard tasks These tasks are listed on the first window you encounter after you begin the Period Attendance Report Writer Administrator s Plus Export advisor s list to an ASCII file for use by the Phone Master Print a skip list for students BOTH present amp absent today Print a skip list for students with ANY attendance entry for today SEARCH List each course exceeding the search limit SEARCH List the dates for each course exceeding the search limit SEARCH List students gt search limit in ALL courses combined MULTI LIMIT SEARCH List the dates for each course gt limits ATTENDANCE LIST FOR TODAY List each period s attendance ATTENDANCE LIST FOR TODAY In sorted order by grade level HOMEWORK ASSIGNMENT FORMS For student s absent any period LETTER with attendance table Print for selected students SEARCH LETTER 1 Letter per student with at least 1 course gt limit 2 3 4 5 6 7 8 In order to perform one of these tasks you need to do the following 1 Usethe cursor keys to highlight the task
143. dow you will see is the Specifications window that corresponds with your from type chosen Period Attendance 2 5 Print Period Attendance Forms Printing Manual Entry Forms Printing Manual Entry Forms Use the instructions below to print manual attendance forms for your designated daily attendance period To Print Manual Entry Forms 1 Inthe Period Attendance Entry Forms window select Manual Entry Forms and then click Next The Specifications Manual Entry Forms window appears kal Specifications Manual Entry Forms For Period Attendance SPECIFICATIONS MANUAL ENTRY FORMS FOR PERIOD ATTENDANCE 1 WHICH PERIOD L PERIODS 2 INCLUDE SECTIONS MEETING WHEN L SECTIONS 3 PRINT COURSES AND OR STUDY HALLS courses AND STUDY HALLS 9 START COURSE NUMBER f A END COURSE NUMBER p99 B LINE SPACING FOR MANUAL FORMS DOUBLE SPACING Page Setup ENTER SPECIFICATION TO CHANGE 2 Set the specifications as desired on both pages The specifications window allows you to customize the appearance of the forms as well as the information included You will also use the specifications to identify the period designated as your school s daily attendance period The specifications are described below 2 6 Period Attendance Print Period Attendance Forms Printing Manual Entry Forms Specifications Period Attendance Entry Specification 1 Which Periods 2 Include Sections Meeting When 3 Print Courses and
144. down menus select the appropriate grade level Click Add to make the Calendar field available Select the desired alternate calendar from the Calendar drop down menu Use the Enter ID or Name field to select a student Click F10 Accept to confirm and exit this window DA a hb WO ND 4 34 Period Attendance Enter Period Attendance Introd ction 23 04 auto bob ene ees ee 5 2 Entering Period Attendance 5 2 Entering Attendance For a Date Already in the Calendar 5 10 Including Previous Attendance Data 5 11 Scanner Entry han ke eee ees 5 12 Scanner Entry Window 5 13 Corrections and Messages 5 14 Nurse Dismissals 5 14 The Attendance Bulletin 5 15 Changing the Entry Specifications 5 15 Entry Specifications Pages 2 3 5 18 Changing the Print Specifications 5 19 Batch Entering Period Attendance for a Section ck ha a ma 5 21 Receiving Period Attendance From GradeQuick anand Yeas d ues 5 23 Changing Settings 5 23 Period Attendance 5 1 Chapter 5 Enter Period Attendance Introduction Introduction You use the Enter Period Attendance program to record the period attendance for students Attendance Codes can be entered manually or using a scanner The period attendance may also be imported using the Attendance Plus Grade Quick interface After entering the period attendance the program can generate a printed attendance bulletin The bull
145. e Code View see Attendance Code View on page 3 7 and Register Code View see Register Code View on page 3 8 Specifications Correct Attendance SPECIFICATIONS CORRECT ATTENDANCE 2 PRINT WHICH DAYS up TO MOST RECENT DATE 3 CODE VIEW PRINT START DATE 1 01 1980 Ki 4 CODE VIEW PRINT FINAL DATE 05 21 2001 kd 5 VIEW ATTENDANCE CODES OVER 200 Yes C No 6 ATTENDANCE CODE VIEW IN ALPHA ORDER Alphabetical Order 7 BLANK LINE BETWEEN PRINTED CODES Yes C No 8 DISPLAY DATE OF BIRTH OR HOMEROOM Do Not Display Either 9 LOOKUP BY SCHOOL OR BY GRADE C By Grade By School A NEXT PREY ORDER By Record C Alphabetical Page Setup Specifications Correct Attendance 1 Print Days with This specification only affects the printout obtained using the no Attendance F9 Print option while in Calendar view Choose Yes to print Codes each school day even if the student was present Choose No to print only those days on which the student had an attendance entry 2 Print Which You may print all 250 school days or only up to the most recent Days day in the calendar In order to view attendance data that has been entered in advance you must select All Days 3 Code View Print Use Specifications 3 and 4 to set the date interval of the Start Date attendance data displayed in Register Code or Attendance Code view 4 Code View Print Final Date Period Attendance 3 11 3 12 Period Attendance
146. e Member Value The Assign Membership Values window appears i Assign Membership Values MONDAY 03 29 2004 SINo CALENDAR MEMBERSHIP 0 Master School Calendar 1 00 E 1 Morning Kindergarten 1 00 Cancel Esc Duplicate F8 Done F10 4 32 Period Attendance Calendar Changing the Calendar Used by an Existing Student in Attendance Correct 4 Inthe Membership Column select and change the value as desired NOTE Clicking Duplicate will change the values for all calendars in the list to the membership value currently highlighted 5 Click Done to save and exit the Assign Membership Values window and return to the Adding a Day to the Calendar window Changing a Calendar Date At the Adding a Day to Your Calendar window click Change Date 2 Type inthe desired date or use the and keys to advance the date forward or back and then click Next Changing the Calendar Used by an Existing Student in Attendance Correct The the Attendance Correct program lets you change the calendar used by an existing student To change the Calendar Used by an Existing Student in Attendance Correct 1 Inthe Attendance module click Correct The Correcting Attendance window appears re Correcting Attendance Grade K Specifications Calendar View C Reg Code View Att Code View Ce a CS RA 124 Friday 03 07 2003 125 Monday 03 10 2003 126 Tuesday 03 11 2003 127 Wednesday 03 12 2003 128 Thursday 03 13 2003 129 Friday 03 14 2
147. e current task to its original in defaults You may even design your own reports and link them to any task including the user defined tasks Period Attendance 7 49 Report Writer 7 50 Period Attendance The Pre Defined Reports This section briefly describes each report including to which task if any it is linked For further information on these reports see Report Writer Tasks on page 7 9 which explains each task in detail Reports that are not linked to tasks will receive their detailed explanation below Report Pre Defined Reports Report Number Description 1 ADVISOR S REPORT 2 ADVISOR S REP SORT 3 PHONEMASTE R EXPORT 4 SKIP LIST SORT OR NOT 5 SEARCH LIST 6 SEARCH LIST amp DATES 7 MULTI SEARCH LIST 8 SEARCH COMBO LIST 9 TODAY S ATTENDANCE 10 TODAY S ATTEND SORT This report is linked to task 1 PRINT AN ADVISOR S LIST This report is linked to task 2 PRINT AN ADVISOR S LIST IN SORTED ORDER BY GRADE LEVEL It has a different header than Report 1 so that it can be printed sorted by grade levels In particular you can choose the ALL GRADES ONE AT A TIME option and the report will say GRADE 9 followed by grade 9 data and then GRADE 10 followed by grade 10 data etc This report is linked to task 3 EXPORT ADVISOR S LIST TO AN ASCII FILE FOR USE BY THE PHONE MASTER This report is linked to task 4 PRINT A SKIP LIST FOR STUDENTS BOTH
148. e end of each marking period before printing your report cards Otherwise the attendance data that you transferred at the end of the previous marking period will be printed on the new report cards To print students period attendance on their report cards you must first use the CUSTOMIZE program in DATA BASE PLUS to set up one or more report card columns for students period attendance data These columns will come from the available report card columns or the two comment columns To use one of the available report card columns you must identify it as an ABSENT column If you have the available columns you could have one column for absences and another for tardies Or you could have one column for excused absences and another column for unexcused absences NOTE You can transfer period attendance to only one column at a time Use Specification C to set the column for which you want to do the transfer See specification C RC INTERFACE REPORT CARD COLUMN on page 6 8 Specification C allows you to select a column from those you have designated as ABSENT columns in the CUSTOMIZE program or from your two comment columns If you use a comment column the number of attendance infractions will be entered into the comment column like a comment code That is to say if a student has two absences in a particular course transferring the number of absences to a comment column amounts to giving that student comment 2 It is up to you to set your
149. e main window appears Administrator s Plus D c c c 2 KI Cc x KJ ENTER PERIOD ATTENDANCE THURSDAY 11 18 2004 DAY 181 PERIOD A 1 Manual entry 2 scanneR entry 3 cOrrections amp messages 4 Nurse dismissals 5 Print bulletin 6 Inspect change entry specifications 7 inspecT change print specifications 8 apply Daily attendance absences only 9 applY daily attendance abs amp tar A batch enter for a Section B receive from Grade quick C cHange settings D End program DI 7 Select your option and then click Next Enter Period Attendance Entering Period Attendance The options are described in the following table Enter Period Attendance Menu Options 1 Manual Entry 2 Scanner Entry 3 Corrections amp Messages 4 Nurse Dismissals 5 Print Bulletin 6 Inspect Change Entry Specifications 7 Inspect Change Print Specifications 8 Apply Daily Attendance absences only 9 Apply Daily Attendance abs amp tar Opens the Manual Entry window Opens Winscan the scanning program used for scanner attendance entry See Scanner Entry on page 5 12 Lets you to correct messages printed on the attendance bulletin Lets you type nurse dismissals for the daily attendance bulletin Generates the daily attendance bulletin Opens the Entry Specifications so you may customize the settings for attendance data using manual entry scanner entr
150. e the two leading spaces The code ZAMT would print the number as just 7 Use this code rather than the previous one in table or charts so that all numbers will line up This code will be replaced by the words less than if doing a less than search or more than if doing a greater than search This code will be replaced by the appropriate remedy in a multi limit search Remedies are set by the REMEDY code above The period of the current found course The attendance code for the date being searched for found courses Entering a zero after the colon will print the full description of the code Otherwise entering a 1 to 4 will print from 1 to 4 characters of the code The same as the previous code but it will be the key period attendance for the date being searched Period Attendance 7 69 Report Writer Period Attendance Report Writer Codes Other Codes That May Be Used Anywhere Code Description NM1A Will print the student s ID number and name in the following format with the first name first 12068 Richard Rediker It will only print one time per student even if you are doing a search where the report is printed one time for each course For example the following report lists all of the courses exceeding a search limit for each student If standard codes such as FN and LN were used Richard s name would have printed to the left of each course instead of in the following format NM1B The sa
151. e to print only sections meeting during the current quarter or semester or all sections You may print forms for courses only study halls only or both courses and study halls Determines whether or not to display attendance information about individual students within a teachers class Options include Do Not Show Ensures student data does not appear in the report e Daily Details Only Prints only student attendance codes for each school day within your specified date range Summary Only Prints the total number of excused unexcused and pending absences and tardies as well as other attendance codes e Daily Details 4 Summary Data Prints both daily details and summary data for students Allows you to print attendance data for specific a date interval and or year to date Determines whether to list as a sum all pending blank excused and unexcused absences all together or print each entry detailed separately Determines whether to print one page per teacher one page per section or to use a few pages as possible to save paper Period Attendance 2 15 Print Period Attendance Forms Using the Period Attendance Forms Print Menu Specifications Period Attendance Reports by 8 Interval Start Date 9 Interval End Date B Start Course Number C End Course Number Teacher Only attendance codes occurring in this date interval will be read In other words only entries in this interval will be count
152. e two types of blank manual grade entry forms This type has the course name and other information about the section printed at the top If you use this type one form must be printed for each course section which will take longer than printing one copy of the previous sample and subsequently copying it for each section PERIOD B GRADE 9 Martindal Cara UA Miller Kile UA Robi nson Walter UA Abarno Fra Mr Smith Bergeron M NONE Buffone Ka Ms Jones ANYWHERE HIGH SCHOOL school day 94 GRADE 10 GRADE 11 Denis Catherine UA Desrocher ohn Hebert Thomas UA Fowleer Francis Moreau Matthew UA Headrick Joan Ortolani Keith UA Hill Keit Powers Tina UA Howard Ti mot hy Kuendi g Amy Lange Todd Leite Rut Luginbuhl Collin Miller Hannah Olis Robert ABS 5 ABS 10 TAR 0 TAR 1 DIS 0 DIS 0 NURSE DISMISSALS Use this column for yesterday s nurse dismissals Examples For 02 01 Sara Jones 87 12 00 TUESDAY 02 02 Andrews Mi chae Bunick Caly Connors Mary Daugherty Jane Dudek Douglas Fecko Susan Hil debran Keith LaPenta Raymond Mitzkovit Ellen Redi ker Rachel Royce Morl ey Swanson Si gmund Reilly Edward m FIT SF Se IT Se Se LS LS LS peo ABS 11 TAR 2 DIS 0 CORRECTIONS amp MESSAGES 1996 m gt gt gt TITI Se TI TI SF AF LS 4T Use this column for messages or for late cor
153. e used for a few brief school wide messages Nurse Dismissals This is also a message section at the bottom of the bulletin As with the Corrections Section whatever you type will appear on the bulletin This section is normally used to list nurse dismissals for the previous school day because those students were present in homeroom and not listed on the previous day s bulletin It is suggested that the first line give the date for these dismissals 5 14 Period Attendance Enter Period Attendance The Attendance Bulletin The Attendance Bulletin The Daily Attendance Bulletin lists students and staff members with daily attendance entries Student names are printed alphabetically with a separate column for each grade level Staff attendance and student attendance totals are printed below Use the Enter Period Attendance Print Specifications see Changing the Print Specifications on page 5 19 and Page Setup see Page Setup on page 7 61 to format the bulletin according to your preferences Changing the Entry Specifications Clicking Inspect change Entry Specifications in the Enter Period Attendance window displays the Specifications Period Attendance window kal Specifications Period Attendance DER DATA ENTRY SPECIFICATIONS PERIOD ATTENDANCE 1 INITIAL DEFAULT GRADE GRADE 9 2 INITIAL DEFAULT ATTENDANCE CODE AU fs 3 DUPLICATE THIS PERIOD FOR ALL PERS Yes No 4 STOP IN CODE FIELD C Yes No 5 DISPL
154. ecification C must be set to a number large enough to exceed the total number of homerooms plus the total number of course sections plus the total number of study halls for which you print scan forms To Print Scanner Forms In the Period Attendance Entry Forms window select Scanner Entry Forms and then click Next The Specifications Scanner Entry Forms Window appears kal Specifications Scanner Entry Forms For Period Attendance SPECIFICATIONS SCANNER ENTRY FORMS FOR PERIOD ATTENDANCE 1 WHICH PERIOD LL PERIODS 2 INCLUDE SECTIONS MEETING WHEN L SECTIONS 3 PRINT COURSES AND OR STUDY HALLS COURSES AND STUDY HALLS 9 START COURSE NUMBER f A END COURSE NUMBER p99 B SIZE OF SCANNING FILE e000 NEXT FREE RECORD pa Page Setup ENTER SPECIFICATION TO CHANGE Set the specifications as desired on both pages The specifications window allows you to customize the appearance of the forms as well as the information included The specifications are described below Print Period Attendance Forms Printing Scanner Forms Specifications Scanner Entry Forms Specification 1 Which Periods 2 Include Sections Meeting When 3 Print Courses and or Study Halls 4 Heading for Day 1 5 Heading for Day 2 6 Heading for Day 3 7 Heading for Day 4 8 Heading for Day 5 9 Start Course Number A End Course Number B Size of Scanning File Next Free Record Description Choose any period A through X
155. ed when tallying the totals When printing students disciplinary records if an incident did not occur in this interval it is though it never occurred Use the start and end course numbers to specify a range of courses to print To print for all courses set the Start Course Number to 1 and the End Course Number to 999 Using the Period Attendance Forms Print Menu After you select which entry form to use the corresponding specification window appears After setting these specifications a print menu appears Use the Print menu to limit printing by section or teacher Each print option is described in the following table 2 16 Period Attendance Administrator s Plus PERIOD ATTENDANCE ENTRY FORMS OM 1 All sections studies o 2 Range of teachers 3 individual Teachers 4 individual Sections C 5 individual stUdies c c 6 Inspect Change specifications 7 End program D DO Period Attendance Forms Print Menu Option 1 All Sections Studies 2 Range of Teachers 3 Individual Teachers Description Prints forms for all sections and or study halls found in students schedules Prints forms for a range of teachers by teacher ID number After choosing this option you must select a start teacher and end teacher from a lookup window Prints forms for individual teachers Choosing this option opens a window in which you must type in or look up the specific teacher s you wish to include
156. elete function when a user has accidentally opened the Enter Attendance program on a non school day NOTE When you delete a day from the calendar all attendance data for each subsequent date moves back one calendar day To Delete a Calendar Day 1 Use the up and down arrow keys or your mouse to highlight the desired calendar day 2 Click F8 DELETE Printing the Calendar The print function will generate the print out similar to the one shown above It displays all 250 possible school days School days that have not yet taken place show for the date To Print the Calendar 1 From the Calendar Program screen press or click F9 Print The printed calendar appears in a print preview window 2 Click F9 Print to send the document to the printer Period Attendance 4 11 Calendar Calendar Program Window View Edit the Period Rotation Use the following procedure view and edit the period rotation schedule To View Edit the Period Rotation 1 From the Calendar Program window click the Enter Scheduling Rotation for Period Attendance button The Enter Scheduling Rotation window appears Enter Scheduling Rotation bo cs a ROTATION S B1BICIDIEI FIGI a2B2c2D2E2F262H2 O JasB3caD3EaF3a3 H3 Jassacapaeaaaa a ca oe Desc ra o le fa fo fo 7 lte lto F0 aa a aaa NOTE For more information on setting up the period rotation see Setting Block Rotation on page 4 3 2 Change the r
157. ences or a course with an entry date on the end date and so on Note that all options for Specification 2 of the Initial Specifications screen Print Letters Reports For except ALL SELECTED STUDENTS are considered searches For example if you set this specification to find all students with some register code on the end date you are doing a search and the following codes are valid The sign after the colon should be replaced by a number indicating the number of spaces to allocate for the variable For example ZCRN 10 would allocate 10 characters for the name of the course If the course name was less than 10 it would be padded to 10 with spaces If it was more than 10 it would be truncated If you put a O zero in for the enough space will be allocated to print the entire course name In other words a 7 character name will be given 7 spaces Use zero for letters and some other number for columnar reports Search Codes That May Be Used Anywhere Code Description ZCRN The name of the found course ZCRT The meeting time for the found course ZCRQ The quarter for the found course ALL or Q 1 or S 1 etc ZCRS The staff name for the found course LAST name first ZCRS2 The staff name for the found course FIRST name first ZCRC The number and section of the found course e g 121 01 ZCRP PERIOD ATTENDANCE code description words for the found course for example ABSEN
