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User Manual - Student Attendance

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1. Class Level Class No Record Found CUB aaa J32 petete 4 Enter the fields and click Save button to save the special days Copyright 2015 Education Bureau Page 9 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Special Attendance Taking Day Daily Frequency Class Level Class of Attendance Taking fiateeom E Primary PM Primary 2 BE mid save J cancer 5 Then the special attendance taking day would be added successfully Delete Special Attendance Taking Day NR User Procedures Click Attendance gt Setup in left menu 2 Click Special Attendance Taking Day tab Home S ATT10 01 Attendance gt Setup Attendance School Year 3 Select those special days to be deleted and then click Delete button to delete the records Special Attendance Taking Day Class Level Attendance Taking 4 Then the special attendance taking day would be deleted successfully LU Post effects 1 The number of attendance taking session will be changed according to the setup Also there would be an asterisk marked beside the date to indicate that it is a special attendance taking day Attendance Status Reason 10 09 2002 YU Present lt NA x i Present lt NA e PM Present lt NA 2 If a school day is chosen for the Special Attendance Taking Day and the number of attendance taking set is different from the default system will prompt for d
2. USER MANUAL Student Attendance ATT Document 27e Co opyright 2015 Educ cation Bur Unauthorized Copying Pr shibited WebSAMS User Manual Version 1 8 Table of Contents I IMODUBRE OYV ERY TW osiinsa E E 1 1 1 ARO ODOC CTION cxstacetesentdancacats svat redesadieiatwanncincatatset A ne Teel ODIO 1 TTT I Tale DAE CON OP TTT l k2 FONCTION CHAR ona a a a a a maaaeaeeacee 3 1 3 INOW DEACRA M cere e a en ates het Sate a ae oe saath 4 1 4 INTERACTIONS WITH OTHER MODULES cccccseccseccseceeceeccucecuceeuceeuceeusceusceuseeuscescensss 5 2 OPERATION PROCEDURES wopssssccsssciicicscncccsssonsstesccenscostansecscesecscsessbaadensdaessecieeiscesssecsduscstestessss 6 2 1 S RUP ag O cece a De 6 Dod E eT T I AVQNICICN TTT 6 ZA Special Attendance Taking Day T 9 Add Special Attendance Taking Day sss sese sese 9 Delete Special Attendance Taking Tap a gS ZTN a ee 10 22 WEAN TENANCE E TTT 12 Ze Mami CIATIC ED dT 12 DD Mamenance DY SIMGCNT sciure aaa a a a a aa a 17 DDS Mamenane e DY DU eir hatis Raa a Tana EA A 19 2 3 TTT 22 Zo POT T 22 2a AMPO LOS eins a E scant 28 2 4 SUSPECTED DROPOUT VTT TTT 52 Dad INOUE Farn L GUGTOIAI acct ies cae EEA A AE T O ee E ences 32 24 2 Maintain SUSPCCICA DI OD OW con secesrisscncehap cea sseasaascanenduaeeeasasecheddeasshGieGncaasnsuceenesicedeaaseaveees 36 Maintain suspected IDO p OU TTT 36 Manually Add Suspected Re 11 40 Delete Suspected Rel 41 243 Retmn of suspected IT OPOW T 43 Ret
3. LL Function Description User can maintain the following parameters for Attendance module 1 Default Reason The default reason set for Absent Late and Early Leave will be reflected in Maintenance functions when user selects different non attendance types The default reason for Absent Suspected Dropout Period is used to fill into the absent records within the suspected dropout period when the student is returned from suspected dropout status Y Number of Continuous Absent Days for Follow up for current school year only The follow up criteria are used in Suspected Dropout functions After scanning the system will show a list of continuous absent students who are satisfied with the pre defined condition 3 Daily Frequency of Attendance Taking User can specify the default daily frequency of attendance taking for each class level If school has different daily frequency of attendance taking in winter and summer time periods user should also specify the date range of winter time period Copyright 2015 Education Bureau Page 6 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 LL Pre requisites 1 The school calendar and the setup of class details should be completed in School Management SCH module 2 The applicable reason codes for absent late early leave must be activated in Code Management HSE module See Appendix A MB User Procedures 1 Click Attendance
4. Top Period fe School Year 2003 al L Feal Tol The start fend dates must be within current school year Format POF S Preview amp Print 9 Click Preview amp Print button LI Post effects Copyright 2015 Education Bureau Page 57 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 The report Non attendance Report by Student R ATT002 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities Lt Notes N A Non attendance Summary Report by Class R AT1T003 E LL Function Description This report allows user to generate reports based on the selected print report criteria LU Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word MicrosoftWord RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NR User Procedures 1 2 3 4 9 Select School Year Select School Level and School Session Select Class Level and Class Name Enter Period may use Term and Month to select Select Format S ATT05 04 Attendance gt Report Non attendance Summary Report by Class R AT T003 E Built in Template Please input the print criteria School Year 2003 2 School Level
5. gt Setup in left menu 2 Click Attendance Parameter tab Home gee gt Setup gt Attendance Parameter K School Management K Student Attendance a School Level Primary Default Reason School Session Whole Day 3 Maintain parameters in the Default Reason Number of Continuous Absent Days for Follow up and Daily Frequency of Attendance Taking sections 4 Finally click Save button to save the settings Default Reason Absent Sick leave Absent suspected dropout period Interval between dropout and readmission Late Reason unknown Early Leave Parent s application lt Number of Continuous Absent Days for Follow up Notify Parent Guardian Y days Report Suspected Dropout 7T days Daily Frequency of Attendance Taking R specify the winter time period OD MMA Ed Primary 1 i Primary 2 ml Primary 3 aml Primary 4 Primary 5 i iz Primary 6 fi LU Post effects 1 The setting will be saved for the selected school year school level session system will refer to this setting when a Filling in non attendance reasons in Maintenance functions Copyright 2015 Education Bureau Page 7 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 b Scanning out continuous absent students in Suspected Dropout functions c Filling in absent reason for Suspected dropout period after student returned
6. ATT14 41 Attendance gt import Data gt Import Log r School Manageme gt Student a a 19 LORY YY LORY Attendance Setup Maintenance Microsoft internet Expiore import Data import import Log Suspected Drog Consolidahon wary by Cis Copyright 2015 Education Bureau Page 31 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 4 Suspected Dropout There are 3 functions in Suspected Dropout function they are 1 Notifying Parent Guardian 2 Maintain Suspected Dropout 3 Return of Suspected Dropout Continuous absent student will be scanned out in Notifying Parent Guardian and Maintain Suspected Dropout functions For different scenarios user can print notification list generate warning letters or report the suspected dropout case to EDB for follow up If the suspected dropout student is returned afterwards user can mark the student as returned student in the Return of Suspected Dropout function 2 4 1 Notifying Parent Guardian Attendance gt Suspected Dropout gt Notifying Parent Guardian ser atteddie Last Login 09 06 2003 10 59 Logout 1 Help TRT m ae an a Current School Year 2002 9 June 2003 11 32 Home S ATT03 01 Attendance gt Suspected Dropout gt Notifying Parent Guardian Attendance 2 2 Suspected Dropow Return of Suspected Dropout Setup School Level Primary School Session All o gt Maintenance Class Lev