158. endance Correct Navigate to Correct Shortcut Bar Click Attendance Click Correct Right Click Menu Right click the Administrator s Plus Odyssey background To select the Register Code window choose View Edit Daily Attendance Addresses Daily Attendance Period Attendance New Grades z Schedules ee Incidents Discipline Invoices Toolbar Menu Click Modules Choose Attendance Plus Correct Modules Window Help Data Base Plus gt SSS Pia aag Register amp Attendance Codes Report Cards Plus Print HR Attendance Forms Scheduling Plus gt Print Period Attendance Forms Discipline Plus Enter Daily Attendance Billing Plus b b Attendance Report Writer Calendar Batch Entry Per Enter Period Attendance Per View Period Attendance Per Report Writer Per Register Hot Key Shift F2 In Administrator s Plus each module contains one program which allows users to view information on a student by student basis These programs are referred to as Hot keyed programs Hot keys are function key combinations which allow you to jump directly from a student s record in one module to the same student s record in another module For example from Kathy Albrecht s Data Base Plus Address window you can instantly access her Attendance Correct window by pressing Shift F2 or by clicking the Attendance Hot key button on the toolbar menu The Hot key used to access a st
159. eports in the Attendance Report Writer can be exported as an ASCII file You may also create customized reports containing only the information you wish to export This information can then be imported into other programs Period Attendance 7 3 Report Writer Period Attendance Report Writer Overview Period Attendance Report Writer Overview 7 4 Period Attendance The following list provides a quick overview of how to navigate the Attendance Report Writer Each step is described in greater detail later in this chapter Select a Task Tasks are pre defined sets of specifications By choosing a task you avoid having to reset the specifications each time you want to print a report Set the Specifications The specification window allows you to select the active report and limit the parameters of the report If necessary you can adjust the specifications to limit or expand the information included on the report Select Print Menu Options You can place further limitations on the information included in the report using the Report Writer print menus These menus also allow you to sort the report by grade level or search for students based on data base field entries Preview and Print the Report The print preview window allows you to view the report on window before sending it to the printer After viewing the report you can either print it directly from the print preview window or exit and make any necessary changes If your school has p
160. er to enter schedules into the computer student by student use the VIEW CHANGE ADD DROP program in REPORT CARDS PLUS You may use this program to change students schedules at any time and to print add drop forms For further details see the chapters in this manual describing the VIEW CHANGE ADD DROP program In order to enter students schedules into the computer with a scanner use the PRINT SCHEDULE SCAN FORMS program in Report Cards Plus to print students names and ID numbers on the scanner forms which will be used by students to bubble in their schedules Then use the SCAN SCHEDULES program in Report Cards Plus to scan the information on these forms into the computer For further instructions see the chapters in this manual called PRINT SCHEDULE SCAN FORMS and SCAN SCHEDULES e Once you have entered students schedules into the computer you may use the ENTRY FORMS program to print course section rosters 2 Use the CALENDAR program to tell the computer the order in which your periods blocks meet each day You must do this with the CALENDAR program even if you have already done it through SCHEDULING PLUS For further details see the chapter in this manual describing the CALENDAR program You may also use the CALENDAR program to print and correct your school calendar 3 Use the REGISTER AND ATTENDANCE CODES program to edit your list of REGISTER CODES and your list of ATTENDANCE CODES These two lists are the heart of your attendance sof
161. ership value You can change the calendar you use for that particular day or period as well as change the actual membership value for that Calendar NOTE The very first time you open either Enter Daily Attendance or Enter Period Attendance will display a warning message that asks you to confirm that you are entering a day to the calendar Click Yes to proceed To Select an Alternate Calendar When First Opening an Attendance Program 1 Opening either Enter Daily Attendance or Enter Period Attendance displays the Adding a Day to the Calendar window appears Enter Daily Attendance LAST DATE THE ATTENDANCE WAS DONE 09 03 2003 LAST SCHOOL DAY NUMBER 136 If you decide to continue the date MONDAY 03 29 2004 will be added to all calendar s as SCHOOL DAY 137 with the following membership values Calendar MASTER SCHOOL CALENDAR Morning Kindergarten Change date Change Member Value 2 Choose a calendar to use by selecting it from the list and then clicking Next Period Attendance 4 29 Calendar Selecting an Alternate Calendar When First Opening an Attendance Program MAY SMT uu EEN 85101 Calendar 4 30 Period Attendance Changing the Membership Value of a Calendar You can change the membership value for a selected calendar within the Attendance module s Calendar program You can also change the calendar used by a particular student in the Attendance Correct program See Changing t
162. es if an attendance code view printout should be printed in alphabetical order or in numerical order by record number If this specification is set to ALPHABETICAL ORDER then ABSENCES would be printed first followed by DISMISSALS and TARDIES If set to NUMERICAL ORDER then TARDIES would be printed before DISMISSALS because they occupy earlier record numbers in the attendance code file If this setting is set to YES when printing either the register or attendance code views a blank line will be printed between codes In other words a blank line would be printed between ABSENCES and TARDIES The suggested setting is NO Period Attendance 6 7 6 8 Period Attendance View Period Attendance Specifications for View Period Attendance View Period Attendance Specifications Specification 9 FIRST QUARTER ENDING DATE A SECOND QUARTER ENDING DATE B THIRD QUARTER ENDING DATE C RC INTERFACE REPORT CARD COLUMN Description PERIOD ATTENDANCE PLUS initially stores absences by periods and not by courses For instance it stores that a student was absent from PERIOD A on 02 02 2005 If students schedules have been entered into the computer PERIOD ATTENDANCE PLUS will be able to figure out the course from which the student was absent during PERIOD A on 02 02 2005 However in order to accomplish this the computer must know the ending date of each quarter for your quarter and semester courses For example assume that
163. etin lists all of the attendance entered for a particular period In addition you may choose to include nurse dismissals corrections and messages on the bulletin At any time during the school year you may use the Enter Period Attendance program to view or edit the attendance entries Entering Period Attendance You will use the Enter Period Attendance program each day to record the attendance for students It may also be used to edit the attendance for a prior school day and reprint the bulletin for that day Because Enter Period Attendance adds days to the calendar it is important that you open the program each day even if all students are present To Enter Period Attendance For the Current Date Click the Enter Period Attendance icon The following warning window appears Administrator s Plus A ONLY USE THIS PROGRAM IF YOU ARE ACTUALLY ENTERING PERIOD ATTENDANCE This program builds your school calendar Consequently if you use it on a day for which you are NOT going to enter period attendance your calendar will be out of sync DO YOU WANT TO CONTINUE 2 Click Yes to add a day to the calendar 5 2 Period Attendance The Adding a Day to the Calendar window appears Enter Period Attendance Entering Period Attendance 3 Verify that the current date calendar used and school day number and then click Next Enter Period Attendance LAST DATE THE ATTENDANCE WAS DONE 11 17 2004 LAST SCHOOL DAY NUMBE
164. ew Period Attendance 6 5 Staff Print Codes 5 20 Index iv Print on Bulletin 5 20 Students assigning alternate calendars 4 17 printing 7 47 T Tansferring Period Attendance Data To Report Cards Plus 6 10 Task Specifications Setting 7 29 Tasks troubleshooting 7 28 Time 1 Slot 3 6 Time 2 Slot 3 6 Time Link Time 1 13 Time Linked Codes 1 7 1 13 1 17 Toolbar in View Edit Letters Reports 7 54 to 7 58 Troubleshooting Tasks 7 28 V View Attendance Data for one Student 3 15 View Edit Letters Reports Toolbar Menus 7 54 to 7 58 View Edit Period Rotation 4 12 Viewing Period Attendance Data 6 10 W Window Menu in View Edit Letters Reports 7 58 Withdrawal 3 9 APPENDIX REGISTER CODE LIST Register codes are used to summarize attendance data for the purpose of printing a legal attendance register Up to 25 total REGISTER CODES may be defined although most schools will never need more than these initial six When attendance data is entered each day students and staff are given attendance codes Hundreds of different attendance codes are available to choose from Because these numerous attendance codes may be linked to the above six register codes ATTENDANCE PLUS is able to reduce the attendance data to just those categories needed for legal attendance registers 5 5 J 5 5 5 5 5 5 5 5 5 5 5 5 9 8 64444444444444
165. ferring Period Attendance Data To Report Cards Plus 6 10 Period Attendance 6 1 View Period Attendance Introduction Introduction E View Period This program is the one that you will most often to look at students period attendance records With it you may view on screen or send to the printer the period attendance data for one or more students You will also use this program to transfer period attendance data to Report Cards Plus so that it can be printed on students report cards Click the View Period Attendance icon to display the View Period Attendance window View Period Attendance NEW MODE Pesc ort Boe Bos Bom Bors Boro oo LE Cana a PREV NEXT LooKuP The following table describes the window s features c View Period Attendance Window Window Feature Description Grade Specifications CRS SC CRS NAME QTR TIME TEACHER 6 2 Period Attendance Determines the grade level in which you are searching Displays the specifications for View Period Attendance See Specifications for View Period Attendance on page 6 5 Course section column Course name column The quarter the course is in This is the letter block when the period meets The name of the teacher who teaches the course View Period Attendance Introduction View Period Attendance Window Window Feature Description The remaining columns summarize the student s period attendance by courses for the d
166. g GradeQuick Rosters 2 13 Printing Period Attendance Reports by Teacher 2 15 Using the Period Attendance Forms Print Menu 2 16 Correct 3 Introduction 3 2 Navigate to Correct 3 3 NavigationMenu 3 3 Shortcut Bar aa 4 8 wade 3 4 Right ClickMenu 3 4 Toolbar Menu 3 4 Hot Key Shift4F2 3 4 Program Window 3 5 Attendance Code View 3 7 Register Code View 3 8 Entry and Withdrawal Codes 3 9 Specifications 3 11 How to Correct Attendance 3 13 Editing Period Attendance Data for One Student 3 14 Viewing or Printing Attendance Data for one Student 3 15 Editing Attendance Data for One Student 3 16 Entering Partial Week Attendance 3 16 Calendar 4 Introduction ake dee godtcd 4 2 Building the Calendar 4 2 Editing the Calendar 4 3 Setting Block Rotation 4 3 Time System 4 4 Navigate to Calendar 4 7 Navigation Menu 4 7 Shortcut Bar dg 2 428 4 7 Toolbar Menu 4 8 Calendar Program Window 4 8 Editing a Calendar Day 4 10 Inserting a Calendar Day 4 10 Deleting a Calendar Day 4 11 Printing the Calendar 4 11 View Edit the Period Rotation 4 12 Alternate Calendars 4 13 Accessing the Alternate Calendars Feature 4 14 Creating an Alternate Cale
167. g the marking period s specified by Specification 1 INCLUDE COURSES MEETING WHEN Sections will also be limited by Specifications FIRST COURSE NOT TO PRINT and Specification LAST COURSE NOT TO PRINT and Specifications FIRST COURSE TO PRINT and LAST COURSE TO PRINT Range of Teachers You will be able to enter starting and ending staff ID numbers and only sections assigned to teachers within that range will be processed Individual Teachers You may enter a list of ID numbers and only sections assigned to those teachers will be processed You have the option of using an F6 Lookup window to select teachers Individual Sections You may enter a list of ID numbers and only sections assigned to those teachers will be processed You have the option of using an F6 Lookup window to select sections The Pre Defined Reports The active report is determined by Specification 3 Active Letter Report in page one of the specifications window See Setting Report Writer Task Specifications on page 7 29 Almost all of the reports that came with PERIOD ATTENDANCE PLUS are already linked to a task For example Report 1 Advisor s Report is automatically selected when you choose the first task PRINT AN ADVISOR S LIST You can use Specification 3 to link a new report to the current task That new report will remain the default report for the current task until you either use Specification 3 to change it again or press the Reset button to reset th
168. gister by days See the discussion on PERIODS BY DAYS under REGISTER BY DAYS on page 8 7 9 Minutes Per Period This specification is used to print a REGISTER BY MINUTES Essentially this number is multiplied by the number of periods to obtain the register statistics A Start Grade For All Grades B End Grade For All Grades These specifications define which grade levels will be used if you select the ALL GRADES option For example if you are a K 12 school and want a register for just grades 9 12 set these specifications to grade 9 and grade 12 respectively Because the Start Grade must be earlier than the End Grade it may be necessary to set the End Grade before you set the Start Grade C Include Blank Search Sort Categories When you search for students in a certain Data Base category you must decide whether or not to include students who do not have an entry in that category Answer Yes if you want to include them otherwise answer No For example assume that you are printing the attendance register sorted by sex If this specification is set to INCLUDE BLANK CATEGORIES then you will get one register for males another for females and a separate register for those students who have not yet had their sex entered into their data base Period Register Period Register Specifications D Active Inactive Students Your register may include just active students just inactive students or both active and inactive st
169. h calendar day includes the date rotation day and membership value as well as to set your school s block rotation Setting your block rotation means specifying which periods meet each day and in which order they meet This information allows PERIOD ATTENDANCE PLUS to link attendance for a period to the correct courses NOTE For the above reasons you will need to use the Calendar program to set your block rotation before PERIOD ATTENDANCE PLUS can determine what data belongs to what courses It is possible to store up to 250 calendar days per school year Calendar Program SEE Alternate Calendar Setup View Which Alternate Calendar None DAY DAY OF WEEK DATE RO 130 Monday 03 17 2003 131 Thursday 07 03 2003 132 Friday 07 25 2003 133 Friday 08 22 2003 134 Monday 08 25 2003 135 Tuesday 08 26 2003 136 Wednesday 09 03 2003 137 Friday 09 05 2003 138 Wednesday 09 10 2003 139 Thursday 09 11 2003 140 Friday 09 26 2003 141 Monday 09 29 2003 142 Wednesday 10 01 2003 Enter Scheduling Rotation For Period Attendance Page Setup f esc ri r2 Fa ra rs re r7 Fe ro rio Building the Calendar Administrator s Plus builds your school calendar automatically Each time the attendance is recorded using the Enter Period Attendance program a new calendar day is added Although it is possible to pre build the calendar using the Calendar program s Insert option it is not recommended Allowing the program to au
170. h the dates for each attendance code are printed These can include the reasons for the absences and so on AorL Use an Ato include all codes or an L for limited codes Limited codes do NOT include entry withdrawal or membership codes Most of the time you will want to use the limited option TABLE3 1 4 0 or 1 Y or N Y or N Prints a day by day analysis table for a student For each day the attendance for each period would be printed in the form AT D 4 1 4 The number of letters of each attendance code to print Oor 1 The number of spaces between the codes Yor N Whether or not to print the daily attendance YorN Whether or not to print the name of any period attendance letters printed on each date Report Writer Period Attendance Report Writer Codes TABLE4 R or A A or L INDENT This table is the same as TABLE2 except that it prints only the details for a course found in a search TABLE will print the details of all courses with any attendance entry RorA Use R for a REGISTER code view in which the dates for each register code will be printed These are usually just absences tardies and dismissals Use A for an ATTENDANCE code in which the dates for each attendance code view are printed These can include the reasons for the absences and so on AorL Use an Ato include all codes or an L for limited codes Limited codes do NOT include entry withdrawal or membership codes Most of the time
171. hat membership days automatically alternate between 1 and 0 NOTE Rules only apply to the membership values of future dates that will be added To modify the membership values of existing dates use the procedure detailed as Editing Membership Values for Existing Days on page 4 25 4 22 Period Attendance Calendar Setting Rules for Adding Days to Alternate Calendars To Set Rules for Adding Days to Alternate Calendars 1 Inthe Alternate Calendar Setup window select Create Edit Alternate Calendars and then click Next The Create Edit Alternate Calendars window appears Administrator s Plus 2 Click Properties Period Attendance 4 23 Calendar Setting Rules for Adding Days to Alternate Calendars The Rules for Adding Days to Alternate Calendars window appears Rules For Adding Days To Alternate Calendars RULES FOR ADDING DAYS TO ALTERNATE CALENDARS When days are added to the MASTER SCHOOL CALENDAR using ENTER DAILY ATTENDANCE ENTER PERIOD ATTENDANCE or this CALENDAR program each day by default is given a value of ONE membership day Calendars including the master may have any membership day value as long as the value in an alternate calendar does not exceed the value for the same date in the MASTER CALENDAR Rules can make it easy for adding days to ALTERNATE CALENDARS For example if a kindergarten meets every other day a rule can be used to make membership days automatically alternate between 1
172. he Calendar Used by an Existing Student in Attendance Correct on page 4 33 Also see Changing the Membership Value of a Calendar for a New Day on page 4 31 to learn how to change the membership value when you create a new day in the attendance calendar To Change the Membership Value of a Calendar In the Attendance module click Calendar The Calendar window appears ra Calendar Program Alternate Calendar Setup View Which Alternate Calendar None DAY Nee DATE a SE ALTCAL MEMB 130 Monday 03 17 2003 1 00 131 Thursday 07 03 2003 1 00 132 Friday 07 25 2003 1 00 133 Friday 08 22 2003 1 00 134 Monday 08 25 2003 1 00 135 Tuesday 08 26 2003 1 00 136 Wednesday 09 03 2003 1 00 137 Friday 09 05 2003 1 00 138 Wednesday 09 10 2003 1 00 139 Thursday 09 11 2003 1 00 140 Friday 09 26 2003 1 00 141 Monday 09 29 2003 1 00 142 Wednesday 10 01 2003 1 00 alala A E Le EA PEPER EEN ala Enter Scheduling Rotation For Period Attendance Page Setup esen e lm ra 5 ro 7 rs e ro Select the date whose membership value you want to change Click F3 Edit The F5 Batch Edit option becomes available Click F5 Batch Edit Calendar Selecting an Alternate Calendar When First Opening an Attendance Program The Assign Membership Values window appears kal Assign Membership Values SINo CALENDAR MEMBERSHIP 0 Master School Calendar 1 00 1 Morning Kindergarten 1 00 oy bd Cancel Esc Duplicate F8 Done F10
173. he MORE SPECIFICATIONS screen will allow you to change the SEARCH MODE from INDIVIDUAL COURSES to ALL COURSES COMBINED If you do this students who have more than 5 total absences in all of their courses combined as opposed to more than five in any single course will appear on your reports Report Writer Setting Report Writer Task Specifications Page 1 of Report Writer Task Specifications Specification 2 PRINT LETTERS REPORTS FOR continued Description LESS THAN REG CODE LIMIT The same as the previous option but now you will be doing a LESS THAN search as opposed to a GREATER THAN search GREATER THAN ATTENDANCE CODE LIMIT Similar to REGISTER CODE searches but it will be based on a single ATTENDANCE CODE Specification 9 Attendance Code for Searches sets the attendance code and Specification A Register Attendance Code Limit sets the limit LESS THAN ATTENDANCE CODE LIMIT The same as the previous option but now you will be doing a LESS THAN search as opposed to a GREATER THAN search REGISTER CODE ON END DATE Specification 6 sets the Read Attendance End Date It always defaults to the most recent date for which the attendance has been done Specification 7 Register Code For Searches sets the register code All students with this register code in any class on the end date will be included in the report Use this option to print advisor s lists containing the names of students who were absent today Or
174. he code 2 slot is skipped Stop in Code Field 2 Only causes the default Attendance Code and time to be entered in the code 1 slot The cursor then stops in the code 2 slot waiting for you to enter a second Attendance code Stop in Both Code Fields causes the cursor to stop in both the code 1 and code 2 slots Regardless of this setting the cursor will stop in both code fields when the Manual Entry window is in edit mode 5 Display Default Select yes to automatically display the default Attendance Code if Stopping Code if you choose Stop in Code Field 1 Only for Specification 4 If you set this specification to No you can leave the field blank and press Enter to record the default code 6 Overwrite When When applying daily attendance this specification Applying determines whether or not to overwrite any value already entered for a period 7 Start Grade Level If you choose to include previous attendance data see for Previous Including Previous Attendance Data on page 5 11 this Attendance Data setting can be used to limit the range of grade levels for which the previous attendance data is shown For example 8 End Grade Level if you would like to edit the attendance for grades 10 12 for Previous only and reprint the bulletin for only these grades select Attendance Data Grade 10 for the start grade and 12 for the end grade Period Attendance 5 17 Chapter 5 Enter Period Attendance Changing the Entry Specificati
175. he same report may be printed on different printers with alternate settings for each user Period Attendance 7 61 Report Writer View Edit Letters Reports Page Layout Menu Use the Page Layout menu to select paper type source orientation and margins Upper Paper Tray v 7 62 Period Attendance Report Writer View Edit Letters Reports Page Layout Menu Options Size The Size drop down menu lists possible paper types available for any report The default size is letter 81 2 x 11 Source Source allows you to specify from what printer tray or manual feed source the paper will originate when printing Orientation Orientation can be set to either portrait or landscape The initial default setting for all reports is portrait Margins The page margins are measured in inches You may change left right top and bottom margins by typing a value in the corresponding boxes Printer Clicking Printer brings you to the printer setup menu Printer Setup Menu From the Printer Setup menu you may change the default printer for the report This menu also displays the printer s status type and network path Click Properties to change options that are specific to the type of printer you have such as paper source and duplexing features Page Setup Printer Nam MEEN v Properties Status Ready Type HP LaserJet 2100 Series PCL 6 Where IP 10 168 2 55 Comment Network Printer Setup Menu Name
176. hip Values for Existing Days Editing Membership Values for Existing Days You can change the value for any day already existing in any alternate calendar You do this through the Create Edit Alternate Calendar feature To Edit Membership Values 1 Inthe Alternate Calendar Setup window select Create Edit Alternate Calendars and then click Next The Create Edit Alternate Calendars window appears Administrator s Plus 0 MASTER SCHOOL CALENDAR 2 Select the calendar whose membership values you want to edit and then click Properties Period Attendance 4 25 Calendar Editing Membership Values for Existing Days The Rules for Adding Alternate Days to Calendars window appears T Rules For Adding Days To Alternate Calendars RULES FOR ADDING DA LTERNATE CALENDARS When days are added to the MASTER SCHOOL CALENDAR using ENTER DAILY ATTENDANCE ENTER PERIOD ATTENDANCE or this CALENDAR program each day by default is given a value of ONE membership day Calendars including the master may have any membership day value as long as the value in an alternate calendar does not exceed the value for the same date in the MASTER CALENDAR Rules can make it easy for adding days to ALTERNATE CALENDARS For example if a kindergarten meets every other day a rule can be used to make membership days automatically alternate between 1 and 0 Note RULES apply only to the membership values of dates to be added to your calendars i
177. hool e Edit or delete register and Attendance Codes as needed e Link attendance Codes to Register codes to ensure that attendance entries appear on the Attendance Register 2 Print Period Attendance Forms 3 Correct 4 Calendar e Print manual or scanner attendance entry forms by course section for use the Period Attendance Module or for schools without homerooms e View attendance data for one student or staff member at a time e Correct a student s attendance for the entire year e View and print the school calendar e Correct an error in the school calendar e Insert or delete school days e Edit the membership value of each day continued 5 Enter Period Attendance e Enter period attendance into the computer either manually or with a scanner e Print a bulletin containing the names of the students who were tardy or absent during a specific period of the day 6 View Period Attendance e View either on screen or the printer students attendance in each of their courses e Send period attendance data to Report Cards Plus 7 Period Report Writer e Design and print numerous period attendance reports e Find students exceeding specified attendance limits in any of their courses e Print letters for students exceeding specified atten dance limits in any of their courses e Print a list of students who were absent in any of their courses e Print a skip list of students who were present in one c
178. hould only be used with the help of technical support Adjust Sensitivity The Adjust Sensitivity option allows you to change the sensitivity and discrimination settings for your scanner It should only be used with the help of Rediker Software s technical support Setup Printer Opens the printer properties menu for your default printer see Printer Properties on page 6 56 Finished Click to exit the scanner entry window Processing Student Displays the student names as they are read by the scanner Name MTWTHF Attendance will be read from the scan form day of the week column that is highlighted in yellow Period Attendance 5 13 Chapter 5 Enter Period Attendance Corrections and Messages Scanner Entry Window Options Status Scan Displays the scan form day of the week column being read as Attendance Code well as the school day number and date into which attendance Link Replace will be scanned The Scan Attendance Code Links are shown Existing Codes in the section Changing the Entry Specifications on page 5 15 Also listed is the selected setting for the Scan GQ Replace Existing Codes in the Entry Specifications Corrections and Messages This is the option you will use to create the message section that will appear at the bottom of the bulletin Whatever you type here will appear on the bulletin Many schools use this section to inform teachers of previous data entry errors in the bulletin This section can also b
179. ing Computer 1 Teacher Report Writer Report Writer Tasks You will enter your limits for MULTI LIMIT searches from Page 2 of the specifications The above letter corresponds to the following Specifications in 9 to E Specifications Period Attendance Report Writer MORE SPECIFICATIONS PERIOD ATTENDANCE REPORT WRITER 3 INCLUDE BLANK SEARCH SORT CATS C DoNOTIndude SEM GTR LIMITS DONOT ALL YEAR Alfio sem 5 ar Paw sen 9 om au sem ate au ara NYE ara F HOW TO COUNT REGISTER CODES INCREMENT BY 1 G INCLUDE WHICH REGISTER CODES CODE 1 ONLY H FIRST COURSE NOT TO PRINT 1 LAST COURSE NOT TO PRINT E alr lel Lalalalala RARARRE 3 N lele Lele Japo Lee lele lelrle r J HOW MANY TARDIES EQUALS ONE ABSENT Reset Default ENTER SPECIFICATION TO CHANGE The school that uses this letter sends letters home to students exceeding 5 9 11 and 14 absences in its semester courses and 10 18 22 and 27 absences in its full year courses Therefore they are only using four of the six possible sets of limits A slightly different letter will be printed depending upon which of these four sets of specifications a student exceeds In this particular letter it is the line Consequently Richard has incurred a loss of credit in Chemistry that varies depending on the limit the student has exceeded What is printed after the word Consequently is called a REMEDY
180. interval of grade levels if you have selected the all grades option from the previous window Print Which Students Menu Option Description These options allow you to further specify for whom the reports Options 1 and3 should be printed For instance if you selected All Grades from the previous window you can now select all students individual students or students who meet a database criterion These options are detailed below Resume If your print job is interrupted for any reason you can select Resume Alphabetical Alphabetical Printing to pick up where you left off When you select Printing this option the following window will appears where you can enter the ID number of the last student printed on the report Printing will resume with the next student alphabetically RESUMING GRADE 12 ALPHABETICALLY Period Attendance 7 47 Report Writer Report Writer Print Menus 7 48 Period Attendance Print Which Students Menu Option Description Search by one This option allows you to print reports sorted by a particular field all database criterion For example you could print report cards sorted categories by homeroom to simplify the distribution process You could even search on the homeroom field and sort on another field such as Team which would make it easier to distribute report cards to students in a homeroom who are on a particular team Search by fields Asin other Report Writers in Administrator s Plus
181. ions Inspect change specifications PERIOD ATTENDANCE REPORT WRITER SEARCH FOR WHICH STUDENTS IN ALL GRADES 2 Resume alphabetical printing 3 Individual Students 4 Search by one field all categories 5 search by Field s you enter criteria 6 Main menu 7 End program 2 DI Homeroom field No primary filter is used when you select All Grades from Report Writer Print Menu 1 and All Students from Report Writer Print Menu 2 Refer to page Report Writer Print Menus on page 7 45 for a complete description of each print menu option View edit letters reports End program pour eeeeeee The secondary filter is applied using Specification 2 Print Letters Reports For Use the secondary filter to further limit the students or staff included on the report to those meeting an attendance search criteria 7 46 Period Attendance Report Writer Report Writer Print Menus Print Which Students Entering either a grade level or choosing all grades displays the next print window Administrator s Plus PERIOD ATTENDANCE REPORT WRITER Om 1 All students alphabetically 2 Resume alphabetical printing 3 Individual Students 4 Search by one field all categories 5 search by Field s you enter criteria 6 Main menu 7 End program D DI All of the options on this window will apply to one grade if you have selected a specific grade level from the previous window or to all grades or an
182. ired teachers click F10 Accept Period Attendance 2 17 Print Period Attendance Forms 2 18 Period Attendance Manual Forms 027 049 028 017 053 Using the Period Attendance Forms Print Menu Administrator s Plus x ENTER INDIVID COTTIER BRIAN DELMAN PRISCILLA BOLDUC KATHY DOW JOE WHITNEY CHARLES RACHETIT RR BAILEY LYNN BOLDUC KATHY BOSWORTH ELISE BROWN DALE BROWN JAMES CANAVAN DAWN CARTER STEVE CHRISTENSEK PAUL COOMBS RAY COTTIER BRIAN CROCKETT FAY DELMAN PRISCILLA DOW ICE MAY GRADE LEVEL STAFF COUNT 5 When you select Individual Sections you must select the desired course sections from the next menu Type in the desired course and section number or use the F6 Lookup option to highlight and select a section 001 01 119 01 322 01 041 01 820 01 ka Manual Forms Na ENTER Fa Administrator s Plus CRSISC Reading Algebra 1 West Civil AP Sr Eng Health Algebra 1 Bas Geom Geometry Geometry Geometry Geometry Geometry Geometry H Geometry Bas Alg 2 Algebra 2 Algebra 2 H Alg 2 Pre Calc l l COUNT 5 Print Period Attendance Forms Using the Period Attendance Forms Print Menu To print forms for an individual study hall you must choose the desired study halls from a menu similar to the one pictured above To select study halls type in the study hall number and press Enter or use the F6
183. ls for future students option only affects new students not existing students It also determines the default calendar to use with new students in selected grades The Assign Calendars to Existing Students option lets you apply the alternate calendar to existing students or staff Assigning Alternate Calendars to Grade Levels The Assign Calendars to Grade Levels feature determines the default calendar to use for new students You can specify which alternate calendar to apply to any new student added to a specific grade level NOTE To apply an alternate calendar to existing students see Assigning Calendars to Existing Students on page 4 19 To Assign Alternate Calendars to Grade Levels 1 Inthe Alternate Calendar Setup window select Assign Calendars to Grade Levels and then click Next The Assign Calendars to Grade Levels window appears Assign Calendars To Grade Levels ASSIGN CALENDARS TO GRADE LEVELS By default all NEW STUDENTS use the MASTER SCHOOL CALENDAR for attendance purposes However you may have some grade levels that do not meet full time such as kindergarten They may meet every other day or only half of each day or any other pattern ALTERNATE CALENDARS were designed for these grade levels Using this screen you may specify which alternate calendar should be assigned to any NEW student added to a specific grade level NOTE THESE SETTINGS ONLY APPLY TO NEW STUDENTS TO BE ADDED IN THE FUTURE NOT TO EX
184. me as the previous code except that the last name is printed first in the format of 12068 Rediker Richard ZBDT The beginning interval date as set by Specification 5 Read Attendance Start Date of the Initial Specifications screen ZFDT The final interval date as set by Specification 6 Read Attendance End Date of the Initial Specifications screen ZLIM The search limit as set by Specification A Register Attendance Code Limit of the Initial Specifications screen ZKP The key period expressed in words as set by Specification B Key Period of the Initial Specifications screen ZDN The school day number of the READ ATTENDANCE END DATE as set by Specification 6 Read Attendance End Date of the Initial Specifications screen This date is also the search date ZEQ The equal date used in MULTI LIMIT searches and set by Specification 8 Multi Search Equal Date on the MORE SPECIFICATIONS screen ZEQL The number of the limited exceeded in a MULTI LIMIT search If the limits are set to 5 10 and 15 then this number will be 5 10 or 15 7 10 Period Attendance Report Writer Period Attendance Report Writer Codes Other Codes That May Be Used Anywhere Code ZDAY3 1 4 0 or 1 CN N or Uor Sorc or P N or L NUM Description The period by period analysis for the current date The current date is the interval ending date as set by Specification 6 Read Attendance End Date For example ZDAY310 would print A T
185. most identically to the PERIOD MODE The only difference is that all of the data will be multiplied by the number of minutes in a period which is determined by Specification 9 For example if you specify that there are 44 minutes in a period all of the numbers in the example for the PERIOD MODE would be multiplied by 44 REGISTER BY DAYS This mode operates quite a bit differently from the previous two modes Essentially it converts period attendance data to daily attendance data The numbers you enter into specifications 5 to 8 will be used to accomplish this task These specifications tell the computer the PERCENT of periods in a day that a student must be present to be given a For each of these categories enter a number from 1 to 100 Enter a zero if you do not wish to use a category A typical school might respond with the following 1 FULL PRESENT 87 5 You are asked to specify a percent rather than a number of periods to take into account that different days may have a different numbers of periods In calculating the period register by days the computer will go through a student s period attendance data day by day For each day it will use the rotation day number to calculate how many periods met that day and will then calculate how many of those periods the student was present A student is considered present in a period if they are marked with any attendance code NOT linked to the absent register code The computer
186. n day number The Calendar program screen also allows you to view and edit your period rotation The default rotation number for each school day is 0 e Change the Membership Value You can change the membership value to 1 2 for half days and 0 for staff in service days days for which attendance was taken for staff but not students Setting Block Rotation Before you may use the programs that read your period attendance data you must first use the Enter Scheduling Rotation for Period Attendance button on the Calendar window to tell the computer which periods meet each day and the order in which they meet This is known as setting your attendance block rotation Clicking this button displays the Enter Scheduling Rotation window Enter Scheduling Rotation B1B1C1D1E1FIGIHI A2B2C2D2E2F2G2H2 tc tt ss sSS A3B3C3D3E 3F3G3H3 AAB4C4D4E 4F4G4H4 AS5B5C5D5E5F5G5H5 a z 16 Ca m a F2 F5 Fa F5 F6 F7 Fa Fo Fio Period Attendance 4 3 4 4 Period Attendance Calendar Setting Block Rotation Even if you have used SCHEDULING PLUS to set your scheduling rotation you must still do it here As will be explained shortly your attendance block rotation may be slightly different from your scheduling block rotation In order to enter your attendance block rotation you must understand the time system used by both PERIOD ATTENDANCE PLUS and SCHEDULING PLUS Time System You can have up to 24
187. n the future To easily modify the membership values of existing dates use the option BATCH EDIT MEMBERSHIP VALUES CALENDAR Morning Kindergarten C Daily Pattern Alternating Days weones gc aux ro ace saron sonor E Assign Edit Values To Existing Calendar Days 3 Click Assign Edit Values to Existing Calendar Days 4 26 Period Attendance Calendar Editing Membership Values for Existing Days The Assign Edit Values to Existing Calendar Days window appears i Assign Edit Values To Existing Calendar Days ASSIGN EDIT VALUES TO EXISTING CALENDAR DAYS 1 ALTERNATE CALENDAR Morning Kindergarten 2 NEW MEMBERSHIP VALUE 1 00 D DAYOF DATE MASTER CALM ALT CAL ME Monday 08 26 2 1 00 Tuesday 08 27 2 1 00 Wednesday 08 28 2 1 00 Thursday 08 29 2 1 00 Friday 08 30 2 1 00 Tuesday 09 03 2 1 00 Wednesday 09 04 2 1 00 Thursday 09 05 2 1 00 Friday 09 06 2 1 00 Monday 09 09 2 1 00 Tuesday 09 10 2 1 00 Wednesday 09 11 2 1 00 Thursday 09 12 2 1 00 Friday 09 13 2 1 00 Monday 09 16 2 1 00 Tuesday 09 17 2 1 00 Exit Esc 4 Inthe New Membership Value field enter the new value 5 In the list of days select the days for which you want to change to the new membership value You can use the Windows standard Shift click and Ctrl click multi select options 6 Click Save F10 to save the changes 1 2 3 4 5 6 7 8 9 Gad p p Pd Pd pa Pd
188. navan 184 O O 1 Ol OI 0 Ol 002 01 Phys Dev ALL B Canavan 185 0 O 0 Ol OI OF Ol 003 01 Pers Dev ALL C Canavan 140 0 O 0 OI OI OF Ol 004 01 Art Dev ALL D Canavan 185 0 0 0 Ol Ol OF Ol 005 01 Music Dev ALL E Canavan 150 0 0 0 Ol OI OF Ol 006 01 Number Dev ALL F Canavan 150 0O 0O 0 Ol OI OF Ol Period Attendance 7 25 Report Writer Report Writer Tasks 7 26 Period Attendance 19 Report for Selected Students Print A Summary Table amp Details This task is similar to the previous task except that it prints the details dates of all of the attendance entries The following is an example of the report this task generates The full report would show dates for all courses with at least one attendance entry 12 09 2004 DEMO SCHOOL ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 BY ALL MEMBERS Jeremiah Abbott 001 CRS SC CRS NAME QTRI TIME TEACHER P ABS EA UAITAR ET UTI O 063 01 English 4 ALL A Brown Ja 183 2 0 0 ol O 0 0 547 01 Music 4 1 5 Eaton Ja 175 0 0 0 0 o 0 0 503 01 Art 4 S 2 35 Delman P 9 1 0 0 ol O 0 0 084 01 Spelling 4 S 22 Brown Ja 140 0 0 0 0 0 0 0 090 01 Writing 4 tS 226 Brown Jal O OI 0 0 0 0 0 0 203 01 Science 4 51 D Brown Ja 175 0 0 0 0 0 0 0 304 01 History 4 8 2 B Brown Jal 9 11 0 0 0 0 0 0 808 04 PE HIth ALL E Glennon 149 1 OI 0 0 0 0 0 103 01 Math 4 ALL F