7. Class No 1 e Ls TS Absent 2 0 day s Excluding 0 0 day s Waived Records 1 time s Excluding 0 time s Waived Records jon attendance Records ee ic a Sess m Type Waived Reason ES E e T E E L N _ Reason unknown N Reason unknown IO Post effects N A LJ Notes 1 For student access there would be no search screen The student can view only his own non attendance information Home S ATT06 03 Attendance gt Enquiry x School Level Primary School Session PM Enquiry Class Level Primary 3 Class Name 3B1 Student Activities Student Name STUDENT1375 HEE Class No 11 gt Award amp Punishment gt Customization on attendance Records Date Sess eS Reason Plates WD Amt Sick leave 13062003 WD Absent O Reason unknown 18062003 WD Absent N For parent or guardian access if the associated students with siblings a list of students would be displayed for selection User can click on the student name to view the non attendance records Home S ATT06 01 Attendance gt Enquiry Attendance List of students Enquiry Award amp Punishment No of Sch Lvi ael Class No Student Name No of Absent No of Late Early Leave Assessment Pimay PM B T UST l m o Special Assessment Pimy PM B TIDEN R T 1 vo 0 Customization ee Copyright 2015 Education Bureau Page 52 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 8 Report 2 8 1 Gener
8. Click Notifying Parent Guardian tab Enter the search criteria and click View button to view students who reach the number of continuous absent days for notifying parent guardian Home gt Suspected Dropout gt Notifying Par ent Guar dian D DOU Return of Suspected wopou School Session All x w Class Level All X Class Name All C Processed Attendance Setup lela Consolidation Enquiry Report A list of students satisfied the searching criteria and met the scanning criterion will be displayed Outstanding Case Continuous Print Guardian Send Parent Guradian Notification List Template Built in Template lt Format PDF Preview amp Print arning Letter Email Template Built in Template lt Format PDF Here user can print a notification list or prepare warning letter as below mentioned To print a notification list a Under Parent Guardian Notification List section select appropriate template and format b Click Preview amp Print button Parent Guradian Notification List Template Built in Template Format PDF LE Preview amp Print X Copyright 2015 Education Bureau Page 33 Unauthorized Copying Prohibited WebSAMS User Manual E Version 1 8 c A list of the continuously absent students will be generated R ATT011 E Primary School Alternate Type 4 Parent Guardian Notification List Outsta
9. ELEZ Registration Mamber Sce3 aot xi3t Sch Attendance Pessoa Cod is septy ar invalid Sen Attemeance PEGE Code Z is empty oz invalid To confirm importing interface file for no invalid records found a Click Confirm button Login Time 15 06 2006 15 30 Logout 1 Help PERE Current School Year 7001 15 June 2006 16 07 Home S S ATT13 02 Attendance gt Import Data gt Import School Manageme Student iimport Attendance Record Summary Number of Record s Z umber of recordfs in the interface file Number of valid record s without warning U Number of valid record s with warning S v Attendance Setup Number of invalid record s U Number of warningts 4 umber of error s U view Error Repord confirm Z e Maintenance Import Data Import Import Log Suspected Drop gt User radan Login Time 021062006 1422 Logas 1 leit TERE Current Scheol Year 2001 Jane 2006 14 25 Heme A j brent KC pS Mn p a H ala Nude Atandanc esse inpul Ihe paih amp name of attendance Geta fe Lcevi Kaiak Tiens nnt Path Cima Maara L Tempert pert Data Doa veiin Attentemce import tite l empta anger l Ira we 41 tR rninlanns Y Hg Fe Specific ation Suspecied Drog E Post effects User may click the Confirm button to confirm the import The latest imported file will supersede existing records If there is a punishment record related to non attend
10. Guardia ZR IS ES Ua HS L L CO HU S Re urn of Suspect Setu a p School Level Maintenance enoro m Class Level All Y Class Name All ers RC er Oot oe C Consolidation Processed Enquiry Report 4 Click Add button to manually add suspected dropout record Outstanding Case Continuous Date User Sch Cls Send Data Form No record CHECO Copyright 2015 Education Bureau Page 40 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 5 In the student search screen enter the search criteria and click Search button to perform searching S ATT03 07 Attendance gt Suspected Dropout gt Maintain Suspected Dropout Notifying Parent Guard T ama suspected WaPo SchoolYear 2002 English Name i Chinese Name Reg No STRN School Level Primary School Session All lt G Level All Class Name 3B gt T TS co 6 A list of matched record is displayed Click the Registration Number hyperlink to select the student to be added 2000084 TSUI YIN YIN HEREA Whole Day 78 a6 z6665382 Active 7 A manually added suspected dropout record would be created ATT03 03 Attendance gt Suspected Dropout gt Maintain Suspected Dropout Record saved successfully Td omman Sue pected Mopot School Level Secondary lt School Session All r Class Level All Class Name ill lt Case Type IE Qutstanding Processed BRZ Case S User Sch cass 7 R Send Data FormA eee creat
11. User can delete Returned Student record LU Pre requisites For student with STRN the Form B must be successfully sent Copyright 2015 Education Bureau Page 45 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 E User Procedures 1 Click Attendance gt Suspected Dropout in left menu 2 Click Return of Suspected Dropout tab Home Attendance Setu S P Return of meritet Dropout Maintenance Last _ Suspected Dropo seid E Student Name Return Date Consolidation S a H H H H o Record Found Enquiry Report 3 In Returned Student table select records to be deleted by checking the boxes on the left 4 Click Delete button to delete the selected records Last EE es Student Name Attendance Return Date Seng No Date Form B ENT1375 12 06 2003 UOD Sent Send Data to CDS _ Delete TL LL Post effects The Return record would be deleted accordingly Copyright 2015 Education Bureau Page 46 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 5 Consolidation 2 5 1 Consolidate Student Attendance Attendance gt Consolidation Home 5 47708 01 Attendance Consolidation Student Info Enquin School Year 2010 lt School Management l School Level Primary lt School Session AN K Student Attendance Class Level Primacy 1 A Primary 2 Setup Primary 3 gt See ee Start Date P E End Date P DDMA Y Y Y OMY Y Y Y Import D
12. ate Clis Send ae S Sch Sess Class Student Name ares Return Date Form H o Record Found Send Data to CDS Enquiry Report Customization Return Suspected Dropout LL Function Description User can change the suspected dropout status of a student to normal status LL Pre requisites The default absent reason for suspected dropout period should be properly set up in Attendance Parameter screen CC ATTOC OO pbn 8 a bohoo Year mii E User Procedures Click Attendance gt Suspected Dropout in left menu 2 Click Return of Suspected Dropout tab Home S ATT09 01 Attendance gt Suspected Dropout gt Return of Suspgete Jotifyine rent Cu ardi ar aintain Suspe Propo kenni or suspected DWopout Setu p Return of Suspected Dropout Last Du Date Sch Sess e Student Name Attendance Return Date s created Date Enquiry eee d EAEG 1206203 an Report ener NRT 46 Karen nn _ K Customization Maintenance Suspected Drop Consolidation Copyright 2015 Education Bureau Page 43 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 3 Enter the return date of suspected dropout students Click Save button to change the student to normal status Return of Suspected Dropout Last Date Cis Dat s F 23062003 PM P3 3B1 Eg 1206200 PAO 2003 Eg 2306203 PM NB 46 WonglinglingMary 12062002 B lt 5 After confirmation the records would
13. do not trust the source do not open or G While files from the Internet can be useful some files can potentially save this file What s the risk Copyright 2015 Education Bureau Page 25 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 7 tte 770 15 34 144 801 07 jseplatiample cey Microsotl Internet Lap ierer Fie Ea Yma oot Foma Toute D s Galo Favitee Haig LAOH Po Yer OMS Lalas ZI tty 10 45 94 144 BOLOI aT Tangle coy v oo la Bicq k SCHOOL 3 C D Z G i J L L SCHOOL SCHOOL SCHOOL CLASS LECLASS CIREG NO NON_ATT NON ATY NON ATT NON ATT NON AT BEA 3 If user clicks Download Attendance Import File Specification link the Attendance Interface File Specification can be downloaded File Download Do you want to open or save this file Name InterfaceFileSpec doc Type Microsoft Word Document 60 0 KB From localhost Open Save Cancel Always ask before opening this type of file While files from the Internet can be useful some files can potentially harm Your computer IF you do not trust the source do not open or save this file What s the risk Copyright 2015 Education Bureau Page 26 Unauthorized Copying Prohibited WebSAMS bs FZ L py 1 107 d te Terms tiew Pore gt 18 e RD XI ees ee ee oe i E OORU See E SOS E Sd TT 2 5 9 B Attendance Interface File Specification i Inimfate fib grat be e Conma debited CSV formal 2 All couse must sensi a impot