189. nd for Absent and Register Code 2 will always stand for Tardy 1 Select the code to edit using any of the following methods e Type the desired code in the Enter Code or Record Number field e Look up the desired code e by pressing F6 clicking F6 Lookup or clicking Browse Highlight the desired code and press Enter 2 Scroll to the next or previous code by clicking F4 Previous or F5 Next 3 Click F8 and the warning window below appears if itis in any s t to DELETE this 4 Click Yes to delete the code NOTE Before deleting any Register Code make certain that it has not been recorded for a student or staff member To verify this you can perform a Register Code search using the Attendance Report Writer 1 16 Period Attendance Register amp Attendance Codes Adding Editing or Deleting Attendance Codes Adding Editing or Deleting Attendance Codes You will need to make changes to the Attendance Code list when you first receive the software and any time you want to make a change in you school attendance policies Attendance Plus comes with numerous pre defined default Attendance Codes which you can modify and add to up to 250 codes The Attendance code list may be printed by opening the Attendance Code Window and pressing F9 or clicking F9 Print View Edit Or Print Attendance Code List loj x Register Codes Attendance Codes CODE Tu DESCRIPTION TARDY UN ENTER TIME lt Y N gt Yes C
190. ndar 4 15 Assigning Alternate Calendars 4 17 Assigning Alternate Calendars to Grade Levels 4 17 Assigning Calendars to Existing Students 4 19 Setting Rules for Adding Days to Alternate Calendars 4 22 Editing Membership Values for Existing Days 27 Ka a a2 ag lt 4 25 Reporting Which Students are Assigned to Which Calendars 4 28 Selecting an Alternate Calendar When First Opening an Attendance Program 4 29 Changing the Membership Value of a Calendar 4 30 Changing the Membership Value of a Calendar fora New Day 4 31 Changing a Calendar Date 4 33 Changing the Calendar Used by an Existing Student in Attendance Correct 4 33 Selecting a New Student s Calendar in the Data Base Module 4 34 Enter Period Attendance 5 Introduction ve ee oe 5 2 Entering Period Attendance 5 2 Entering Attendance For a Date Already inthe Calendar 5 10 Including Previous Attendance Data5 11 Scanner Entry 2 6 eshca eee ee 5 12 Scanner Entry Window 5 13 Corrections and Messages 5 14 Nurse Dismissals 5 14 The Attendance Bulletin 5 15 Changing the Entry Specifications 5 15 Entry Specifications Pages 2 3 5 18 Attendance Code Linked to For GradeQuick Interface 5 18 Changing the Print Specifications 5 19 Batch Entering Period Attendance foraSection 5 21 Receiving Period Attendance Fr
191. ndividual students Students to include in the batch entry You can use the Windows standard Shift click and Ctrl click multi select options Students Opens an Address window showing each of the database fields for Matching your students Highlight any fields on any page and type in the criteria Data Base students must meet in order to be included in the batch entry Criteria After applying your option the calendar applies then displays a prompt window giving you the option to view the log file Administrator s Plus e At All the changes made to the students calendar are logged into the file C rs4 data DEMOSCHO 2001 02SK CalendarChangeLog txt Would you like to view the log The log file shows you the changes made to the affected students or staff 8 Decide whether to view the change log You are then returned to the Calendar Batch Entry window Setting Rules for Adding Days to Alternate Calendars When adding days to the master school calendar in the daily or period attendance programs each day has a default value of one day This option sets the default membership values for alternate calendars NOTE Any calendar can have any membership value as long as the value in an alternate calendar does not exceed the value for the same date in the master calendar Rules or properties can make it easier when adding days to alternate calendars For example if a kindergarten meets every other day you can make a rule so t
192. ndow New Ctrl Open CtrlO Close Report Key Words ALT to select Save Ctrl 5 Save As Print Ctrl P Delete Report Exit New Ctrl N Allows you to create a new report from scratch After choosing New the Viewing and Editing Attendance Reports Letters menu will appear from which you may choose an UNUSED number After choosing a number you will be asked to type in a name for the report Pressing Enter will bring you into the editing window 7 54 Period Attendance NOTE Report Writer View Edit Letters Reports Open Ctrl O Allows you to select a pre existing report to open in the current View Edit Letters Reports window Close Exits the body of the report and brings you back to Report Writer Menu 2 where you may choose to print the report Save Ctrl S Saves the current report without exiting the View Edit Letters Reports window Use this option as an alternative to F10 Accept or if you wish to preview the report see Preview below Save As This option should be used if you wish to leave original report unchanged and save the modified report under a different report number and name Save As is similar to the Copy function found on the bottom of the Viewing amp Editing Attendance Reports Letters window Print Generates a print out of the body of the report Delete Report Erases the current report The report name will be replaced by the name UNUSED in the Viewing and Editing Attendance
193. ndow select Create edit Alternate Calendars and then click Next The Create Edit Alternate Calendars window appears Administrator s Plus 0 MASTER SCHOOL CALENDAR es New Rename fd Delete Copy I8 Properties Exit 2 Click New The Enter New Alternate Calendar Name window appears Enter New Alternate Calendar Name 3 In the text box enter the name for your new calendar and then click Save Period Attendance 4 15 Calendar Creating an Alternate Calendar The Rules for Adding Days to Alternate Calendars window appears Rules For Adding Days To Alternate Calendars RULES FOR ADDING DAYS TO ALTERNATE CALENDARS When days are added to the MASTER SCHOOL CALENDAR using ENTER DAILY ATTENDANCE ENTER PERIOD ATTENDANCE or this CALENDAR program each day by default is given a value of ONE membership day Calendars including the master may have any membership day value as long as the value in an alternate calendar does not exceed the value for the same date in the MASTER CALENDAR Rules can make it easy for adding days to ALTERNATE CALENDARS For example if a kindergarten meets every other day a rule can be used to make membership days automatically alternate between 1 and 0 Note RULES apply only to the membership values of dates to be added to your calendars in the future To easily modify the membership values of existing dates use the option BATCH EDIT MEMBERSHIP VALUES CALENDAR Morni
194. ng Kindergarten C Daily Pattern amp Alternating Days amono a aron AG CES o Assign Edit Values To Existing Calendar Days In the Calendar drop down menu select the alternate calendar for which you want to set rules Use the appropriate radio button to indicate whether the calendar will reflect a Daily Pattern or be a calendar with Alternating Days e Daily Patterns You set the membership values for each day of the week e Alternating Values The calendar sets the membership values for each day based on the previous day Set the values for the days of your selected calendar in the corresponding text box NOTE Any calendar can have any membership value as long as the value in an alternate calendar does not exceed the value for the same date in the master calendar 7 8 4 16 Period Attendance To save the membership values for the selected alternate calendar click Save F10 An information window appears stating The rules for this calendar have been successfully saved Click Done to close the information window Calendar Assigning Alternate Calendars You can change the values for other selected alternate calendars by repeating steps 4 thru 8 When complete click Exit Esc to close this window and then click Exit again to close the Create Edit Alternate Calendar window Assigning Alternate Calendars You have two options when assigning alternate calendars The Assign Calendars to Grade Leve
195. ng and Editing Attendance Reports Letters Window When you open View Edit Letters Reports you will be prompted to select the report you would like to edit from the window pictured below If you would like to create a new report from scratch select a report designated UNUSED ka Viewing and Editing Period Attendance Reports Letters 1 Advisor s Report 2 Advisor s Rep Sort 3 Phonemaster Export 4 Skip Lst Sort or Not 5 Search List 6 Search List 8 Dates 7 Multi Search List 8 Search Combo List 9 Today s Attendance 10 Today s Attend Sort 11 Homework Form 12 Letter Absent today 13 Let Srch Indiv Crs 14 Letter Absent today 15 Search List ASC 16 Let Srch Indiv Crs 17 Letter Absent today 18 Let Srch Indiv Crs 19 Letter Absent today 20 Let Srch Indiv Crs 21 Letter head 22 Letter with table 23 Search Letter wiTabl 24 Let Srch Indiv Crs 25 Letter Absent today 26 Letter Multi Search 27 UNUSED 28 UNUSED 29 UNUSED 30 UNUSED 31 UNUSED 32 UNUSED 33 UNUSED 34 UNUSED 35 UNUSED 36 UNUSED 37 UNUSED 38 UNUSED 39 UNUSED 40 UNUSED Enter The Report Number fl 41 Summary Table 42 Summary 8 Att Detail 43 Summary 8 Reg Detail 44 Day by Day Report 1 45 Day by Day Report 2 46 Day by Day Report 4 47 Day by Day report 1 48 Summary Table
196. ng procedure to edit the Date Rotation number or Membership value To Edit a Calendar Day Use the up and down arrow keys or the mouse to scroll to the desired calendar day Press F3 Edit This lets you edit the Calendar window Click in the row you want to edit and then use the Tab key to move your cursor to the Date Rotation or Membership column When complete click F10 Accept Inserting a Calendar Day Typically you will use the insert function to add a missed day of attendance after you have already entered attendance for subsequent dates Once the day has been inserted you may use the Enter Period Attendance program s Change Date function to enter the day s attendance and print the bulletin NOTE When you insert a day into the calendar all attendance data for each subsequent date moves forward one calendar day 1 2 3 4 4 10 Period Attendance To Insert a Calendar Day Use the up and down arrow keys or your mouse to scroll to and highlight the desired calendar day Click F7 INSERT The message box pictured below appears cancel Next Type the desired date for the inserted day and then click Next If you use the Period Attendance module type in the appropriate Rotation day for this date Calendar Calendar Program Window 5 Under MEMB type in the desired membership value for this school day The default membership value is 1 Deleting a Calendar Day Typically you will use the d
197. ng the current marking period Teachers will use the codes at the top of the form to mark students absent or tardy to their classes This form is single spaced while the sample form on the next page uses double spacing From these forms the printed ID numbers next to students names may be quickly entered into the computer each period PERIOD ATTENDANCE DATA ENTRY FORM CRSE SC 011 01 CRSE NAME H Fr En TEACHER Riley G QUARTER FULL YEAR TIME C12345 ROOM El CODES A EA UA MON TUE WED THU FRI Th BTS UT OF 2 3 2 4 2 5 2 6 2 7 Berube Susan 09182 09182 Diller Peter 09036 09036 Dvorscak Michael 09043 09043 Farthing Jason 09047 09047 Gailey Erica 09052 09052 Gardner Eric 09053 09053 Gorman Heidi 09059 09059 Gould Heidi 09060 09060 Gray James 09061 09061 Haggett Kursten 09067 09067 Hanny Brisk disse haaa 09069 09069 Hatch Johannah 09070 09070 Hawkes Joanne 09073 09073 Trish But Y aac piak 09079 09079 Knights Jennifer 09084 09084 Morelli Christophe 09099 09099 Peabody Bethany 09108 09108 Scammon Andrew 09130 09130 Whittier Sonia 09151 09151 MANUAL ENTRY FORM DOUBLE SPACED Each week the
198. nk Amounts You must give Register Code Links a value in order for them to count in the overall register totals Most Attendance Codes have a register link amount of 1 For example Tardy Excused is linked to the Register Code Tardy in the amount of 1 However Half Absence links to the Register Code Absent in the amount of 0 5 This means that each Half Absence Attendance Code in a student s record is counted as 0 5 of the Register Code Absent Although each attendance code may be linked to up to two register codes only the first link is used by PERIOD attendance Enter the register code to which you want this attendance code to be linked Normally absence attendance codes will be linked to the 1 10 Period Attendance Register amp Attendance Codes Attendance Codes register code absent tardy attendance codes will be linked to the tardy register code and so on Other codes like R for return from a dismissal or FT for field trip that indicate a type of presence will not be linked to any register code You can choose to set up new Register Code categories and use Register Code Links to reflect a school policy For example if you have an attendance policy which states that three tardies equals one absent you can create a new Register Code called Abs amp Tar 3 which will keep track of all absences earned by the 3 tardy policy Each Absent Attendance Code will be linked to the Register Code Absent with an amount of 1 as well as to A
199. ny period LETTER with attendance table Print for selected students SEARCH LETTER 1 Letter per student with at least 1 course gt limit 2 3 4 5 6 7 8 9 2 Choose the desired task from the task list and the click Select If you want to print a report that is not setup with one of the available tasks you can select any task This will open the Specifications window where you can change the specifications including the active report as desired Period Attendance 7 5 Report Writer Printing Period Attendance Reports The Specifications window appears Ka Specifications Period Attendance Report Writer INITIAL SPECIFICATIONS PERIOD ATTENDANCE REPORT WRITER Page1 Page 2 1 CURRENT TASK Print an Advisor s List 2 PRINT LETTERS REPORTS FOR gt REG ABSENCES amp TARDIES 3 3 ACTIVE LETTER REPORT Advisor s Report Rep 001 4 DUPLICATE LETTER CHECK C On Off REGISTER CODE FOR SEARCHES aaa 9 ATTENDANCE CODE FOR SEARCHES ABSENCE A REGISTER ATTENDANCE CODE LIMIT 0 B KEY PERIOD DAILY ATTENDANCE C OMIT IF KEY PERIOD EXCUSED ABSNT Yes c No D SEARCH DISPLAY BY CRSES OR PERDS C Periods Courses E PRINT STUDENTS HOW MANY TIMES 1 REPORT PER STUDENT F CURRENT QUARTER FOURTH G PRINT PREVIEW Yes H FIRST COURSE TO PRINT 1 LAST COURSE TO PRINT Reset Default ENTER SPECIFICATION TO CHANGE
200. o not enter attendance in the wrong columns NOTE IMPORTANT 8 Getting Started The Period Attendance Process Teachers will fill in the manual forms by entering one of the available attendance codes If a student is present the teacher will leave that part of the form blank Scanner forms should be filled in using 2 pencils Teachers should bubble in the A for an absent student or a T for a tardy student If both the absent and tardy bubbles are filled in the computer will assume that the student is TARDY In other words if a student marked as absent comes in tardy it is not necessary for the teacher to erase the absent bubble The teacher may also optionally bubble in an E for excused or U for unexcused If both the excused and unexcused bubbles are filled in the computer will assume that the student is EXCUSED In other words if an unexcused student later provides an excuse it is not necessary for the teacher to erase the unexcused bubble 10 Each period the filled in attendance entry forms should be sent to the office 11 where you will use either the DAILY ATTENDANCE program or the PER ENTER ATTENDANCE program to enter the information into the computer If you are entering the attendance for the period that you have designated as your DAILY attendance or homeroom period use the DAILY ATTENDANCE program Then use the PER ENTER ATTENDANCE program to copy this attendance data to the appropriate period s This copying pr
201. ocedure will take each student who was entered as absent or tardy for her daily attendance and make her absent or tardy for the period or periods that you choose For further details see the daily attendance manual for instructions on the DAILY ATTENDANCE program For information on the PER ENTER ATTENDANCE program see its chapter in this manual Use the DAILY ATTENDANCE program to enter your daily STAFF attendance If you are not entering the attendance for a period designated as your daily attendance period use the PER ENTER ATTENDANCE program to enter the attendance for that period This program will produce a bulletin for each period listing the absent and tardy students for that period If you have a section meeting a double or triple period that section s attendance must be entered into the computer separately for each period 12 Use the CORRECT program to make any changes in a student s attendance for any period on any date or to change her daily attendance for any date You may want to use the CORRECT program to erase a student s attendance for a certain period if she changes courses for that period PERIOD ATTENDANCE PLUS stores students attendance by periods and then later matches up which courses actually met that period For example assume that a student is absent for her A period chemistry course on 02 02 1995 The computer stores only that the student was absent A period on 02 02 1995 Period Attendance VII Getting Star
202. odes 7 64 Attendance Codes That Must Be On A Line By Themselves 7 66 TABLE1 XX 0 ee eee 7 66 TABLE2 RorA AorL 7 66 TABLE3 1 4 0 or 1 Y or N Y or N 7 66 TABLE4 R or A Aor L INDENT 7 67 TABLE5 Kha ANAY GA 7 67 REMEDY 1 6 THIS IS THE REMEDY 7 67 NEWMARG XXX 0 7 67 Search Codes That May Be Used Anywhere 7 68 Period Register 8 Introduction 8 2 Producing a Period Attendance Register 8 2 Period Register Specifications 8 5 1 Register Mode 8 5 REGISTER BY PERIODS 8 5 REGISTER BY MINUTES 8 7 REGISTER BY DAYS 8 7 2 Interval Start Date 3 Interval End Date 8 10 4 Year to Date End Date 8 10 5 Per Present For Full Present 6 Per Present For 3 4 Present 7 Per Present For 1 2 Present 8 Per Present For 1 4 Present 8 10 9 Minutes Per Period 8 10 A Start Grade For All Grades B End Grade For All Grades 8 10 C Include Blank Search Register amp Attendance Codes Introduction 22554 ka KATE DES ea Ps ee 1 2 Navigating to Register and Attendance Codes 1 2 Navigation Menu 1 3 Shortcut Bars a a na oho we 8 1 4 Right Click Menu 1 4 Toolbar Menu 1 4 Register Codes 1 5 The Default List of Register Codes 1 5 Defining Register Codes 1 5 Register Codes Window 1
203. of MEMBER periods The other column on the left is UNEXCUSED ABSENCES This column shows how many of the TOTAL ABSENCES were unexcused In Bill s case one of his 29 total absences was unexcused The remaining 28 were marked either excused or just plain absent The end of the DAILY ATTENDANCE REGISTER by PERIODS will contain totals for any sort category as well as for the entire grade level Separate totals will be provided for the interval data as well as for the year to date data The interval totals for the two students in the above sample register would be INTERVAL 09 02 1994 TO 09 22 1994 ATTENDANCE 86 00 Period Register Period Register Specifications The MEMBER total of 208 is the total number of periods that students were members of the school during the interval In this example the 208 total member periods is the sum of Bill Smith s 108 member periods and Sara Jones 100 member periods Similarly the PRESENT total of 179 is the sum of Bill s 79 periods present and Sara s 100 periods present The ABSENT total of 29 is the sum of Bill s 29 absences and Sara s 0 absences The UN ABSENT figure of 1 is the sum of Bill s 1 unexcused absent and Sara s 0 unexcused absences Remember this 1 unexcused absent is included in the 29 total absences The PERCENT ATTENDANCE is the percent of membership periods that students were present In this case it is 179 divided by 208 which is 86 REGISTER BY MINUTES This mode operates al
204. oice and click Select to present her period attendance Remember to jump to a student in the list type a few letters of her last name and press ENTER F7 RPT SRCH Ifyou have called up a student by entering a few letters of her last name this key will allow you to jump to the next student who matches your search anywhere in the entire school not just in the current grade level Period Attendance 6 3 View Period Attendance Introduction View Period Attendance Window Window Feature Description F8 ATT F9 F10 RC INT 6 4 Period Attendance Presents an ATTENDANCE CODE VIEW of the currently highlighted course You can achieve the same result simply by pressing ENTER e PRINT This function key presents you with a menu of formats in which you can print the period attendance for the current student e TABLE This option will print the table just as it appears on the viewing screen e TABLE AND ATTENDANCE CODE VIEW This option will print the table as well as the attendance code view for each course e TABLE AND REGISTER CODE VIEW This option will print the table as well as the register code view for each course e DAY BY DAY ANALYSIS This option will print a report similar to the following Albrecht Kendall GRADE 12 2 01 01 1980 TO 10 06 2004 DATE PERIOD ATTENDANCE DAILY ATTENDANCE 172 05 27 2003 KANA LEA 173 05 28 2003 Add did FIELD TRIP 174 05 29 2003 kad ABSENCE EX 175 05 30 2003 EEEEEE
205. om GradeQuick 5 23 Changing Settings 5 23 View Period Attendance 6 Introduction 6 2 Specifications for View Period Attendance 6 5 Viewing Period Attendance Data 6 10 Transferring Period Attendance Data To Report Cards Plus 6 10 Report Writer 7 Introduction 7 3 Period Attendance Report Writer Overview 7 4 Printing Period Attendance Reports 7 5 Editing Reports 7 8 Report Writer Tasks 7 9 1 Print an Advisor s List 7 10 2 Print An Advisor s List In Sorted Order By Grade Level 7 10 3 Export Advisor s List To An ASCII File For Use By The Phone Master 7 12 4 Print a Skip List For Students Both Present And Absent Today 7 12 5 Print a Skip List For Students With Any Attendance Entry For Today 7 13 6 Search List Each Course Exceeding the Search Limit 7 13 7 Search List the Dates For Each Course Exceeding The Search Limit7 14 8 Search List Students gt Search Limit in All Courses Combined 7 14 9 MULTI LIMIT SEARCH LIST THE DATES FOR EACH COURSESLIMITS 7 15 10 Attendance List for Today List Each Period s Attendance 7 16 11 Attendance List for Today In Sorted Order By Grade Level 7 17 12 Homework Assignment Forms For Student s Absent Any Period 7 17 13 Letter with Attendance Table Print For Selected Students 7 18 14 Search Let
206. ons Entry Specifications Page 1 Continued 9 Scan Link Code For Absences A Scan Link Code For Ex Absences B Scan Link Code For Un Absences C Scan Link Code For Tardies D Scan Link Code For Ex Tardies E Scan Link Code For Un Tardies F Scan GQ Replace Existing Codes Specifications 9 E only apply to schools that use a scanner to enter the daily attendance Scanner entry forms allow you to bubble in EA A UA TE T or TU By default these entries will scan in to the program as Excused Absence Absence Unexcused Absence Excused Tardy Tardy and Unexcused Tardy respectively If you wish to have one or more of these entries scan in as a different Attendance Code you may set up links using these specifications select any valid Attendance Code to be recorded for any possible scan form entry For example if you wish to have a scan form entry of TU recorded as D Dismissal change Specification 6 Scan Link for UN Tardies to D If you scan or import attendance more than once for the same date Attendance Plus can either save previously recorded codes or overwrite them Set this specification to No to save all previous entries Yes to overwrite all previous entries or Only When Student is Tardy to overwrite existing entries only when tardy codes are scanned or imported Entry Specifications Pages 2 3 Specifications on page 2 and 3 are used to link GradeQuick attendance entries to Administrator
207. ons are Small 7 pt Medium 10 pt or Large 12 pt Batch Entering Period Attendance for a Section Enter Period Attendance Batch Entering Period Attendance for a Section The BAtch Enter for a Section options lets you automatically enter period attendance codes for more than one student at a time but only for a specific section For example if all students who are in Art 3 will have a field trip to a museum on a particular school day you can batch enter the code FT You can enter any Attendance Code including Present To Batch Enter Period Attendance for a Section 1 Inthe Enter Period Attendance window select Batch Enter PEriod Attendance for a Section and then click Next Administrator s Plus s o o o o S KC 5 G ee ENTER PERIOD ATTENDANCE TUESDAY 11 23 2664 DAY 184 PERIOD A 1 Manual entry 2 scanneR entry 3 cOrrections amp messages 4 Nurse dismissals 5 Print bulletin 6 Inspect change entry specifications 7 inspecT change print specifications 8 apply Daily attendance absences only 9 applY daily attendance abs amp tar B receive from Grade quick C cHange settings D End program DD Period Attendance 5 21 Chapter 5 Enter Period Attendance Batch Entering Period Attendance for a Section The Batch Enter Which Code window appears Administrator s Plus ABSENCE EX ABSENCE MEDICAL ABSENCE UN DISMISSED Dropped Out Enter In State Enter Out State F
208. or students exceeding your specified attendance limits and optionally to print customized letters you can send to their homes 15 Use the PER REGISTER program to print the legal attendance register in various ways 16 If you are using REPORT CARDS PLUS and you want to print students period attendance data on their report cards you must first use the CUSTOMIZE program to set up one or more report card columns for students period attendance data These columns will come from the 11 available report card grade columns or the two comment columns If you have the available columns you could have one column for absences and another for tardies Or you could have one column for excused absences and another column for unexcused absences Once your columns have been set up you must use the REPORT CARDS INTERFACE in the PERIOD VIEW ATTENDANCE program to read students period attendance data and enter it into the columns of your choice in students transcripts For further information see the chapter in this manual on the PER VIEW ATTENDANCE program called TRANSFERRING PERIOD ATTENDANCE DATA TO REPORT CARDS PLUS VII Period Attendance Table of Contents Legal Notices aED ak 2 About this Guide 3 Included inthis Guide 3 Contact Information 4 Technical Support 4 dang ha Gr Tha eee ass ss re 4 Documentation Feedback 4 Getting Started Getting Started II System Overview
209. orrectly For example if you want all students with 3 or more tardies Specification A must be set to 2 Specification 2 must be set to Students Exceeding Register Code Limit and Specification 7 must be set to Tardy Report Writer Setting Report Writer Task Specifications Setting Report Writer Task Specifications Period Attendance Report Writer has two specifications windows Page 1 of Report Writer Task Specifications Specification 1 CURRENT TASK 2 PRINT LETTERS REPORTS FOR Description This specification and all of its choices are described in detail in the previous chapter Use it to choose a different task To return all specifications for the current task to its defaults press the SHIFT 1 key the exclamation mark This specification sets a secondary filter used in determining which students will be printed on a report A pop up window gives you the following 12 choices Ka Administrator s Plus LESS THAN REGISTER CODE LIMIT GREATER THAN ATTENDANCE CODE LIMIT LESS THAN ATTENDANCE CODE LIMIT REGISTER CODE ON END DATE ATTENDANCE CODE ON END DATE ANY ENTRY ON END DATE KEY PERIOD PRESENT ABSENT ANY OTHER PRD REGISTER CODE IN KEY PERIOD BOTH PRESENT AND ABSENT ON END DATE MULTI LIMIT SEARCH GREATER THAN REG ABSENCES amp TARDIES 3 LESS THAN REG ABSENCES amp TARDIES 3 Period Attendance 7 29 Report Writer Setting Report Writer Task Specifications 7 30 Period Attendance Page 1 of Repor
210. otation as desired and then click F10 Accept 4 12 Period Attendance Calendar Alternate Calendars Alternate Calendars The Alternate Calendars feature is most useful for schools with PK or K grade levels or vocational programs whose membership days differ from the rest of the school population This especially includes alternate day or half day programs By default each school has a MASTER CALENDAR defining the dates school is in session This MASTER CALENDAR is automatically created as the attendance is done each day By default each day is worth ONE membership day In the event of an early dismissal day for a snow storm or parents conferences the MASTER CALENDAR may be edited to define a date as only being worth 1 2 membership day or any other value All values in the MASTER CALENDAR apply to every student in your school UNLESS you create ALTERNATE CALENDARS An unlimited number of ALTERNATE CALENDARS may be created and then assigned to entire grade levels or even to individual students For example assume that we have an every other day kindergarten Half the students go on one day and the other half on the other day Day A and Day B kindergarten Create a data base field to identify which group a child is in Two ALTERNATE CALENDARS will be created and named Day A Kindergarten and Day B Kindergarten Using the data base field these can easily be assigned to the appropriate students Your attendance registers will
211. ou specify The name of each teacher will appear at the bottom of the letter and the data for just that course will be included in the letter DEMO SCHOOL 38 East Brook Drive Hampden MA 01036 413 566 3495 Peter James Principal Arthur Kilborn Assistant Principal Francis Miller Guidance Director Peter Dawson Assistant Principal 12 09 2004 TO Mr and Mrs James Abbot 50 Spencer Street Springfield MA 01270 RE Jeremiah Abbott The purpose of this letter is to inform you that your son Jeremiah has had 2 absence s in my English 4 course from 08 20 2002 to 12 08 2004 ABSENCE jn 2 00 DATES 10 13 11 18 We at DEMO SCHOOL believe that attendance in class is an integral part of a student s total educational experience We urge you to stress the importance of punctuality and good attendance The development of good habits in these areas will be invaluable to future schooling and future job performance We would appreciate your help in improving Jeremiah s attendance In the case of any future absences we would like to suggest that you phone us at school 413 566 3495 and leave a message that the absence is legitimate and has had parental authorization Sincerely James Brown English 4 Teacher Report Writer Report Writer Tasks 16 Letter 1 Letter for Each Course Missed Today This task prints the following letter for each course from which the student was absent today Once again today is defined as the READ A
212. ourse but absent in other courses e Print an advisor s list containing the work and home phone numbers of students who were absent one or more periods e Export phone numbers of students missing one or more periods to an ASCII file for use by an automatic caller 8 Period Register e Print period attendance register either by days hours or minutes Getting Started Getting Started n EG Aa II System Overview II The Period Attendance Process IV Period Attendance 1 Getting Started Getting Started Getting Started This manual assumes that you have already read and understood the user s manual for DATA BASE PLUS since its programs are used to get you started The ATTENDANCE PLUS module consists of two parts e DAILY ATTENDANCE PLUS e PERIOD ATTENDANCE PLUS DAILY ATTENDANCE usually refers to taking attendance once each day in a homeroom period while PERIOD BY PERIOD attendance refers to taking attendance during each class period This manual explains PERIOD ATTENDANCE PLUS If you are going to take BOTH daily and period attendance read the DAILY ATTENDANCE manual first and then read this manual otherwise you need to read only this manual In order to take attendance in each course the computer must know each student s schedule If you are simultaneously using Scheduling Plus this matter is automatically taken care of However if you are not also using Scheduling Plus you must enter
213. ourses from which the student has been withdrawn The final grade for such a course must be a W WF or WP The following is a student s period attendance displayed on the screen by PERIODS Period Attendance 6 5 View Period Attendance Specifications for View Period Attendance View Period Attendance Specifications Specification Description DISPLAY BY PERIODS OR COURSES Continued E View Period Attendance Sie VIEW MODE CRS SC CRS NAME QTR TIME TEACHER ela _ ABS EA UA _TAR ET UT 108 PERIOD C PERIOD D PERIOD E PERIOD F PERIOD G PERIOD H ITOT MO O f I olo 2 ola 2 o o oo o ol cal ol col en en F10 m on oe O a 2 VIEW Attendance codes over 200 are NAA entry and ATTENDANCE withdrawal codes This specification determines whether or not CODES OVER you can view them in period attendance 200 3 PRINT DAYS This specification determines how the DAY BY DAY ANALYSIS WITH NO prints The default setting is NO which means that the only days ATTENDANCE which will print are those on which the student has had CODES attendance entered daily or period If you set this specification to YES then the entire school calendar will print including those days on which the student did NOT have any attendance entered This mode will obviously use more paper but it will give you a picture of the entire year and thus enable you to see any attendance patterns 4 PRINT WHICH This specification also
214. pa Pond pa a Pond b Pond P sssssssssss An information window appears stating The rules for this calendar have been successfully saved 7 Click Exit to close this window and return to the Rules for Adding Days to Alternate Calendars window NOTE To return to the Alternate Calendar Setup window click Exit twice more Period Attendance 4 27 Calendar Reporting Which Students are Assigned to Which Calendars Reporting Which Students are Assigned to Which Calendars The Alternate Calendar Setup window lets you generate a list of which students use which calendar To List Which Students are Assigned to Which Calendars 1 Inthe Alternate Calendar Setup window select Report Which Students are Assigned to Which Calendars and then click Next The Alternate Calendars lookup window appears Administrator s Plus MASTER SCHOOL CALENDAR Morning Kindergarten 2 Choose the calendar for which you want to generate a list and then click Select The sample above has Master School Calendar selected A report generates listing all students that use the Master School Calendar 4 28 Period Attendance Calendar Selecting an Alternate Calendar When First Opening an Attendance Program Selecting an Alternate Calendar When First Opening an Attendance Program When you add a new day to the calendar in either the Enter Daily Attendance or Enter Period Attendance program you are prompted to select a calendar and memb
215. r more periods AND absent to one or more periods on the end date will appear on the report Use this setting to print a skip list MULTI LIMIT SEARCH Page 2 of the specifications allows you to enter up to six different search limits Students who exceed any of these limits in any of their courses will be included in the report For further information on using multi limit searches 9 E MULTI SEARCH LIMITS on page 7 42 The following letters and reports come with PERIOD ATTENDANCE PLUS A subsequent chapter will describe all of the following reports in detail From this list select the report you want to use Report Writer Setting Report Writer Task Specifications Page 1 of Report Writer Task Specifications Specification 4 DUPLICATE LETTER CHECK 5 READ ATTENDANCE START DATE 6 READ ATTENDANCE END DATE Description If this specification is ON and you print a report the report number is stored in the LETTER field for that date in the student s period attendance record Furthermore if it is ON and a report of the same number has already been printed for a student it will not be re printed It is designed to be ON only when you print search letters This ensures that Period Attendance Plus will not reprint the same letter for the same student in future searches For example if you want to print letters after students reach 5 10 and 15 total absences in all of their courses combined you should make th
216. rade level use the Grade drop domn list Opens the Inspect Change Specifications window See Specifications on page 3 11 for information on these specifications The Day column lists the school day number Day 1 the first day of school is listed at the top with each subsequent school day listed below Lists the date associated with each attendance day When you use the Enter Daily Attendance program the current date is read from your computer and applied to the next available school day number If an Attendance Code was recorded in the code 1 slot for the selected student it will appear here If a time is entered for Code 1 it will appear here If an Attendance Code is recorded in the code 2 slot for the selected student it will appear here If a time is entered for Code 2 it will appear here If a letter is printed for a student through the Attendance Report Writer a letter code will appear in this column Correct Program Window Attendance Code View The Attendance Code View window displays each Attendance Code recorded for the student along with the totals for each Attendance Code received and the date they occurred You can print this window by pressing the F9 key or clicking F9 Print To return to the calendar view click the radio button labeled Calendar View PET Calendar View C Reg Code View Att Code View 11 12 01 13 01 27 09 21 10 05 10 12 11 05 11 29 12 01 12 17 02 01 08 14 09 01 09 21
217. ram an entry code is recorded in the Code 2 slot for the school day prior to the student s first day of school For example a student who is added on school day 6 will have an entry code listed in the Code 2 slot on day 5 NOTE Students who were enrolled during the previous school year and promoted using the Beginning program will not have an entry code on day zero If you wish to record an entry code for these students you can do so using the Batch Entry program Withdrawal codes appear in the Code 2 slot for the school day after the student s last day of school Therefore a student withdrawn on day 120 will have a W code in the code two slot on day 121 ME Gibbons James 1 Grade 9 Specifications Calendar View C Reg Code View C Att Code View DAY DATE jefe B TIME 1 CODE 2 TIME 2 LET 09 01 2000 09 02 2000 09 07 2000 09 08 2000 09 09 2000 09 10 2000 09 13 2000 09 14 2000 09 15 2000 09 16 2000 09 17 2000 09 20 2000 09 21 2000 kL tC pesc F1 fo r2 fj r3 fore ro fj re r7 re ro Fio ABORT 2 REG EDIT PREV NEXT LOOKUP ATT PRINT PERIOD The Correct window pictured above shows a student who entered on 9 10 2000 Non member codes appear in each calendar day leading up to his entry o 1 2 3 4 5 6 7 8 When a student is added after the first day of school a Non Member code N is placed into the
218. rand Footer Printed at the end of a report End of the Grand Footer Start of the Search Header Printed at start of new search category End of the Search Header Start of the Search Footer Printed at end of search category End of the Search Footer Start of the Sort Header Printed at start of new sort category End of the Sort Header Start of the Sort Footer Printed at end of search category End of the Sort Footer Print Search Header as Grand Header Turn Word Wrap on Turn Word Wrap off Sets page number for page header to value X Report Writer Period Attendance Report Writer Codes 4 or Fewer Character Codes May Be Embedded In Text Code 1 160 N1 N160 T1 T230 L1 L17 FN LN D GR XON XOFF SEX SX2 HIS DATE NG SFC SF SC CON COFF GCT SCT TCT GCT1 SCT1 TCT1 PG Description Data base fields Names of the data base fields Tab to this column Letter head variables First name of the student Last name of the student ID number of the student Always 3 digits Grade number of the student Expanded print on Expanded print off son or daughter he or she his or her Current date Continue current line with next line Search field s and criteria if user entered criteria Search field if computer finds categories Search category if computer finds categories
219. re than one student on a particular day the most efficient method is to use the Change Date option in Enter Daily Attendance see Inserting a Calendar Day on page 4 10 3 Correcting Attendance Calendar View C Reg Code View C Att Code View J DAY DATE CODE1 TIME 1 TIME1 jefe 8 P CODE2 TIME TIME 2 LET 11 02 2000 11 03 2000 11 04 2000 11 05 2000 11 08 2000 11 09 2000 11 10 2000 11 12 2000 11 15 2000 11 16 2000 11 17 2000 11 18 2000 11 19 2000 11 22 2000 kim fC PA aa a re re er re rs KA ABORT REG EDIT PREV NEXT LOOKUP ATT PRINT PERIOD 3 2 Period Attendance Correct Navigate to Correct Navigate to Correct Use any of the following methods to open the Correct window Navigation Menu 1 From the Master Program Selector e Press the 2 key and press Enter OR e Double click 2 Attendance Plus OR e Single click 2 Attendance Plus and then single click Next Administrator s Plus Master Program Selector D Main Menu 2 From the Attendance Plus 4 Attendance Plus Menu mE menu Attendance Plus e Press the 5 key Codes J Double click 5 Correct Single click 5 Correct and 7 Calendar OR OR single click Next 8 Batch Entry 9 Per Enter Period Attendance A Per View Attendance Period Attendance 3 3 Data Base Attendance District Control 3 4 Period Att
220. ree separate letters one for each limit Then when you print the letter for exceeding 5 absences Attendance Plus will record that fact and not send a duplicate 5 absence letter the next time you search for students exceeding 5 absences Another letter will not be printed for this student until she exceeds the 10 absent limit You may use the CORRECT program to view and edit which letters have been printed for particular students NOTE The Duplicate Letter Check in Period Attendance Plus keeps track of only one letter being sent per day rather than one per course per day Consequently if you send letters for students who exceed your limits in each course it is suggested that you use the multi limit search feature Period attendance data will be read only for the interval between and including these dates Hence when conducting searches only infractions occurring in this interval will be counted Specification 6 Read Attendance End Date always defaults to the most recent date on which attendance has been taken Period Attendance 7 33 Report Writer Setting Report Writer Task Specifications Page 1 of Report Writer Task Specifications Specification Description 7 REGISTER CODE This specification identifies the register code that will be FOR SEARCHES used if Specification 2 Print Letters Reports For is set to one of the following options e GREATER THAN REGISTER CODE LIMIT e LESS THAN REGISTER CODE LIMIT REGISTER