14. from suspected dropout period d Processing non attendance records in Maintenance functions 2 Modifying the daily frequency of attendance taking or the setting of the winter time period may cause the system to delete those non attendance records which conflict with the updated daily frequency of attendance taking Notes 1 Different school years school levels or sessions would have their own set of default setting Home Stuxent info Enquiry gt School Management gt Student Afendance 2 To set up daily frequency of attendance taking for different periods i e winter time and summer time user should check the Specify the winter time period box and input the desired date range for winter time period Then the column for summer time period will be active for setting the default daily frequency of attendance taking Daily Frequency of Attendance Taking Lecify the Winter time period Domme y YY 0840972002 2007 2003 Class Level Summer Time Primary 1 Primary 2 Primary 3 Primary 4 Primary 5 Primary Primary 6 Remark The days outside the date range are automatically regarded as in summer time period 3 After migrated to a new school year the previous winter time period must be updated first Otherwise all other functions in Attendance module cannot be triggered Copyright 2015 Education Bureau Page 8 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 1 2 Special Attendance T
15. new school year For those suspected dropout students return or depart please conduct the relevant procedures and send Form A B to EDB via CDS Copyright 2015 Education Bureau Page 5 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 Operation Procedures 2 1 Setup User can set up the attendance parameters and the special attendance taking days for current school year in Setup function It is a prerequisite for all other Attendance functions 2 1 1 Attendance Parameter Attendance gt Setup gt Attendance Parameter Home 5 AT7T04 01 Attendance gt Setup gt Attendance Parameter School Management Attendance Parameter Maen School Year 2011 School Level Primary School Session Whole Day i Default Reason Maintenance Absent Sick leave yl import Data Absent suspected dropout period ane Z Suspected Dropoum Late Traffic jam S Consolidation Early Leave Parent s application m Enquiry by Cls Lvl B Number of Continuous Absent Days for Follow up Enquiry Notify Parent Guardian E days Report Report Suspected Dropout 7 days Daily Frequency of Attendance Taking Student Activities Award amp Punishment Hal Specify the winter time period DUMM CCO I i baiiv FreaiiencycrAttencance Taking Staff Deployment Primary 4 i CDS Primary 5 fi HKAT E J Primary 6 fl SPA Report Management M Reset V save K Assessment Special Assessment
16. not be considered 2 Here is the explanation for Case Type of the records Outstanding No warning letter has been printed and no email has been sent for particular students Processed The actions such as printing warning letter sending email for particular students have been already initiated 3 Here is the explanation for the status fields of the records Print Letter Guardian with Email No guardian record is associated Send Email 4 To check if the email is sent or not user can go to E Mail gt Mail History screen for enquiry S INM03 01 E Mail gt Mail History Bottom fmt sender emausubiect datetime staus E Sysadmin 0 Wamin g Letter 29 04 2003 04 10 46 Sent Top Delete Copyright 2015 Education Bureau Page 35 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 4 2 Maintain Suspected Dropout Attendance gt Suspected Dropout gt Maintain Suspected Dropout ie Last Login 09 06 2003 10 59 Logout 1 Help TET eS O i Current schoo year 2002 9 June 2003 11 34 Home S ATT03 03 Attendance Suspected Dropout gt Maintain Suspected Dropout E Mamta suspected OOpout School Level Frimary School Session All lt Class Level All Class Name All Attendance Setup Maintenance Case T lt E Consolidation sia ite Outstanding C Processed Enquiry view Report Customization Maintain Suspected Dropout
17. nz PACI Rescon iaa ly n CACI 1 If Punishment indicator is set as Y then the late records with this type of reason will be counted in the scanning of functions in Award amp Punishment ANP module 2 If Waived indicator is set as Y then the late records with this type of reason will not be consolidated and captured to Assessment ASR module Remark Please be reminded that the system does not allow the following combinations since they are not reasonable _ Punishment Waived A pop up message will be displayed when user tries to save the records Microsoft Intemet Explorer _ Early Leave Reason There is only 1 special indicator Waived in this table Tabie Emi iy Leme Reason Type SCHOOL Tottom a nnn Z tan on fason es SSCSCSCSCSC S S Ine cac X xenlativas ek Ine ea If Waived indicator is set as Y then the early leave records with this type of reason will not be consolidated and captured to Assessment ASR module _ Absent Reason for Suspected Dropout Copyright 2015 Education Bureau Page 70 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 There is no special indicator in this table Nothing can be set besides status for this kind of EDB codified table Table Absent Reason fot Suspected Dropout Type EMB Bottom Cade Sarr St He aida with academic dhes SR ASCH RAP 62 Nowattendince with beha
18. returned suspected dropout record of previous school years and has not departed for the current school year is treated as suspected dropout student Copyright 2015 Education Bureau Page 18 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 2 3 Maintenance by Batch Attendance gt Maintenance gt By Batch Home ATT11 01 Attendance gt Maintenance gt By Batch Student info Enqui K School Management Si Year ani gt Student School Level Primary School Session AH Attendance Start Date fag o6 2011 End Date 28 06 2011 Eg DDMA DDMA Y Default Attendance Taking Session WT lt EA S Ma ini l R AAA E Import Data D gt Next LL Function Description User can input non attendance records in a specific period for students from different classes LL Pre requisites 1 Attendance parameters must be already set up for the selected school year 2 Students must be assigned with class number to a specific class SE User Procedures Click Attendance gt Maintenance in left menu Click By Batch tab Enter Start Date End Date and Default Attendance Taking Session Click Next to go to the next step 2 iS 5 ATT11 01 Attendance gt Maintenance gt By Batch By Batch School Year 2010 lt School Level Primary lt school Session E lt Start Date 28 06 2011 ae End Date 28 06 2011 EE DDMMA YY DDM MF Jefault Attendance Taking Sess
19. that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities Lt Notes N A Non attendance Report by Student R AT T002 E LL Function Description Copyright 2015 Education Bureau Page 56 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 This report allows user to generate reports based on the selected print report criteria E Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel B User Procedures 1 2A 3 4 s Select School Year Enter English Name Chinese Name Reg No or STRN as search criteria Select School Level and School Session Select Class Level and Class Name Click Search to search students S5 ATT05 03 Attendance gt Report Non attendance Report by Student R AT T002 E Built in Template Please input the print criteria School Year Current Year English Name Chinese Name Reg No STRN School Level Friary School Session all Class Level All Class Name All A list of students is displayed Select the student s to be printed Select School Year or Period From To Select Format ales E RAT PM IIE g ZALA ia