221. rse we are informing you that your son has equaled or exceeded 11 total absences Consequently Kenneth may lose credit in Computer 1 after a few more absences The following is Kenneth s attendance in my class ABSENCE 10 00 DATES 10 02 10 10 10 14 10 22 10 23 11 04 11 14 03 24 03 31 04 11 ABSENCE EX 1 00 DATES 03 28 TARDY UN z E ATE 03 13 Z PERSONAL ILL 1 00 DATES 09 25 Sincerely Candy Irving Computer 1 Teacher Report Writer Setting Report Writer Task Specifications Page 2 of Report Writer Task Specifications Specification 9 HE MULTI SEARCH LIMITS continued Description The school that produces this letter sends letters home to students exceeding 5 9 11 and 14 absences in their semester courses and 10 18 22 and 27 absences in their full year courses Therefore they are only using four of the six possible sets of limits A slightly different letter will be printed depending upon which of these four sets of specifications the student exceeds The line in this letter Consequently Richard has incurred a loss of credit in Chemistry is what will be different depending upon the limit exceeded When letters are printed for this school if a student exceeds the first limit which is 3 absences in a quarter course 5 absences in a semester course or 10 absences in a full year course this line will say Consequently please discuss this matter with Richard If a student exceeds the second limit
222. rship day due to the fact that only four periods met Consequently Bill was present for 50 of the half of a membership day which translates into 25 present and 25 absent On day 6 Bill was present for 5 of the 8 periods or 62 5 of the possible periods This gives him a 5 PRESENT for the day and 5 ABSENT for the day As the register show of Bill s 13 5 possible membership days he was present for 9 75 and absent for 3 75 The PRESENT column and ABSENT column must equal the MEMBER column The PERCENT PRESENT column is simply the percent of the member days that the student was present In this case Bill was present for 9 75 13 5 or 72 22 percent of the time Notice that in the register by periods he was present for 73 15 of the time The bottom of a register done by days will look like INTERVAL 09 02 1994 TO 09 22 1994 AV ATTY MEN AV DAILY MEM AV ATTY AV DAILY ATTENDANCE 85 49 TOTAL 2 00 The MEMBER total of 26 is the total number of days that students were a member of the school during the interval In this example the 26 total member days is the sum of Bill Smith s 13 5 member days and Sara Jones 12 5 member days Similarly the PRESENT total of 22 5 is the sum of Bill s 9 75 days present and Sara s 12 5 days present The ABSENT total of 3 75 is the sum of Bill s 3 75 absences and Sara s 0 absences The AVERAGE DAILY MEMBERSHIP figure is calculated by dividing the total membership days of 26 by the number of
223. ry day However on one day students went home after the first four periods so that the teachers could have an in service day Consequently the school added a rotation day 6 to its calendar that contained only the four blocks meeting that day Use the CALENDAR program to enter additional rotation day numbers Consequently during these 14 school days a possible 108 periods met On 13 days there were 8 periods for a total of 104 periods On one day only four periods met giving a total of 108 possible periods for the fourteen days Because Bill Smith was a member of the school all 14 days he is shown as having 108 MEMBER periods from 09 02 through 09 22 However Sara Jones did not enter the school until the second day of school Consequently she was only a member for 100 of the 108 possible periods Whether or not a student is a member of the school for a day is stored in her DAILY ATTENDANCE FILE and is set when you use the NEW FILES program to enroll them Of his 108 member periods Bill was present for 79 of them which means he was present in 73 15 of his possible periods during the fourteen day interval A student is considered present in a period unless they have been marked absent Because Bill was only present for 79 of his possible 108 periods he was absent for the remaining 29 periods These 29 absences are shown under the TOTAL ABSENCES column The number of TOTAL ABSENCES added to the number of PRESENTS will always equal the number
224. s PD Before assigning a calendar you must first set the specifications to choose the grade range as well as whether to include active and or inactive students 2 Click Inspect Change Specifications The Specifications Batch Assign Calendars window appears kal Specifications Batch Assign Calendars SPECIFICATIONS BATCH ASSIGN CALENDARS 1 START GRADE FOR ALL GRADES l GRADE K z 2 END GRADE FOR ALL GRADES GRADE 12 x 3 ACTIVE INACTIVE STUDENTS Active Students Only v ENTER SPECIFICATION TO CHANGE 3 Set the specification as desired See the table on the next page for a description of each Specification Period Attendance 4 19 Calendar Assigning Alternate Calendars Batch Assign Calendar Specifications Specification Description 1 Start Grade Choose the start grade Only students inside the Start Grade to for All Grades End Grade interval will be included in the assignment list 2 End Grade for Choose the end grade Only students inside the Start Grade to All Grades End Grade interval will be included in the assignment list 3 Active Choose whether to include active inactive or both types of Inactive students Students 4 Click Done to confirm and exit this window and return to the Calendar Batch Entry window The options for the Calendar Batch Entry window are described in the table below Calendar Batch Entry Window Option Description Grade Number Batch enters a calendar only for studen
225. s will be together and so on Within an attendance code they will be sorted alphabetically CODE THEN GRADE THEN NAME Siudents will be grouped by attendance code within each attendance code they will be grouped by grade level and within each grade level they will be alphabetized Prints your list in the order it appears on the screen This list can be used as an alternative to the attendance bulletin It prints the current period s attendance as well as the first letter of the attendance code for ALL other periods A dash means that the student was present for that period For example T A means that the student was tardy first period absent fourth period and present all other periods Because this is currently fourth period the student is obviously still present for all subsequent periods CRIST ACADEMY School Day 214 ID NAME THIS PERIOD ALL PERIODS 1 09001 2 3 09004 4 09002 Bullerwell She Babcock Marian ABSENCE ABSENCE Plummer Charle ABSENCE 09006 Doucette Dawn ABSENCE Period Attendance 5 9 WEDNESDAY 10 06 2004 Chapter 5 Enter Period Attendance Entering Period Attendance 5 10 Period Attendance Entering Attendance For a Date Already in the Calendar To Enter Daily Attendance For a Date Already in the Calendar At the Warning window pictured below click Yes Administrator s Plus At ONLY USE THIS PRO F YOU ARE ACTUALLY D
226. s Plus you can enter the meeting time for Journalism as A135 and the meeting time for Gym as A24 Period Attendance 4 5 4 6 Period Attendance Calendar Setting Block Rotation When you actually enter the attendance for a day you will tell the computer the proper rotation day number thereby attaching a rotation day number to each day in the school s calendar When the computer later reads that a student was absent A block on 02 02 2005 it will know that 02 02 2005 was rotation day 2 a Wednesday and since A2 met during rotation day 2 the student was absent from Gym and not Journalism The computer knows that A2 meets on rotation day 2 by reading the rotation table that you entered using the Enter Scheduling Rotation for Period Attendance button in the CALENDAR program If you have a special day of school in which a different number of blocks meet than on a normal day you may use the CALENDAR program to add more rotation days to your table up to a maximum of sixteen For example assume it starts to snow and school is called off halfway through the day on a Tuesday which is normally rotation day 2 You may use the Enter Scheduling Rotation for Period Attendance button to change your rotation Enter a sixth day with A2B2C2 as the rotation Your rotation will now be ROTATION FOR DAY 1 AIBICIDIEIF1G61 ROTATION FOR DAY 2 A2B2C2D2E2F2G2 ROTATION FOR DAY 3 A3B3C3D3E3F3G3 ROTA
227. s Plus Attendance Codes Attendance Code Linked to For GradeQuick Interface You may define up to 24 customized Attendance Codes in Grade Quick Fach code can be a up to four letters A Z By default and exported code of A will be read as Absent and an exported code T will be read as Tardy To select a new Attendance Code to be recorded for any exported attendance entry use the drop down list to the right of each specification For example if you have created a customized code of J which should be recorded as AEMD Medical Absence set Specification A to AEMD 5 18 Period Attendance Enter Period Attendance Changing the Print Specifications Changing the Print Specifications Clicking Inspect change Print Specifications in the Enter Period Attendance window displays the Print Specifications window ka Specifications Period Attendance PRINT SPECIFICATIONS PERIOD ATTENDANCE 1 STARTING GRADE TO PRINT GRADE 9 x 2 ENDING GRADE TO PRINT GRADE 12 X 3 HOW MANY CODE LETTERS TO PRINT 2 4 USE FULL OR ABBREVIATED NAMES Abbreviated Names Full Names 5 NUMBER OF COLUMNS lt 1 5 gt 4 6 PRINT MESSAGES AND CORRECTIONS f Yes C No 7 PRINT NURSE DISMISSALS Yes C No 8 PRINT STAFF ABSENCES Yes CC No 9 PRINT STAFF CODES C Yes No A FONT SIZE Small xl Page Setup ENTER SPECIFICATION TO CHANGE Print Specifications Page 1 Specification Description 1 Starting Grade to Print If you wish to print the b
228. s indicated in specifications A and B See Period Register Specifications on page 8 5 All Grades One at a Time Prints for all grade levels sorting students by grade level Inspect Change Opens the Period Register Specifications window Specifications See Period Register Specifications on page 8 5 3 Select your option and then click Next Period Attendance 8 3 Period Register Producing a Period Attendance Register The second Period Attendance Register Print window appears ka Administrator s Plus 2 2 2 2 c 8 SEARCH FOR WHICH STUDENTS IN ALL GRADES 1 All students alphabetically 2 Resume alphabetical printing 3 Individual students 4 Search by one field lt all categories gt 5 search by Field lt s gt lt you enter criteria gt 6 Main menu 7 End program D The following table explains the options Second Period Attendance Register Print Window Options 1 All Students Prints All students in alphabetical order Alphabetically 2 Resume Alphabetical If printing has been paused you can resume printing Printing beginning with the next student alphabetically 3 Individual Students Opens a second window from which you can select individual students to appear on the report 4 Search by One Field All Allows you to group students based on common data Categories base field entries Selecting this option opens a new window from which you can select the data base field for
229. s to Register codes to ensure that attendance entries appear on the Attendance Register You can also create Register codes to keep track of state reported attendance data for your school Print Period Attendance Forms Explains how to print attendance entry forms by course section for use the Period Attendance Module or for schools that take daily attendance without homerooms Correct View attendance data for one student or staff member at a time and if needed correct attendance entries for any period Calendar Describes how to view print correct or create alternate calendars for your school including editing the membership value of each day Enter Period Attendance Explains how to enter period attendance either manually or with a scanner Also describes how to print a bulletin containing the names of the students who were tardy or absent during a specific period of the day View Period Attendance Explains how to view students attendance in each of their courses Also shows how to send period attendance data to Report Cards Plus Period Report Writer Allows you to print numerous reports such as finding students exceeding specified attendance limits in any of their courses print letters for students exceeding specified attendance limits in any of their courses an print a list of students who were absent in any of their courses You can also print a skip list of students who were present in one course but absent in other cour
230. section he or she teaches For further details see the chapter in this manual describing the PER COURSE ENTRY FORMS program If you wish to take the attendance in each of the periods that these sections meet you must manually instruct the computer to print additional forms for these sections NOTE Only one form will be printed for sections meeting double or triple periods 5 Use the PER STUDY ENTRY FORMS program in order to print either VI Period Attendance manual or scanner attendance entry forms for each study hall section meeting during the current marking period If you are not using the STUDY HALL SCHEDULER you should enter your study halls as normal course sections which means that you will obtain their entry forms in STEP 4 rather than with this program For further details see the chapter in this manual describing the PER STUDY ENTRY FORMS program If you have decided to take attendance by periods and not by courses you may either use your own entry forms or just have each teacher send to the office the ID number of each absent student If you are using manual period attendance entry forms you may want to make copies for future weeks rather than have the computer print them for each section each week For manual forms the exact dates for each day of the week should be filled in at the top of each column before distributing them to the teachers Columns for holidays and non school days should be crossed off so that teachers d
231. send the same letter for the same student a second time Getting Started System Overview PERIOD ATTENDANCE PLUS will also print a SKIP LIST of those students who were present in at least one class and then absent in another class This list can contain the phone numbers of these absent students Homework forms may even be printed for all of a student s courses when she is absent from her first period course or any other designated period PERIOD ATTENDANCE PLUS will produce an attendance register based on the period attendance data This register may be organized by either periods minutes or days If the register is printed in days you may define how the period attendance data is converted to days In other words you may enter what percent of the possible periods in a day a student must be present to be considered present for the day or present for half the day and so on Because you must enter the attendance into the computer each period you can use an NCS scanner to greatly speed up data entry If you are not using Scheduling Plus and you do not wish to enter each student s schedule into the computer PERIOD ATTENDANCE PLUS will allow you to take attendance by periods as opposed to by courses In other words the computer will be able to tell you how many times a student was present or absent for PERIOD A though it will not be able to tell you that student s attendance in a particular course If a course met each time that PERIOD A me
232. ses Additionally you can print an advisor s list containing the work and home phone numbers of students who were absent one or more periods Period Register Describes how to print the period attendance register by days hours or minutes Period Attendance 3 ADMINISTRATOR S PLUS PERIOD ATTENDANCE MANUAL Contact Information Contact Information 4 Period Attendance Technical Support Please do not hesitate to call us toll free at 1 800 882 2994 Monday Thursday7 30 a m 6 30 p m EST Friday 7 30 a m 5 00 p m EST You can also e mail us at tech rediker com When emailing technical support questions please include your school s name phone number and zip code We respond to e mail from schools in the continental United States by phone Technical support information can also be found on the Rediker Web site at http www rediker com support html Training For information on current training available see the Rediker Web site at http www rediker com training html Follow the links to obtain information about scheduled classes training at customer sites and class registration Documentation Feedback Your comments on the documentation to help us to understand and meet your needs You can send e mail to doc rediker com Period Attendance Program Summary 1 Register and Attendance Codes e Create Period Attendance Codes e Create Register codes to keep track of state reported attendance data for your sc
233. sidered in the search The Direction option allows you to search the body of a report from top down or bottom up a xj Find What TABLE4 Direction Match Case Report Writer View Edit Letters Reports Find Next Shift F7 Repeats the last search Clicking the Find button on the menu pictured above performs the same function Options Menu Administrator s Plus File Edit Search Options Window GH a Generate Report 1 Student Per Phone Fixed Length Fields Ascii Hs ALT X to select Generate Report The Generate Report option allows you to edit and preview reports from the same window While editing the body of a report from the View Edit Letter Reports program e Save the report e Click the Generate Report button shown above e Select a grade level or All Grades from Report Writer Print Menu 1 e Select All Students Individual Students or perform a database field search 1 Student Per Phone The 1 Student Per Phone setting used primarily for letters and labels causes the report to print for only one sibling per family Fixed Length Fields The Fixed Length Fields setting is designed for reports that print data base fields in columns From the Data Base Plus Address program you may set the maximum number of characters that will print for each of the 160 possible data base fields With Fixed Length Fields turned on columnar reports will have enough room to
234. ss 9 is an integral part of a student s total educational experienc W urge you to stress the importance of punctuality and good attendanc The development of good habits in these areas will be invaluable to future job performance From 09 01 1995 to 07 12 1995 your son Richard has had the following attendance record KEY P PRESENT EA EXCUSED ABS UA UNEX ABS ET EX TAR UT UN TAR CRS SC CRS NAME QTR TIME TEACHER P ABS E 040 02 AP English ALL 6245 Moore Baj 32 3 Cr Writing Q 1 A12345 Laferrier 61 24 054 01 Drama Lt Q 4 B12345 EFtheringt 0 0 074 01 Russian Lt Q 3 B12345 Laferrier 0 0 083 01 W Eur Hum S 1 B12345 Mertes K 62 14 000 00 Study ALL 0 Kilborn 0 0 000 00 Study ALL F12345 Kilborn 74 14 HG nr a a Ww o TF We would appreciate your help in improving R the case of any future absences we would li U A 0 2 0 0 0 0 0 TAR NN DB wa o N gt E Por GOOF YE a U SOOO ooj o gt 4 0 OTHER 0 KH gt m GS ojo r ichard s attendance ke to suggest that you In phone us at school 693 6221 and leave a message that the absence is legitimate and has had parental authorizatio Sincerely Peter James Principal PERIOD ATTENDANCE LETTER WITH TABLE This period attendance letter was produced from the report on page the previous page by using Task 13
235. sseur M4 E12345 S 2 0 50 0 50 0 00 8 0 Reading 001 06 Levasseur M4 H12345 S 2 0 50 0 50 0 00 8 0 H Fr Eng 011 01 Riley Geo El A12345 AL 1 00 00 0 00 16 0 Col Fr Eng 012 01 Dowd Step E2 C12345 AL 1 00 1 00 0 00 24 0 Col Fr Eng 012 02 Etheringto E4 C12345 AL 1 00 1 00 0 00 24 0 Col Fr Eng 012 03 Etheringto E4 H12345 AL 1 00 1 00 0 00 24 0 Col Fr Eng 012 04 Dowd Step E2 H12345 AL 1 00 00 0 00 24 0 Fr English 013 01 Etheringto E4 G12345 AL 1 00 1 00 0 00 24 0 Fr English 013 02 Dowd Step E2 G12345 AL 1 00 1 00 0 00 24 0 Dev Fr Eng 014 01 Laferriere E5 C12345 ALL 1 00 00 0 00 16 0 Dev Fr Eng 014 02 Powell Ba PEL C12345 ALL 1 00 00 0 00 16 0 H So Eng 021 01 Laferriere F5 D12345 ALL 1 00 00 0 00 16 0 Col So Eng 022 01 Edwards B E3 G12345 ALL 00 00 0 00 24 0 Col So Eng 022 02 Edwar 0 00 24 0 Col So Eng 022 03 Leva 0 00 24 0 So English 023 01 Rile COURSE SECTION LIST 0 00 24 0 So English 023 02 Ande 0 00 24 0 So English 023 03 Ande jr you have not already done so in REPORT CARDS PLUS 0 00 24 0 or in SCHEDULING PLUS each master course must be Dev So Eng 024 01 Leva divided into sections Each section of a master course may 0 00 16 0 meet at a different time in a different room and be taught by a different teacher Moreover if the master course is a Jr Eng 5 031 01 Eng semester or quarter course the sections may meet different 199 00 24 0 semesters or quarters For example on this report course 001 Reading
236. student by student or from course section rosters This form will help you manually enter students schedules into the computer from course section rosters On these forms teachers will write in students names and ID numbers from where they can be entered into the computer There are two types of blank manual grade entry forms This type does not have the course name printed at the top Consequently one copy may be quickly printed and copied to be handed out to teachers who will fill in the information at the top REPORT CARD GRADE ENTRY FORM FIRST MARKING PERIOD CRSE SC 022 01 CRSE NAME Col So Eng TEACHER Edwards Bon CREDITS 1 TIME G12345 ROOM E3 QUARTER FULL YEAR CURR SIZE 17 GPA FACTOR 0 NAME GR 1st 2nd MEX MID 3rd 4th FEX FNL ABS Cl C2 BLANK MANUAL GRADE ENTRY FORM SECTION INFORMATION PRINTED ON THE TOP If you do not have SCHEDULING PLUS students schedules must be entered into the computer either manually or with a scanner Manual entry of students schedules may either be done student by student or from course section rosters This form will help you manually enter students schedules into the computer from course section rosters On these forms teachers will write in students names and ID numbers from where they can be entered into the computer There ar