20. the color patches the attendance status will change Copyright 2015 Education Bureau Page 16 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 2 2 Maintenance by Student Attendance gt Maintenance gt By Student Home me 6 5 AT 102 01 Attendance Maintenance gt By Student Student Info Enqui School Management ps JN P oien EngishName T ChineseName SCS Attendance Reg No STRN CY 2 School Level All a School Session fall lt oa atn ntenance Class Level all lt Class Name fall lt a IER search LUS Reset LL Function Description User can maintain non attendance records in a specific date range for individual student E Pre requisites Attendance parameters must be already set up for the selected school year 2 Selected student must not be departed suspected dropout before or within the selected date range 3 Students must be already assigned to a specific class NE User Procedures 1 Click Attendance gt Maintenance in left menu 2 Click By Student tab Home Student Info Enqui K School Management Jaintenance gt By Student Student English Name o Chinese Name o Attendance Reg No C STRN o School Level All M School Session fall lt Class Level all lt Class Name fall lt Z 3 Enter the search criteria and click Search button to perform searching student 4 Click Registration Number hyperlink to select the
21. 04 41 909 9 LL Post effects N A LU Notes Attendance rate is calculated by the formula below for each class level Attendance rate 1 total school days of absence between start and end date no of students x no of school days between start and end date adjusted school days x 100 where the No of school days between start and end date is number of days within term period minus number of holidays number of days within term period end date start date 1 number of holidays number of holidays Monday to Friday within term period total number of Saturdays within term period number of Sundays within term period number of school days on Saturday within term period and the Adjusted school days is the school days between departure date and end date for each departed student start date and first attendance date for each new student enrolled after school year has started Copyright 2015 Education Bureau Page 50 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 Enquiry 2 1 Enquire Student Attendance Attendance gt Enquiry atteddie Last Login 09 06 2003 10 59 Logout Help TRT Current School Year 2002 9 June 2003 11 56 Home S ATT06 02 Attendance gt Enquiry v Attendance oe School Year 2002 R English Name Chinese Name Maintenance Reg No TC STRN a Suspected Dropo E ies SchoolLevel Primary School Session All lt Consolid
22. 1 Select School Year 2 Select School Level and School Session 3 Enter Date Copyright 2015 Education Bureau Page 66 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 4 Select Format 5 411705 15 Attendance Report Statistics Daily Attendance Rate Report R ATT015 E Built in Template Please input the print criteria School Year 2003 lt School Level Secondary School Session Whole Day Date 03 12 2003 Format FIF lt H Preview amp Print K Reset 5 Click Preview amp Print button LU Post effects The report Daily Attendance Rate R ATT015 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities LU Notes Students with not returned suspected dropout records of the selected school year or previous school years fulfilling following criteria is counted as Suspected Dropout in report R ATT015 E C 1 The Last Attendance Date is before the selected date 2 The Return Date is null or after the selected date Statistical Attendance Rate Report for different school years R AT1016 E LL Function Description This report allows user to generate reports based on the selected print report criteria LU Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report For
23. 1 10 7010 T LER r j j All ia E lt E Clase Clase No Eng Name Chi Name Date Des Waived Reason Remark Absent Record LU Post effects Copyright 2015 Education Bureau Page 54 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 The selected report will be displayed in a popup window User can preview and then print it out Notes E 1 The reports are classified into the following 5 categories in Attendance module 1 Contract List for Absent Students Contact List for Absent Students R ATT005 E Non attendance Non attendance Report by Class R ATT001 E Non attendance Report by Student R ATT002 E Non attendance Report by Type of Reason R ATT010 E Non attendance Report for Specified No of Absence Lateness or Early Leave R ATT008 E Non attendance Summary Report by Class R ATT003 E 3 Statistics Statistical Non attendance Report for different months R AT T006 E Statistical Non attendance Report for different school years R ATT007 E Statistical Daily Attendance Rate Report R ATT015 E Statistical Attendance Rate Report for different school years R ATT016 E 4 Suspected Dropout Suspected Dropout List by Class R ATT004 E 5 Attendance Attendance Report by Class R ATT009 E 2 2 Besides the above mentioned reports user can find the following reports in Report Management RPT module 1 Parent Guardian Notification Parent G
24. 3 Here is the explanation for the status fields of the suspected dropout records Copyright 2015 Education Bureau Page 39 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Status Field Explanation send Data to CDS Required Student has STRN and thus Sending Form A data to EDB Is required Form A data is sent to EDB 4 The status of the students will be marked as suspected dropout once their suspected dropout records become Processed 5 If CDS operation fails or is rejected the suspected dropout status of the student will be reset 6 Each time View button is clicked for outstanding records all existing outstanding records will be removed except for those with prepared CDS data and manually created suspected dropout 7 Parent information saved in Form A would automatically be updated the student parent s record 8 It is mandatory to input Remarks field for Form A when the Reason for Leaving Absent from School field is Non attendance other reasons Manually Add Suspected Dropout E Function Description User can manually add suspected dropout record for the student who is at least absent on the latest school days 8 User Procedures 1 Click Attendance gt Suspected Dropout in left menu 2 Click Maintain Suspected Dropout tab 3 Click View button Home S ATT03 03 Attendance gt SuspectesDrape ected Dropout v Attendance rent
25. 3 The fest sow is the boukng sow for the CSV fie for osa the field mames The Houbng sow values are beeed on the Field Name in the letesfece file a amp The date of the mterfocs file ip start ot row 7 a is a nET KA here ZY L 4 ALL the not returned suspected dropout records including records of ALL school year are checked The student who has not returned suspected dropout record of previous school years and has not departed for the current school year is treated as suspected dropout student Copyright 2015 Education Bureau Page 27 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 3 2 Import Log Attendance gt Import Data gt Import Log User sysedmin Login Time 20 01 2002 12 25 Logot Help PRGA Current School Year 2001 16 May 2006 15 04 Home l S ATTI HA Attendance gt Import Data gt Import Log gt School Managemen gt Student s lt imported Start Date E imported End Date tsi OMY DOMANYYY Mastenance impor Data import spected Dror Function Description User can search the imported log and download the imported interface file Besides user can delete the imported log and file Pre requisites N A 8 User Procedures 1 Click Attendance gt Import Data gt Import Log in left menu 2 Enter Imported Start Date and Imported End Date as searching criteria 3 Click Search button User sysedmin Login Time 20 01 2002 1225 Log
26. 7 Belew Post effects The selected log s and the corresponding interface file will be deleted For existing imported log s user can click the Download link to download the imported file ser sysadmin Legin Time 16052006 1553 Loot 1 Help PGES Current School Year 2003 16 May 2006 1554 Home A 3 S ATT 241 Sttemdance gt import Data gt knport Leg mena Renod deleted sucnesstuly a Sch M j a n iiia imported Start Date E batet End Date S gt Student POM P DOAA YTY Kitendance BA Search Setup 4 Maintenance ilira D401 P2004 12 00 o 25 08 2006 05 07 N sysedain ml 2 04 2005 11 31 Ae lovaload sysedain O all 27 08 2006 12 50 Pe Dovsload sysedain Suspected Drog L e T l S i Fess E l Consolidation U iras pasas Si pa SE Rer by Cis 9 27 05 2006 03 07 Pe oad sysedain S U Notes 1 User may click Reset button to reset the search criteria 2 User can sort the imported log by either Imported Time or User ID 3 If user entered an invalid calendar date an error message will be shown 4 If no log is selected for deletion an error message will be shown and no log will be deleted Copyright 2015 Education Bureau Page 30 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 r3 User sysadmin Logia Time 2001 2002 1225 Logout Hep PESE Current School Year 2001 16 May 2006 17 26 Home amp E S
27. Absence Lateness or Early Leave R ATTO08 E gt Non attendance Su mmary Report by Class R ATTO03 E Statistics Attendance Rate Report for different school years R ATT016 E gt Statistics Daily Attendance Rate Report R ATT015 E e Statistics Non attendance Report for different months R ATTO06 E Statistics Non attendance Report for different school years R ATIOO7 E gt Suspected Dropout List by Class R ATT004 E Click amp or the link to display the report template s and then click the template you need to create the report Click on Report Name ID link and then a list of built in and user defined report templates would be displayed Click on the Report Template link to go to the report parameter screen YNon attendance Report by Class R ATT001 E Template Description Type Creation Date Built In After the parameters are entered click Preview and Print button for report generation S ATT05 02 Attendance gt Report Non attendance Report by Class R AT T001 E Built in Template Please Input The Print Criteria School Year 2002 lt School Level Primary School Session am lt Class Level Primary1 Class Name 1A Non attendance Type All a Period Tenn All Month All From fosneno2 Hepo A Forma PDF lt O E Preview T 7 The report would be then generated Luti Kel Thiteugh teain Sohool Bon attendance Report by Clase Period 01 10 2030 3
28. Class fia Ka aaa ELT Date DDMMYYYY OGOS Attendance Taking Session AM Consolidation Enquiry Report gt Customization LL Function Description User can take attendance for a class by using a pre defined corresponding seating plan LL Pre requisites 1 Attendance parameters must be already set up for current school year 2 Seating plan for the class must been defined in Student STU module MB User Procedures Click Attendance gt Maintenance in left menu 2 Click By Class tab Home S Meat Attendance gt Maintenance gt By Class Attendance By ties B Studen By Batch ag School Session _ Class Level Primary 1 lt Class 151 lt Date 0oy yy 202003 Attendance Taking Session AM lt Suspected Dropo Consolidation Enquiry 3 Select a class with the Date and the Attendance Taking Session Then click Next button to go to the next step Copyright 2015 Education Bureau Page 12 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 S ATT01 01 Attendance gt Maintenance gt By Class School Level Primary School Session PM Class Level Primary 4 Class 151 lt Date DDM ee pS Attendance Taking Session AM lt Set as Default TE nert 4 On the student sitting plan user can click the student icon to change the corresponding attendance status S ATT01 02 Attendance gt Maintenance gt By Class School Level Pr
29. LL Function Description User can scan and identify the students whose non attendance records have reached the criteria for reporting suspected dropout The scanning criterion is defined in Attendance Parameter screen Continuous absence count is traced from today or the latest school day if current day is not a school day Also only those absent records with reasons accounted for suspected dropout will be scanned Processed suspected dropout records of ALL school year can be listed For manually added suspected dropout students the defined scanning criterion is not applied E Pre requisites 1 Absent Reason code table must be set up in Code Management HSE module By default Truancy and Reason Unknown are accounted for suspected dropout 2 The scanning criterion is pre defined by EDB in Attendance Parameter screen Number of Continuous Absent Days for Follow up Notify Parent Guardian l days 3 For sending Form A data via CDS enrolment survey must be sent out first Also for preparing new Form A data previously prepared confirmed Form A data must be sent out un prepare out first otherwise the new data cannot be prepared 4 Make sure the connectivity between school and EDB is okay otherwise the Form A data cannot be sent via CDS Copyright 2015 Education Bureau Page 36 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 E User Procedures 1 Click Attendance gt Suspected Drop
30. Primary School Session am lt Class Level Primary 1 Class Name H Period Tem All 5 Month All From 0309 2003 Sl Ee Format PoF H Breet Aea 6 Click Preview amp Print button Copyright 2015 Education Bureau Page 58 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 LU Post effects The report Non attendance Summary Report by Class R ATT003 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities LU Notes N A Suspected Dropout List by Class R ATT004 E LL Function Description This report allows user to generate reports based on the selected print report criteria LL Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NE User Procedures 1 2 3 4 J Select School Year Select School Level and School Session Select Class Level and Class Name Select Case Type Outstanding or Processed Select Format S ATT05 05 Attendance gt Report Suspected Dropout List by Class R AT T004 E Built in Template Please input the print criteria School Year 2003 School Level Primary School Sess
31. Status Reason l WD Present 7 NA 7 For 2 session day attendance taking twice there would be 2 records 1AM 1PM PM Present lt NA It should be reminded that the concept of attendance taking session AM PM or WD is absolutely not associated to the school session AM PM or Whole Day 2 Attendance Status Copyright 2015 Education Bureau Page 1 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 There are 5 possible attendance statuses for a student on each attendance taking session Attendance Status Present Absent EL Early Leave ee Late and Early Leave Remark a For the screen of attendance taking on both sessions at the same time the student icons will be replaced by P icons to avoid confusion i e AM P PM P Present at both sessions b Please remind that Early Leave is a new non attendance type provided in WebSAMS Combined with Late status Late and Early Leave forms another special attendance status It refers to the case that the student being late at the beginning of the session and take early leave before the end of the session c For the cases of suspected dropout or departed students user cannot modify the attendance status after the last date of attendance Special Student Status 77 Suspected Dropout Departed ALL the not returned suspected dropout records including records of ALL school year are c
32. aking Day Attendance gt Setup gt Special Attendance Taking Day e atteddie Last Login 09 06 2003 10 59 Logout 1 Help PRM Current School Year 2002 9 June 2003 11 21 Home S ATT10 01 Attendance gt Setup gt Special Attendance Taking Day Attendance means Maintenance Spe ACen ane itn Woy Marame te School Year 2002 Special Attendance Taking Day Daily s Frequency of Attendance Suspected Dropo Consolidation Class Level Class Enquiry Re Taking Zk r 05 11 2002 Primary AM Primary 1 l K Customization HOA Pi PM Pi i i r 25401 2003 Primary PM Primary 6 2 LL Function Description User can set the particular daily frequency of attendance taking for some classes on some special days on need basis For example user can set attendance taking on Sundays and public holidays or override the default daily frequency of attendance taking on some normal school days E Pre requisites School calendar for current school year must be set up in School Management SCH module first Add Special Attendance Taking Day NE User Procedures Click Attendance gt Setup in left menu 2 Click Special Attendance Taking Day tab Home S ATT10 01 Attendance gt Se ing Day W S al meter joana 6 CTO Er LS L d Attendance School Year 3 Click Add button to add a new special attendance taking day Daily Frequency of Attendance Taking