237. t Writer Task Specifications Specification 2 PRINT LETTERS REPORTS FOR continued Description This is a SECONDARY FILTER in the sense that it limits who will show up on a report The PRIMARY FILTER or initial limitation is set when you select a grade level or all grades or individual students and so on The only students who will show up in the report are those who pass through both filters For example if you are searching for all students with more than 3 absences and you choose to print individual students in the 9th grade only those students whom you selected and who have more than 3 absences will print Unless you are conducting a search use the ALL SELECTED STUDENTS option Options include ALL SELECTED STUDENTS The report or letter will be printed for every student that passed the primary filter That is to say all students you select will be on the report GREATER THAN REGISTER CODE LIMIT Use Specification A Reg Searches Which Att Codes to set the limit and Specification 7 Register Code for Searches to select the register code Assume that the limit is 5 and the register code you selected is ABSENT Only those students you selected who have more than 5 absences in any one of their courses will be included in the report You can use Specification 8 Reg Searches Which Att Codes to limit the search to any combination of excused unexcused or pending types of attendance NOTE A specification on t
238. t all year long the attendance for PERIOD A and for the course would be identical However if two different courses meet during the week in PERIOD A for example GYM may meet Tuesdays and Thursdays and JOURNALISM on Mondays Wednesdays and Fridays and you are taking attendance by periods the attendance for both of these courses would be combined as the PERIOD A attendance On the other hand if you have entered students schedules and are taking attendance by courses the computer will be able to separate the attendance for JOURNALISM and for GYM Similarly if you have quarter and semester courses taking attendance by periods would combine the attendance for a course meeting PERIOD A the first semester with that of a course meeting PERIOD A the second semester If you have entered students schedules the computer will be able to properly separate the attendance for these two courses If you are taking attendance by periods you do have the option to look at the attendance for only a particular quarter or semester which would in effect separate these courses For each school day the computer has the space to keep track of the DAILY ATTENDANCE for a student as well as for that student s attendance in up to 24 course periods For each course period you may enter any one of the 250 available attendance codes that may be customized with the REGISTER amp ATTENDANCE CODE program There are some things that can be accomplished only through
239. t for all grades If you would like to limit printing to a range of grade levels choose the lowest grade in that range for the start grade and the highest grade in that range for the end grade Specify whether your school week runs from Monday through Friday or Saturday through Wednesday Selecting Yes enables the print preview option Selecting No causes the attendance forms to go directly to the printer Allows you to select the default paper and printer settings See Page Setup on page 7 61 4 Click Done to accept the specifications The Period Attendance Forms Print Menu appears 5 Select the range you would like to include using the Period Attendance Entry Forms Print Menu See Using the Period Attendance Forms Print Menu on page 2 16 for more information on this menu x PERIOD ATTENDANCE ENTRY FORMS OM 1 All sections studies e 2 Range of teachers C 3 individual Teachers C 4 individual Sections C 5 individual stUdies c c 6 Inspect Change specifications 7 End program D DO 6 Click Next to print the form Period Attendance 2 9 Print Period Attendance Forms Printing Scanner Forms Printing Scanner Forms 2 2 10 Period Attendance Printing scan forms creates a file that tells the program which students were printed on each form This file ensures that Attendance Codes are recorded for the correct student when they are read by the scanner The size of this file Sp
240. t the student and press Enter Select a student by typing a name or record number or browse by pressing the F6 key or clicking F6 Lookup Print the entire attendance record as it appears on the Calendar View Correct window by pressing F9 key or by clicking F9 Print To view or print the Register Code entries for this student press the F2 key or click F2 Reg Print the information contained on the Register Code View window by pressing the F9 key or clicking F9 Print To return to the Calendar View window click the radio button labeled Calendar View lolx Wilbur Lambertson Danni Ew Exo 12 Specifications C Calendar View Reg Code View C Att Code View ABSENT 09 10 09 23 09 24 10 04 11 08 11 12 12 03 01 27 02 04 02 10 02 22 07 16 TARDY 09 28 10 06 10 12 10 13 10 14 11 16 11 17 11 18 11 23 12 01 12 02 01 11 08 01 11 24 DISMISSED 00 10 22 ki CO esc Pi fore Fors fore f rs re r7 Fe Fo Fo ABORT we CAL PREY NEXT LOOKUP RPT ATT PRINT HOTKEY Period Attendance 3 15 Correct How to Correct Attendance 7 To view or print the Attendance Code entries for this student Press the F8 key or click F8 ATT big C Calendar View Reg Code View Att Code View ABSENCE 09 29 DISMISSED 10 12 12 01 12 13 12 15 12 22 08 14 FIELD TRIP 07 16 HALF ABSENCE EX 10 12 TARDY 02 08 kw CO esc Pi r2 f rs fp
241. ta Base Plus b RA yy aaa Attendance Plus Register amp Attendance Codes Report Cards Plus gt Print HR Attendance Forms Scheduling Plus bY Print Period Attendance Forms Discipline Plus gt Enter Daily Attendance Billing Plus gt Correct Attendance Report Writer Batch Entry Per Enter Period Attendance Per View Period Attendance Per Report Writer Per Register Calendar Program Window The Calendar Program window lets you view edit or print the calendar The information in each column of the Calendar screen is described below The function keys and editing options available from the Calendar program window are described in the step by step pages beginning on page Editing a Calendar Day on page 4 10 For information on creating calendars see Alternate Calendars on page 4 13 Calendar Program DER Alternate Calendar Setu SSIs o DAY OF WEEK DATE ROT MASTER CAL MEMB ALT CAL MEMB 130 M I Monday 03 17 2003 1 00 2 131 Thursday 07 03 2003 1 00 132 Friday 07 25 2003 1 00 483 Friday 08 22 2003 1 00 134 Monday 08 25 2003 1 00 135 Tuesday 08 26 2003 1 00 136 Wednesday 09 03 2003 1 00 137 Friday 09 05 2003 1 00 Wednesday 09 10 2003 1 00 139 Thursday 09 11 2003 1 00 140 Friday 09 26 2003 1 00 141 Monday 09 29 2003 1 00 Wednesday 10 01 2003 1 00 o o o Enter Scheduling Rotation For Period Attendance Page Setup ARA
242. tation In the first example you would enter the rotation block schedule for day 1 as A1BICIDIEIFIGI1 and the rotation for day 2 as A2B2C2D2E2F2G and so on Note that each block is identified by a letter number combination The computer will accept only letters A through X and numbers through 7 The rotation for the first example a standard five day weekly schedule with the same seven periods meeting in the same order each day would appear as follows ROTATION FOR DAY 1 AIBICIDIEIF1G61 ROTATION FOR DAY 2 A2B2C2D2E2F2G2 ROTATION FOR DAY 3 A3B3C3D3E3F3G3 ROTATION FOR DAY 4 A4B4C4D4E4F4G4 ROTATION FOR DAY 5 ASBSCS5D5E5F5G5 And the rotation for the second example the four day rotating schedule would be ROTATION FOR DAY 1 AlCIBIEIGIF1 ROTATION FOR DAY 2 B2D1A2F2H1E2 ROTATION FOR DAY 3 A3C2D2E3G2H2 ROTATION FOR DAY 4 B3D3C3F3H3G3 PERIOD ATTENDANCE PLUS needs to know which blocks meet each day because it keeps track of how many times a student has been present in each of her courses as well as how many times she has been absent and tardy It also uses the rotation to match courses with periods For example in a standard schedule a student may have Journalism during A period on Monday Wednesday and Friday and Gym during A period on Tuesday and Thursday Using Scheduling Plus or Report Card
243. te 09 01 92 MAZE DTA ne n o ees s Prints the Read Attendance End Date 07 12 93 YO LP Coane a E E Prints son or daughter son HIN KA AA Prints the student s first name Richard WRAPOFF Turns the wordwrap feature off so the table can print properly GONG tea ees careers Turns condensed print on 17 1 characters per inch NEWMARG 135 Sets a new right margin so the table prints poperly in condensed print jogo bal Ro ee er ee ec A Tabs to the 18th column after the left margin e TABLE IZ OR dees a Prints the table that lists the student s attendance MCORP Re saen b2 sd Turns condensed print off WRAPON mesnine o as ee Turns the wordwrap feature back on ee Toa KG RA AE Prints the school s phone number 693 6221 SAMPLE OF A REPORT THAT GENERATES A LETTER This is a fragment from Report 22 Letter with Table The top half of the page contains the actual fragment and the bottom half of the page contains a key for the different codes that appear in the report The codes are listed in the order they appear The next page contains a sample of the sort of letter this report produces R H S Rt 302 Bridgton Maine 0400 693 6221 Peter James Principal Arthur Kilborn Assistant Principal Peter Dawson Assistant Principal Francis Miller Guidance Director TO Dr amp Mrs Robert Rediker 67 Genevieve Dr Hampden MA 01036 ay Gl Richard Rediker We at R H S believe that attendance in cla
244. ted The Period Attendance Process When the data is later read back the computer checks the student s schedule and finds that the student was scheduled for chemistry A period on 02 02 1995 so it displays on the screen that the student had an absence in chemistry on 02 02 1995 Now assume that on 02 05 1995 the student undergoes a schedule change in the middle of the semester Assume that she is dropping chemistry and entering into a full year JOURNALISM course meeting A period Now when the computer reads that this student was absent from A period on 02 02 1995 it will check the student s schedule and see that the student was scheduled for journalism A period on 02 02 1995 The computer will list the student as being absent from Journalism on 02 02 1995 If this is not what you want you should use the F4 CLEAR function in the CORRECT program to set the student as being PRESENT during A block from any date you choose through the current date Making a student present is merely a matter of erasing any attendance codes they may have The F4 CLEAR key allows you to accomplish this easily If you are keeping a legal attendance register you do NOT want to erase any data 13 Use the PER VIEW ATTENDANCE program to view any student s attendance for all her courses 14 Use the PER REPORT WRITER program to design and print numerous reports including advisor s and skip lists using period attendance data You may also use this program to search f
245. ted by days in which Heath Eric 18 the user can specify how period attendance 9 0 83 0 17 3 data is converted to days H li 0 6 2 pete er The register may be printed sorted by any Sai Be Hobson Jarrod category In this case it is being printed 11 0 83 0 12 5 Hoglund Erik sorted by SEX which means that the 3 0 83 0 1 4 computer will print a register for the males i followed by their totals and then one for the Horr Richard 19 females followed by their totals The last 0 5 83 0 0 Hull Mark 1 page will include the grand totals combining 0 0 40 0 0 Jones Jason both sexes 233 83 0 2 GRADE 12 TOTALS ANYWHERE HIGH SCHOOL INTERVAL 09 06 1996 TO 09 30 1996 PRESENT 5 1332 50 ABSENT 61 50 MEMBER 1394 00 TARDY 59 00 DISMISSED 140 00 AV DAILY ATT 70 13 AV DAILY MEM 13 3 3 ATTENDANCE 95 59 YEAR THROUGH 03 06 1996 PRESENT 5517 00 ABSENT 410 00 MEMBER 5927 00 TARDY 7 462 00 DISMISSED 463 00 AV DAILY ATT 66 47 AV DAILY MEM 71 41 3 ATTENDANCE 93 08 ATTENDANCE REGISTER TOTALS The last page of each section of the register prints the totals for that section both for your specified interval of dates and for the year to date This page is displaying the attendance totals for just the Grade 12 males The very last page of the register will display the totals for A
246. ted on the bottom portion of the Window drop down menu below Arrange Icons Tile Stacks open windows one on top of another Current Report Each of the currently open Administrator s Plus Odyssey windows are listed on the bottom portion of the Window toolbar menu Function Keys In addition to the Report Writer Toolbar you can use function keys to edit reports You can either click on the function key buttons at the bottom of the editing window or press the corresponding function key on your keyboard The actions of the function keys in Odyssey have changed considerably from prior versions of Administrator s Plus F2 FONT opens the font drop down menu from which you may choose any font in your Windows Fonts folder When the font is changed the entire line of text will change to the new font vili2 7 _ Black Id Names ALT Z to select GulimChe Abadi MT Condensed ADP Agency FB Algerian Arial Arial Black Arial CE v Report Writer View Edit Letters Reports F3 FONT SIZE opens the font size drop down menu from which you may change the size of the highlighted text When the font size is changed entire line of text will change Arial v m Black gt pasang FONT SIZE Pressing F4 FONT COLOR activates the font color drop down menu From this menu you may change the color of the fonts in your report if you use a color printer When the font color is changed the entire line of text will change
247. tendance Code Half Absence will link to the Register Code Absent with a value of 0 5 Register Link E U You may optionally enter an E Excused or U Unexcused which will enable the program to perform Register Code searches on either excused or unexcused Attendance Codes NOTE In order to have the current time entered or considered for the Time Linked Code you must also turn the Use Current Time setting to ON at the Enter Attendance window If the register link is blank the code is considered pending Period Attendance 1 13 Register amp Attendance Codes Adding Editing or Deleting Register Codes Adding Editing or Deleting Register Codes A O N a 1 14 Period Attendance Attendance Plus comes with six default Register Codes which you may modify and add to up to 15 codes The entire list of Register Codes can be printed using the F9 Print option View Edit Or Print Register Code List L o x Register Codes Attendance Codes RECORD 1 CODE fa DESCRIPTION ENTER CODE OR RECORD NUMBER m _Esc rz r F4 Fo F6 EE ABORT ADD EDIT PREV NEXT LOOKUP DEL PRINT Adding a New Register Code In the Register Codes tab press F2 key or click F2 Add In the Code field type a name for the new code In the Description field type a description of up to 15 characters Click F10 Accept to save the new code 1 Register amp Attendance Codes Adding Editing or Dele
248. ter One Letter Per Student With At Least 1 Course gt Limit 7 19 15 Search Letter 1 Letter for Each Course gt Search Limit 7 20 16 Letter 1 Letter for Each Course Missed Today 7 21 17 Letter Print A Multi Limit Search Letter for Each Course gt Limit 7 22 18 Report For Selected Students Print A Summary Table 7 25 19 Report for Selected Students Print A Summary Table amp Details 7 26 20 Report for Selected Students Day By Day Analysis Abbreviation Codes 7 27 21 Report for Selected Students Day By Day Analysis Full Codes 7 27 22 27 User Defined Reports 1 6 7 27 Troubleshooting Tasks 7 28 Setting Report Writer Task Specifications 7 29 Report Writer Print Menus 7 45 Primary and Secondary Filters 7 46 Print Which Students 7 47 Print Which Section 7 48 The Pre Defined Reports 7 49 View Edit Letters Reports 7 52 Viewing and Editing Attendance Reports Letters Window 7 53 The View Edit Letters Reports Toolbar 7 54 FileMenu 7 54 EditMenu 7 55 SearchMenu 7 56 Options Menu 7 57 Window Menu 7 58 Function Keys ake banka 7 58 Page Setip 7 61 Page Layout Menu 7 62 Printer Setup Menu 7 63 Period Attendance Report Writer Codes 7 64 Data Base C
249. the daily attendance portion of ATTENDANCE PLUS One is entering staff attendance Also only the daily attendance bulletin contains tardy times and dismissal times as well as the number of consecutive or cumulative days that a student has been absent Period Attendance MI Getting Started The Period Attendance Process Consequently even if you do not have a homeroom period it is strongly suggested that you designate one of your periods usually the first period as a period in which you will take DAILY ATTENDANCE You may then instruct the computer to copy the daily attendance to one or more periods of the day In other words enter the first period s attendance into the computer as the daily attendance and produce a daily attendance bulletin each morning This will allow you to keep track of dismissal and tardy times Then instruct the computer to copy the daily attendance into the first period s attendance This will automatically make any student who is absent or tardy for her daily attendance also be absent or tardy for her first period s attendance NOTE If you enter your STAFF s attendance in DAILY ATTENDANCE PLUS it can be made to print on the PERIOD ATTENDANCE PLUS bulletin If you are going to take the DAILY attendance for a designated period read the daily attendance manual first and then come back to this manual Note that you may use as your daily attendance entry forms the same forms produced for that course s PERIOD ATTENDANCE
250. the search 5 Search by Fields You Allows you to search for students who have a specific Enter the Criteria entry in one or more data base fields Selecting this option causes a new window to appear from which you will select the data base field and enter the criteria to use for the search 4 Select your option and then click Next The register generates 8 4 Period Attendance Period Register Period Register Specifications Period Register Specifications The Period Attendance register specifications are described below kal Specifications Period Attendance Register DER SPECIFICATIONS PERIOD ATTENDANCE REGISTER 1 REGISTER MODE Bi Register By Days z 2 INTERVAL START DATE 08 20 2002 j 3 INTERVAL END DATE NG f 0 06 2004 El 4 YEAR TO DATE END DATE _ f 0 06 2004 A 5 PER PRESENT FOR FULL PRESENT Ca 6 PER PRESENT FOR 3 4 PRESENT oo 7 PER PRESENT FOR 1 2 PRESENT Ca 8 PER PRESENT FOR 1 4 PRESENT Cay 9 MINUTES PER PERIOD Bso ry A START GRADE FOR ALL GRADES Grae Pk o B END GRADE FOR ALL GRADES m n dJ C INCLUDE BLANK SEARCH SORT CATS Include C Do NOT Include D ACTIVE INACTIVE STUDENTS Active Students Ony o E PRINT WHAT C Print All Data amp Totals Print Totals Only arn ENTER SPECIFICATION TO CHANGE 1 Register Mode The register may be printed in three different modes e REGISTER BY PERIODS REGISTER BY MINUTES e REGISTER BY DAYS REGISTER BY
251. ting Register Codes Editing an Existing Register Code View Edit Or Print Register Code List Register Codes Attendance Codes RECORD 1 CODE DESCRIPTION ENTER CODE OR RECORD NUMBER EI EZS Fi r2 PJ rs ra Fe re r7 re f re Po DD ABORT Select the code to edit using any of the following methods ADD EDIT PREV NEXT Lookup DEL PRINT Type the name of the desired code in the Enter Code or Record Number field Look up the desired code by pressing F6 clicking F6 Lookup or clicking Browse Highlight the desired code and press Enter Scroll to the next or previous code by pressing F4 Previous or F5 Next Press F3 Edit or Click in the Name or the Description field depending on which property you wish to edit Use the Delete or Backspace keys to edit the existing name or description Press F10 Accept to save Period Attendance 1 15 Register amp Attendance Codes Adding Editing or Deleting Register Codes Deleting a Register Code T View Edit Or Print Register Code List Register Codes Attendance Codes RECORD 1 CODE A DESCRIPTION ENTER CODE OR RECORD NUMBER E _Esc_ P2 fors r4 ro re La oe ABORT ADD EDIT PREV NEXT LOOKUP DEL PRINT NOTE You cannot delete the first six default Register Codes Although you can rename them their function will stay the same that is Register Code 1 will always sta
252. tomatically build the calendar over the course of the school year ensures that cancelled school days will not have to be deleted in the future Furthermore the final day in the calendar is used throughout the Attendance Plus module as a default current date For example when a new student is added to the program the entry date is automatically recorded as the most recently added day in your calendar The Attendance Report Writer also uses the last calendar day as the default interval ending date for reports 4 2 Period Attendance Calendar Setting Block Rotation Editing the Calendar If you need to make changes to the school calendar you may do so from the Calendar program screen see Calendar Program Window on page 4 8 The following changes can be made to the school calendar Insert Days If the attendance was not recorded for one or more school days you can insert the missed days When a day is inserted all attendance recorded for days after the inserted day will be pushed forward Delete Days If a user accidentally opens the Enter Period Attendance program on a non school day a calendar day will be added Any erroneous calendar days can be deleted from the Calendar program screen When a day is deleted all attendance data appearing in subsequent days will be moved back one day Change the Rotation Day Number If your school has defined rotation days for use with the Period Attendance module you may edit the rotatio