33. ance records about to be imported the update of the non attendance records will cascade delete the punishment record Copyright 2015 Education Bureau Page 24 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Notes 1 System will display a summary of the incoming file a Number of record s in the interface file b Number of valid record s without warning c Number of valid record s with warning d Number of invalid record s Value at pointa b c d The number of record s in the above is based on number of rows in the interface file That is if only a record contains several errors the number of invalid records will be 1 e Number of warning s L Number of error s 2 lT user clicks Download Attendance Import File Template link the Attendance Import File can be downloaded User sysadmin Login Time 03 06 2006 14 22 Logout 1 Help PERE Current School Year 2001 H June 2006 14 30 A E S ATT13 01 Attendance gt Import Data Import Home K School Manageme Student Please input the path amp name of attendance data file csv Y Attendance Filename afat O O OOO OOOO na at Maintenance impor Data import Import Log Suspected Drop File Download Do you want to open or save this file az Name sample csy ELH Type Microsoft Excel Worksheet 157 bytes From 10 15 34 144 Always ask before opening this type of file harm your computer If you
34. ata j Suspected Dropo Consolidation Enquiry by Cis Lvl Last Consolidation Record Enquiry LL Function Description User can consolidate the student non attendance records for the use of report card printing in Assessment ASR module L Pre requisites N A mE User Procedures 1 Click Attendance gt Consolidation in left menu Home S ATT08 01 Attendance gt Consolidation Student Info Enqui School Year gt School Management 2010 z School Level Primary School Session AM v K Student Attendance Class Level Primary T a Primary 2 Setup Primary 3 gt Maintenance Start Date Eg End Date EE a DDMA YYY DD MMYYYY Import Data ais ast Consolidation Record 2 Select Class Level multiple selection is allowed with the Start Date and End Date 3 Click Consolidate button to perform consolidation Copyright 2015 Education Bureau Page 47 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 AT1T06 01 Attendance gt Consolidation School Year 2010 lt School Level Primary lt School Session AN lt Class Level Start Date 01 06 2011 GS End Date jo 06 2011 G L DMM NM Peene Consolidate F N 4 lf the process is successfully completed the latest consolidation record would be displayed Last Consolidation Record Consolidation Assessment J a pE S a MER NME LL Post effects Consolidated non attendance data will
35. ate Report Attendance gt Report teddie Last Login 05 06 2003 10 59 Logout 1 Help TR June 2003 11 57 Current School Year 200 Home EE 5 ATT05 01 Attendance gt Report Setup Maintenance Category Al Categories e l Language E English Chinese Consolidation Enquiry Report Customization E LL Function Description User can generate and print report GQ Pre requisites N A 8 User Procedures 1 Click Attendance gt Report in left menu Home S ATT05 01 Attendance gt Report v Attendance Setup Maintenance Category all Categories x l CHS T TGT Language English Chinese Consolidation a a3 era gt MI Reset I 7 thn 6 c 2 User can select another category and the language Then click Search button S ATT05 01 Attendance gt Report Category All Categories Language All Categories Attendance Contact List for Absent Students Non attendance Statistics Mee Dropout j 3 All reports under the selected category will be displayed Copyright 2015 Education Bureau Page 53 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Report Name ID Attendance Report by Class R ATT009 E Contact List for Absent Students R ATTOO5 E gt Non attendance Report by Class R ATT001 E gt Non attendance Report by Student R ATTO02 E gt Non attendance Report by Type of Reason R ATT010 E gt Won attendance Report for Specified No of
36. ation T 5 Class Level All Class Name All x Em Mno gt Customization LL Function Description Staff can view student non attendance information for current school year For parents or guardians login they can view their children non attendance information online LU Pre requisites 1 For viewing multiple children information the sibling relationship must be set up in Student STU module 2 For parent or guardians login proper set up in Security SEC module is required NR User Procedures 4 Click Attendance gt Enquiry in left menu Home S ATT06 02 Attendance gt Enquiry School Year 2002 Setup English Name l Chinese Name Maintenance Rey No m STRN School Level Frimary School Session All Class Level All Class Name All X l a T Attendance 5 Enter the search criteria and click Search button to perform searching student 6 Click Registration Number hyperlink to select the student for enquiry Chi Name Class Cis STRN Name No Bax PM 3B1 1 3887357 ac UZ STUDENT1355 TAR PM 3B1 2 Y3141630 Act DP T T 1 NTARE A CUCU amt Oa SAA Ta 7 List of non attendance records would be displayed Copyright 2015 Education Bureau Page 51 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 S ATT06 03 Attendance Enquiry School Level Primary School Session PM Class Level Primary 3 Class Name 3B1 Student Name STUDENT1311 GXH
37. ation E 30 WONG TAK CHUEN 83 AM Absent Sick leave Attendance Figures Attendance Status Number of Students Present 26 D LA LA m TE D padi l L save B cancel Post effects Newly created non attendance records will be then saved LU Notes User can save the default parameter value by using the Set as Default function It would record the information of school level school session class level class and attendance taking session for each specific user Copyright 2015 Education Bureau Page 14 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 S ATT01 01 Attendance gt Maintenance gt By Class By Class School Level School Session Class Level Primary 1 Class 1A v Date DRAM 1206 2003 HH Attendance Taking Session AM lt Set as Default gt Next 2 There would be different outcomes if user selects different attendance taking session under various cases S ATT01 01 Attendance gt Maintenance gt By Class School Level Class Level Primary1 gt Date DDMMIYY YY 1206 2003 Ha Set as Default gt Next School Session Ci Attendance Taking Session AM No of Attendance Attendance Taking Taking Session Session on the day selected 1 AM PM attendance taking Error Message take implies attendance taking e A Hl attendance twice is invalid for the o i s l Taking does not once daily day in which attenda
38. be moved down to Returned Student list for further processing Record saved successfully i l zua Ketum of suspected L ADS Return of Suspected Dropout Date Last Sch Sess Class Student Name Attendance Return Date created Date 0 Record Found Last Student Name Attendance Return Date Mata SE ar ear e papaa a a a 6 Ifthe student has no STRN then no further process is needed If the student has STRN then sending data to CDS is required 7 Select the records for sending Form B by checking the boxes on the left Click Send Data to CDS button to send data to CDS Returned Student Date Cis Last WH Class Student Name Attendance Return Date created No C Date E T m 21060003 PM P33B1 11 STUDENTI375 1206203 4062003 2306203 PM SERBI pib ongLing Ling Send Data to CDS delete L save 8 In the Send to CDS pop up screen click Prepare button to prepare the Form B data S ATT09 01 Attendance gt Suspected Dropout gt Return of Suspected Dropout Send to CDS K STUDENTI37 5 0 aes P3 3B1 H 700556 Form Status Data File Description Form B Admission of Students with STRN Crone 9 Click Preview button to preview the generated Form B Ex lose 10 Click Confirm button to confirm the data Copyright 2015 Education Bureau Page 44 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 S ATT09 01 Attendance gt Suspec
39. be stored and can be captured in Assessment module LL Notes 1 Anytime there would be only one set of consolidated data for each class level Newly consolidated data would overwrite the previous one 2 If the consolidated data is captured by Assessment module in Assessment gt Data Entry gt Others gt Non attendance Record screen the Assessment Capture Indicator here would be changed from N to Y S ASR14 01 Assessment gt Data Entry gt Others gt Non Attendance Record School Year Curent Year 2002 School Level Primary School Session AM Class Level Primary Class Name LA Assessment Term Annual Tl Date of Consolidation 25 06 2003 for records in the period from 01 09 2002 to 15 08 2003 Ta Copy From Student Attendance Module Bottom Assessment Assessment Module Captured P Module Captured EE _ a f Once the consolidation is performed again the indicator would be reset to N Copyright 2015 Education Bureau Page 48 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 6 Enquiry by Cls Lvl 2 6 1 Enquire Attendance Rate by Class Level Attendance gt Enquiry by Cls Lvl Home Student info Enqui ATT12 01 Attendance gt Enquiry by Class Level School Year lt Ul2 ae aval Primary E School Session AM Student Class Level All F w Attendance Start Date prosz E End Date prag E setup Maintenance Import Data Suspected Dropo Consolidation E Function Descriptio
40. ce taking is once only The attendance taking session of the corresponding record would be displayed in purple to indicate session conflict wo One record for the 16062003 WD specified session will be generated 2 am One record for the G L bn take ge specified session attendance will be generated Z twice daily S ior dw Remark Records for both R 1606 2003 AM sessions will be iEn PM generated D Copyright 2015 Education Bureau Page 21 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 3 Import Data There are 2 functions in Import Data function they are a Import b Import Log Import function allows user for importing student attendance from an external interface file After that user can use Import Log function to search the imported log and download the imported interface file 2 3 1 Import Attendance gt Import Data gt Import User sysadmin Login Time 08 06 2006 14 22 Logout Help PER s Current School Year 2001 R June 2006 14 30 Home S ATT13 01 Attendance Import Data gt Import Please input the path amp name of attendance data file csv FilenameandPath iB EB import K School Manageme Student Attendance Setup Maintenance impor Data a Import Log Suspected Drop Function Description Download Attendance Import File Template Download Attendance Import File Specification User can impo
41. ce Type All Format POF lt E 5 Click Preview amp Print button LU Post effects Copyright 2015 Education Bureau Page 61 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 The report Statistical Non attendance Report for different months R ATTO06 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application Capabilities E Notes N A Statistical Non attendance Report for different school years R ATT007 E E Function Description This report allows user to generate reports based on the selected print report criteria E Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NE User Procedures Select School Level and School Session Select School Year s From and To Select Format S ATT05 08 Attendance gt Report Statistics Non attendance Report for different school years R AT T007 E Built in Template Please input the print criteria School Level Primary School Session Ah School Year s From 2003 To 2003 Format POF E Preview amp Print E Reset lt Back 4 Click Preview amp Print b
42. chool Level Primary School Session am lt Class Level Primary 1 2 Class Name A Student Selection Absent 2 boo eae Period Tem all Month All From 000005 Ely rowan Format FOF E Preview amp Print LR Reset L lt Back 7 Click Preview amp Print button 7 Post effects Copyright 2015 Education Bureau Page 63 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 The report Non attendance Report for Specified No of Absence Lateness or Early Leave R ATTOO8 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities Lt Notes N A Attendance Report by Class R ATT009 E LL Function Description This report allows user to generate reports based on the selected print report criteria LU Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel QE User Procedures Select School Year Select School Level and School Session Select Class Level and Class Name Enter Period may use Term and Month to select Select Orientation select Print Departed Students ale Oar Ge Tye Select Format Copyright 2015 E
43. ducation Bureau Page 2 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 1 Module Overview 1 1 Introduction 1 1 1 Objective Schools are required to take student attendance every school day For half day bi sessional AM PM primary schools attendance is usually taken once a day For whole day secondary schools attendance is usually taken twice a day For some special events like school picnic or sports day schools may choose to take attendance once a day only Instead of capturing all student attendance records the system would capture non attendance records Students with no non attendance records are assumed to be present On going student attendance data will be maintained until the student leaves school However if a student is identified as a suspected dropout and the corresponding dropout record has been created no attendance record will be taken and kept 1 1 2 Basic Concept 1 Attendance Taking Session Number of attendance taking session is defined on every school day in which attendance taking is expected In general this number would be set to 1 for half day bi sessional AM PM primary schools and set to 2 for whole day secondary schools Here are the details Number of Attendance Attendance Taking Session Day R Session Available Count AM means 15 ing 0 5 PM enc 2 taking 0 5 For 1 session day attendance taking once there would be only 1 record 1WD Date Sess Attendance
44. ducation Bureau Page 64 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 5 ATT05 17 Attendance gt Report Attendance Report by Class R ATT009 E Built in Template Please input the print criteria School Year 2011 School Level peconda ry School Session Whole Day Class Level secondary 1 lt Class Name l Period Term All lt Honth All From 01 09 2011 el to 10 07 2012 Orientation Horizontal 9 Vertical Print Departed Students Include Printing in Report indicators are checked Format FIF Preview amp Print vi Reset lt Back 8 Click Preview amp Print button L Post effects The report Attendance Report by Class R ATT009 containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities Lt Notes N A Non attendance Report by Type of Reason R ATT010 E LL Function Description This report allows user to generate reports based on the selected print report criteria LL Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel J User Procedures Select School Year Select School Level and School Session Select Clas
45. ed Sess se o eni name sa to CDS Completed E S Gap ES Whole E aa 2B mas YIN YIN Required Day Send Data to CDS Send Data to CDS to CDS Delete Suspected Dropout E Function Description User can delete manually added suspected dropout record 8 User Procedures 1 Click Attendance gt Suspected Dropout in left menu Click Maintain Suspected Dropout tab Click View button Home pected Dropout S ATT03 03 Attendance gt SuspectesDrepe Y Attendance Notifying Pa L 7 Guardia Mamtamn saspected DMopout Re urn of Susp Setu aaa ORA eS ji School Level Maintenance mnn Class Level Consolidation Enquiry Report Copyright 2015 Education Bureau Page 41 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 4 Select students to be deleted by checking the boxes on the left Click Delete button to delete the selected suspected dropout record Outstanding Case Date User Sch Cls Salas send Data Form A zl Created created Sess Dn aE LEE Days to CDS Completed L Pee K Whole Sd ab ig YIN YIN Required Day Send Data to LDS Basa nae LL Post effects Selected suspected dropout record will be deleted The status of the student would resume to normal LL Special Notes Actions required for processing suspected dropout records e Send Form A data via e Contact the liaison CDS officers of the School Places Allocation Secti
46. ed Time File manna IED 03 01 2004 12 00 Ai Josnload rat R H SH 12 00 Ae Sanl oad srir 8 B o a al 25 04 2006 06 07 N Tomio sysoinit Log o 25 01 TSE 11 3 Ae Bosnload sysodnit Suspected Drop G o 27 0426 12 50 N Bosnload syseduie astet T 27 04 2006 12 50 Pe Josnloa syseimit Enquiry ZTE 03 07 Pe Report 6 Confirm message Are you sure to delete the selected record s will be prompted 7 Click OK button to confirm the deletion of the log Microsoft Internet Explorer x es ee m nnn ndl mer apn wn 5 Se een Cee N ox v A My a pd Bhan we OS ha a _ Are you sure to delete the selected record s LS Cee Copyright 2015 Education Bureau Page 29 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Teer sysadmin Login Time 16 0520 1553 Lanun Help PIRE Current School Year 2003 16 May 2006 1554 Homme A C AT a 2 weet Bata gt knport Log RE School Manageme z DEA imported Start Date imported End Date c Student RAE E l YYY Kitendance Bd search SP Reset Seiup 4 Maintenance oO 04 01 2004 12 00 Ae Dovaload sysedain import Dats e 06 07 N Dovaioad sedi daaa rali e 11 31 A imla syseduin jam e Thain a Kata S Suspected Drog ed N ae vT L S P o 2704 2006 12 50 Pe Dovaload sysedain Consolidation l E IT i noS by Cis o 27 08 2006 03 07 PE Dovaload sysedain Enquary