253. ts in a particular grade level All Grades Batch enters an alternate calendar for students in all grade levels or a range of grade levels The specifications window appears allowing you to change or confirm the grade range Staff Batch enters an alternate calendar for staff members 5 Select your range and then click Next NOTE Remember if you select All Grades the Specifications window re appears for you to define 4 20 Period Attendance Calendar Assigning Alternate Calendars The Select a Calendar window appears Administrator s Plus a MACTR 6 Select the calendar you want to apply to your range and then click Select The Batch Enter for Which window appears Administrator s Plus CALENDAR BATCH ENTRY BATCH ENTER FOR WHICH STUDENTS IN ALL GRADES 2 Individual students 4 Main menu g c 3 students matching your db Criteria c C End program DI 7 Use this window to further define the range of students or staff to which you want to apply the alternate calendar The option you select determines which window appears The table below defines each option and the results of selecting that option Period Attendance 4 21 Calendar Setting Rules for Adding Days to Alternate Calendars Option Results Option Selecting This Option Will All Students Include all students within the limits set using the Batch Entry Specifications Individual Opens a new window in which you can select i
254. ttendance Code make certain that it has not been recorded for a student or staff member To verify this you can perform an Attendance Code search using the Attendance Report Writer Period Attendance 1 19 Register amp Attendance Codes Adding Editing or Deleting Attendance Codes 1 20 Period Attendance Print Period Attendance Forms Introduction oes 2i Gees eae eeae 2 2 Navigating to Print Period Attendance Forms 2 3 Navigation Menu 2 3 Shortcut Bah ic nae wees ed sd 2 4 Right Click Menu 2 4 Toolbar Menu 2 4 The Period Attendance Entry Forms WINKOW okie ve noana E i 2 5 Printing Manual Entry Forms 2 6 Printing Scanner Forms 2 10 Printing GradeQuick Rosters 2 13 Printing Period Attendance Reports by Teacher 05 6 4 5 5 wa whew PBB AG 2 15 Using the Period Attendance Forms Print Menu paan haha Meee 2 16 Period Attendance 2 1 Print Period Attendance Forms Introduction Introduction Schools that take daily attendance in a period other than homeroom should use the Print Period Attendance Forms program to generate the daily attendance entry forms The primary purpose of the Print Period Attendance Forms program is to generate attendance entry forms for schools using the Period Attendance module In order to use the program for this purpose student s schedules must have been entered using the Report Cards or Scheduling module After
255. tware ATTENDANCE PLUS comes with default lists already created for you If you are upgrading from a previous version of ATTENDANCE PLUS the upgrade procedure will make your new lists match the way that you have been doing things Period Attendance V Getting Started The Period Attendance Process The REGISTER CODE list comes with 6 initial codes ABSENT TARDY DISMISSED NON MEMBER ENTRY and WITHDRAWAL You may have up to 25 total REGISTER CODES although you will probably never need more than these six REGISTER CODES are used to summarize attendance data on the attendance register The ATTENDANCE CODE list contains up to 250 attendance codes that may or may not be linked to one register code For the purposes of DAILY ATTENDANCE two links are available for PERIOD ATTENDANCE only the first link is used Attendance codes are what you give to students when you enter their attendance each period All students are assumed PRESENT unless you enter an attendance code Sample attendance codes include ABSENCE ABSENCE EXCUSED ABSENCE UNEXCUSED and ABSENCE MEDICAL Each of these are linked to the ABSENT register code You may add your own attendance codes which will enable you to keep track of the reasons why students are absent Use the PER COURSE ENTRY FORMS program in order to print either manual or scanner attendance entry forms for each section meeting during the current marking period Each teacher will get one form per week for each
256. udent s Attendance Correct window from any other hot key enabled window is Shift F2 Correct Program Window Program Window The Correct program window lists each calendar day with the date as well as any attendance entries and or letter codes recorded for the selected student In Calendar View the Correct window allows you to enter or change up to two Attendance Codes with times for any student or staff member You may also add or edit letter codes which indicate that a letter was sent to parents on a particular date A letter code is inserted into a student record each time a report is printed for the student with the Duplicate Letter Check turned on 3 Correcting Attendance Keefe Mary Calendar View C Reg Code View C Att Code View DAY DATE ece B a TIME 1 oto B P TIME 2 11 02 2000 11 03 2000 11 04 2000 11 05 2000 11 08 2000 11 09 2000 11 10 2000 11 12 2000 11 15 2000 11 16 2000 11 17 2000 11 18 2000 11 19 2000 11 22 2000 kim E esc Pa fore rs fora p rs Fe r7 Fe Fo Fo ABORT REG EDIT PREY NEXT LOOKUP ATT PRINT PERIOD Period Attendance 3 5 Correct Program Window Correct Program Window Calendar View Grade Specifications Day Date Code 1 Time 1 Code 2 Time 2 Let Letter 3 6 Period Attendance Lists the grade level of the selected student To choose a student in another g
257. udents Inactive students are students who have withdrawn from your school Usually legal attendance registers require that inactive students be included E Print What This option toggles between PRINT ALL DATA AND TOTALS and PRINT TOTALS ONLY Use the latter to print the attendance totals for your school without printing the totals for each individual student Period Attendance 8 11 Period Register Period Register Specifications 8 12 Period Attendance Numerics 1 Student Per Phone 7 57 A Adding Attendance Codes 1 17 Calendar Days 4 10 Register Codes 1 14 Adding Days to the Calendar setting rules 4 22 Alternate Calendar creating 4 15 Alternate Calendar Setup accessing 4 14 Alternate Calendars accessing 4 14 assigning 4 17 assigning to exisiting students 4 19 assigning to grade levels 4 17 assigning to new students 4 17 creating 4 15 setting rules 4 22 ASCII Export Export ASCII 7 57 Attendance Code View in Correct 3 7 Print 3 7 Attendance Codes Default List of 1 9 How to Add Edit or Delete 1 17 to 1 19 Overview 1 7 Program Screen 1 12 to 1 13 Attendance Correct using alternate calendars 4 33 Batch Edit membership values 4 25 Batch Entering 5 5 Index i Bulletin 5 15 Buttons in View Edit Letters Reports 7 54 to 7 56 C Calendar Building 4 2 Days 4 9 Editing 4 3 How to Delete Days 4 11 How to Edit 4 10 How to Insert Days 4 10 How to Print 4 11 Navig
258. udents who were found the last time that you checked your attendance data will not be found again For example assume that every Friday you print a list containing all of your students exceeding 10 absences in any of their full year courses The computer will find any student who has violated one or more of these limits on or after your equal date In particular if a student has more than 10 absences in a full year course as a result of attendance she has received BEFORE the equal date she will not appear on the list for this course However if she acquired eleventh absence on or after the equal date then she will appear on the list Consequently your equal date will usually be the day after you last checked students period attendance data If your equal date is the first day of school the computer will find all of your students exceeding any of your limits NOTE All specifications for MULTI LIMIT searches including the limits and the equal date are set from the SECOND specification window 12 08 2004 ALL GRADES ATTENDANCE REPORT FROM 08 20 2002 THRU 12 08 2004 BY ALL MEMBERS CHECKING TOTAL ABSENCES EQUALED SINCE 08 20 2002 LIMITS ALL YEAR COURSES SEMESTER COURSES QUARTER COURSES 1 1 0 1 1 0 1 1 0 1 1 0 ti 1 0 04001 Jeremiah Abbott English 4 A ALL Brown James ABSENT 2 ABSENCE 2 00 DATES 10 13 11 18 10010 Hank Adams Computer 1 A 81 Irving Candy ABSENT 3 ABSENCE EX 1 00 DATES 11 11 Z FAMILY ILL 1 00 DATES 04 22 Z
259. ulletin for a range of grade l l levels select the starting grade and ending grade 2 Ending Grade to Print for the range Then choose All Grades from Print Menu 1 3 How Many Code Letters to Attendance Codes may contain up to four Print characters Choose the number 1 4 of characters that will appear on the printed bulletin 4 Use Full or Abbreviated Names Choose to print full or abbreviated names for students and staff members 5 Number of Columns lt 1 5 gt The attendance entries for each grade level will print in columns You may print up to 5 columns across the page If you set the number of columns to a value less than the total number of grade levels included subsequent columns will print below Period Attendance 5 19 Chapter 5 Enter Period Attendance Changing the Print Specifications Print Specifications Page 1 Continued 6 Print Messages and Corrections 7 Print Nurse Dismissals 8 Print Staff Absences 9 Print Staff Codes A Font Size 5 20 Period Attendance Choose whether or not to include a section for messages and corrections see 3 Corrections amp Messages on page 5 5 Choose whether or not to include a section for nurse dismissals see 3 Corrections 4 Messages on page 5 5 Choose whether or not to include a section for staff absences Choose whether or not to print Attendance Codes for staff members Select the desired font size for the daily bulletin The opti
260. umber of those students with unexcused absences use this specification and set it to UNEXCUSED ONLY Period Attendance 7 35 Report Writer Setting Report Writer Task Specifications 7 36 Period Attendance Page 1 of Report Writer Task Specifications Specification 9 ATTENDANCE CODE FOR SEARCHES A REGISTER ATTENDANCE CODE LIMIT B SET KEY PERIOD Description This specification identifies the attendance code that will be used if Specification 2 Print Letters Reports For is set to one of the following options e GREATER THAN ATTENDANCE CODE LIMIT e LESS THAN ATTENDANCE CODE LIMIT e ATTENDANCE CODE ON END DATE This specification sets the search limit if Specification 2 Print Letters Reports For is set to one of the following options GREATER THAN REGISTER CODE LIMIT e LESS THAN REGISTER CODE LIMIT e GREATER THAN ATTENDANCE CODE LIMIT e LESS THAN ATTENDANCE CODE LIMIT Use this specification to designate a key period to be used in some searches Your key period may be any period of the day or it may be your DAILY ATTENDANCE It is used when Specification 2 is set to KEY PERIOD PRESENT ABSENT ANY OTHER PERIOD or to REGISTER CODE IN KEY PERIOD It is also used if you have set Specification C Omit If Key Period Excused Absent to OMIT You should use this setting whenever you do not want to send the names and numbers of students who you know have excused absences to an automatic caller
261. urchased the E mail Utility you can also send e mail enabled reports from the print preview window Edit the Report If you want to make any changes to content appearance or layout of the report you may do so using the View Edit Letters Reports portion of the Attendance Report Writer Within the View Edit Letters Reports window you can preview the report while you edit and see the results of your changes without exiting the editing window Report Writer Printing Period Attendance Reports Printing Period Attendance Reports Use the following procedure to print a period attendance report To Print a Period Attendance Report 1 Click the Period Attendance Report Writer icon to display the list of tasks Period RW NOTE Administrator s Plus Print an advisor s list Print an advisor s list in sorted order by grade level Export advisor s list to an ASCII file for use by the Phone Master E Print a skip list for students BOTH present amp absent today Print a skip list for students with ANY attendance entry for today SEARCH List each course exceeding the search limit SEARCH List the dates for each course exceeding the search limit SEARCH List students gt search limit in ALL courses combined MULTI LIMIT SEARCH List the dates for each course gt limits ATTENDANCE LIST FOR TODAY List each period s attendance ATTENDANCE LIST FOR TODAY In sorted order by grade level HOMEWORK ASSIGNMENT FORMS For student s absent a
262. urse section by choosing the Sections option When printing section rosters you should choose the Sections option If you choose a grade number or all grades you will get a list of students alphabetically without regard to course section You should also choose this option when printing mailing labels for students in a particular course section Period Attendance 7 45 Report Writer Report Writer Print Menus Primary and Secondary Filters The Period Attendance Report Writer uses a primary and secondary filter to limit the students that are included on a report The primary filter is applied using the two print menus From the first print menu you can choose to print all staff members students in one grade level students in a range of grade levels or students in all grade levels Within these parameters the second print menu allows you to select individual students or staff members all students or staff members or you may search for students or staff members based on one or more data base field criteria For example you may choose to print letters showing the year to date attendance record for all students in grade 12 homeroom 100 To do this select Grade 12 from Report Writer Print Menu 1 and Search by Fields You Enter Criteria from Report Writer Menu 2 In the Address window type 100 in the Ka Administrator s Plus Report Writer PERA Menu 1 gt ERWAN All grades combined all grades One at a time gt Sect
263. w many times a student was present or absent for PERIOD A but will not be able to tell you that students attendance in a particular course If a course met each time that PERIOD A met all year long the attendance for PERIOD A and for the course would be identical However if two different courses meet during the week in PERIOD A the attendance for both of these courses would be combined as the PERIOD A attendance If you are displaying attendance by courses the computer will ignore those courses from which the student has been withdrawn The final grade for such a class must be a W WF or WP Period Attendance 7 37 Report Writer Setting Report Writer Task Specifications 7 38 Period Attendance Page 1 of Report Writer Task Specifications Specification Description E PRINT STUDENTS This important specification has three choices HOW MANY TIMES 1 REPORT PER STUDENT Each student will be printed one time on the report no matter how many of her courses exceed a search limit Use this option to print one letter for a student exceeding 5 absences in one or more courses and to print the TODAY S ATTENDANCE REPORT 1 REPORT PER FOUND COURSE This option will cause a report to have an entry for each course exceeding the search limit Use this option to print a letter for each course in which the search limit is exceeded If a student exceeds the search limit in five courses then five letters will be printed
264. will then divide the number of periods present by the number of possible periods to obtain the PERCENT of periods the student was present Period Attendance 8 7 Period Register Period Register Specifications For example assume that a student is present for 7 out of 8 possible periods in a day Seven divided by eight is 87 5 The computer will then go through the table of percents you entered until it finds the first one that the student s percent present equals or exceeds In this case the student s percent present of 87 5 equals the value for a FULL PRESENT If this student was present for only 6 out of the 8 periods his percent present would be 75 Using the table the student would have been given a 50 or HALF PRESENT for the day Consequently the student will also be given a 50 or HALF ABSENT If the student was present for less than 50 of the possible periods for the day he would be given a 0 present which is the same as a full absence NOTE There is no three quarters present because that category is set to zero percent 8 8 Period Attendance The following is a portion of a period register by days 09 02 1994 TO 09 22 1994 YEAR THROUGH 02 02 1994 NAME MEMBER PRESENT PRES ABSENT MEMBER PRESENT PRES ABSENT Smith Bill 3 5 9 75 72 22 3 75 94 00 74 00 78 70 20 00 Jones Sara 12 5 12 50 100 00 0 00 93 00 93 00 100 00 0 00 Looking at the fourteen days in the interval
265. y or from GradeQuick See Changing the Entry Specifications on page 5 15 Opens the Print Specifications window for the daily attendance bulletin See Changing the Print Specifications on page 5 19 3 If a student is marked absent in their daily attendance using this option applies this daily attendance code to the selected period If a student is marked absent or tardy in their daily attendance using this option applies the daily attendance code to the selected period These options will be used by schools that are taking both daily and period attendance They allow you to take the daily attendance status for each student and copy it to each students period attendance for the current period For example assume that your school has designated the first period of the day as the period in which you will take the daily attendance Consequently you will enter the first period s attendance into the computer using the DAILY ATTENDANCE program as opposed to the PERIOD ATTENDANCE program You will then use option 9 in this program ENTER PERIOD ATTENDANCE to make each student who was absent or tardy for her daily attendance also absent or tardy for first period If you want to apply just the daily attendance absences to the current period choose option 8 instead A Batch Enter for a Section Allows you to batch enter attendance for a section See Batch Entering Period Attendance for a Section on page 5 21 Period
266. you to customize the appearance of the forms as well as the information included The specifications are described below Specifications Send Section Rosters to GradeQuick Specification Description 1 Which Periods Choose any period A through X 2 Include Sections Meeting Choose to print only sections meeting during the When current quarter or semester or all sections 3 Print Courses and or You may print forms for courses only study halls only Study Halls or both courses and study halls Period Attendance 2 13 Print Period Attendance Forms Printing GradeQuick Rosters Specifications Send Section Rosters to 4 Start Course Number 5 End Course Number 6 Start Grade for All Grades 7 End Grade for All Grades 8 GradeQuick Export Path GradeQuick Use the start and end course numbers to specify a range of courses to print To print for all courses set the Start Course Number to 1 and the End Course Number to 999 If you would like to limit the students sent to a range of grades choose the lowest grade in that range for the start grade and the highest grade in that range for the end grade Make sure this option is set to the location of the APTOGQ folder This field is only for informational purposes To change this path use the S O S interface options See the GradeQuick Administrator s Plus Interface manual 3 Click Done to accept the specifications The Period Attendance Forms Print Menu appears
267. ysis reports All of the default reports are customizeable You can edit the default reports or copy and modify them under new report numbers It is also possible to create customized reports from scratch using the report writer codes described in this chapter The Attendance Report Writer will store up to 120 reports The following list describes the most common uses of the Attendance Report Writer Produce the Attendance Register The pre defined register reports print attendance statistics and totals for individual students and or the entire school Included in the register reports are calculations of year to date membership average daily membership and percent attendance Conduct Attendance Searches The Period Attendance Report Writer will search for students who have received more than or less than a specified number of a particular Attendance or Register Code Send Letters to the Parents of Absent or Tardy Students Letters can be printed on a student by student basis or you can allow the program to search for students who have received more than or less than a specified number of a particular Attendance or Register Code For example you can print letters to the parents of only those students who have been absent 3 or more times Print all Attendance Data for Students or Staff The day by day analysis reports show students entire attendance record within a selected date interval Export Attendance Data in an ASCII File Any of the r

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