47. el Primary 1 2 Class Name 7 H Period Tema AI gt Month All From BRO EE 70 Or al Format Por H S Preview amp Print S Reset lt Back 6 Click Preview amp Print button Copyright 2015 Education Bureau Page 60 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 LU Post effects The report Contact List for Absent Students R ATTOO5 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities LU Notes N A Statistical Non attendance Report for different months R ATT006 E LL Function Description This report allows user to generate reports based on the selected print report criteria LL Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NE User Procedures 1 2 3 4 Select School Year Select School Level and School Session select Non Attendance Type Select Format S ATT05 07 Attendance gt Report Statistics Non attendance Report for different months R AT T006 E Built in Template Please input the print criteria School Year 2003 lt School Level Primary School Session an 2 Non attendan
48. el All lt Class Name a E LE Case Type L r Consolidation ii Outstanding Processed Enquiry view Report gt Customization LL Function Description User can scan and identify the students whose non attendance records have reached the criteria for issuing continuous absence warning letters The scanning criterion is defined in Attendance Parameter screen Continuous absence count is traced from today or the latest school day if current day is not a school day Also only those absent records with reasons accounted for suspected dropout will be scanned LU Pre requisites 1 Absent Reason code table must be set up in Code Management HSE module By default absent reason Truancy and Reason Unknown are accounted for suspected dropout 2 The scanning criterion should be properly defined in Attendance Parameter screen Number of Continuous Absent Days for Follow up Notify Parent Guardian Report Suspected Dropout days Copyright 2015 Education Bureau Page 32 Unauthorized Copying Prohibited WebSAMS User Manual 3 4 Version 1 8 For letter preparation function parent records must be associated to the students For email sending to guardian or parent school should enable the function and configure the setting properly in the E Mail section under Security gt Configuration gt System Configuration screen R User Procedures 1 2 3 Click Attendance gt Suspected Dropout in left menu
49. eletion of existing non attendance records Copyright 2015 Education Bureau Page 10 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 lf there is any punishment records associated with the non attendance records going to be deleted the system will prompt for deletion of the punishment records as well LU Notes 1 User can add several special days at one time by clicking Add button repeatedly 2 User cannot add or delete the special day if the action would lead to delete some absent records of suspected dropout 3 User can view the special attendance taking day information defined in past school years but cannot modify them If Inter Year Processing IYP is started user can also maintain special attendance taking days for next school year Copyright 2015 Education Bureau Page 11 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 2 Maintenance There are 3 ways of attendance taking in Maintenance function they are 1 By Class 2 By Student 3 By Batch User can choose any one of them for attendance taking in different scenarios 2 2 1 Maintenance by Class Attendance gt Maintenance gt By Class tteddie Last Login 09 06 2003 10 59 Logout Help Pacha Current School Year 2002 9 June 2003 11 25 Home S ATT01 01 Attendance gt Maintenance gt By Class Attendance Primary e am School Level School Session Class Level Primary1 lt
50. er the last attendance day cis Attendance Class Level Class Reason Taking mo 1 Primary 3 slap lt 3B1 P O Absent v sickiewe I wo lt Y pr raae alaaa P aalam Pr Pr The attendance taking session of the corresponding record would be displayed in orange and no checkbox would be provided for saving ine 3B1 The attendance taking session of the corresponding record would be displayed in red to indicate non attendance record for that session already exists For example there is already a late record on a day maaka WD Late Traffic jam Here user tries to add an absent record Copyright 2015 Education Bureau Page 20 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Attendance omen cme lZ wwe memos ste Session 1 Primary 3 z Primary3 v 361 lt v ap B Absent z sic Sick leave wo lt User needs to decide whether the existing record should be overwritten or not by the new one By default the checkbox is checked _ ClassLevel Class Cis No Type Period L Pimay3 3B1 2 STUDENTI355 Absent Sick leave 4 There would be different outcomes if user selects different attendance taking session under various cases No of Attendance Attendance Taking Taking Session Session on the day selected 1 No AM PM take record would be attendance generated onaday EOE PM once daily in which attendan
51. hecked The student who has not returned suspected dropout record of previous school years and has not departed for the current school year is treated as suspected dropout student 3 Punishment for Absence and Lateness The punishment functions are moved to Award amp Punishment ANP module Please refer to the corresponding documents for details Copyright 2015 Education Bureau Page 2 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 1 2 Function Chart Attendance Special Attendance Taking Maintenance By Class By Student By Batch Import Data Import Log Suspected Dropout Maintain Suspected Dropout Return of Suspected Dropout Consolidation Enquiry by Cls Lvl Enquiry Report Copyright 2015 Education Bureau Page 3 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 1 3 Flow Diagram Setup Attendance Parameter Special Attendance Taking Day Enquiry Maintenance By Class Student Batch eooo o Punishment ANP Notify G Consolidation Parents T be Import dians Log Print report uar card in Assessment Maintain Suspected Dropout Return of Suspected i CDS Dropout Students Copyright 2015 Education Bureau Page 4 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 1 4 Interactions with other modules school Management SCH e The school calendar and the setup of class details s
52. hould be completed before using the Attendance functions student STU e Class seating plan for current school year should be properly set up before using the Maintenance by Class function e Enrolment survey must be sent out before Form A for suspected dropout Form B sending out Award and Punishment ANP e The ANP scanning function would count the non attendance records if the reason is Punishment indicated e f there are any punishment records associated with the non attendance records going to be deleted the system will prompt for deletion of the punishment records as well Assessment ASR e To capture the non attendance figures from Attendance module consolidation for required class levels should be performed first Communication and Delivery System CDS e To send Form A B CDS school key must be installed and properly configured Code Management HSE e The applicable reason codes for Absent Late Early Leave must be activated before using the Attendance functions Report Management RPT e User can download the report template for customization security SEC e Email Properties SMTP server user name password etc must be properly set up before using the email functions to NACT parents e To facilitate parent student enquiry function corresponding login accounts must be properly set up Inter Year Processing IYP e Suspected dropout records in current school year can retain to
53. imary School Session PM Class Level Primary Class 1B1 Date 1206 2003 Attendance Taking Session AM Bottom 1 To input the specific non attendance reason or remark user can click Student Name hyperlink below the corresponding icon Copyright 2015 Education Bureau Page 13 Unauthorized Copying Prohibited WebSAMS User Manual 5 6 L Version 1 8 ii A pop up window will be shown up and user can input the Attendance Status the corresponding Reason and the Remark accordingly iii Click Confirm button to confirm the changes S ATT01 04 Attendance gt Maintenance gt By Class Student Attendance Details Student Name WONG TAK CHUEN 4 32 Class No 30 Attendance Status 12 06 2003 Absent Sick leave E Confirm P ciose Then the screen will back to the student sitting plan User can click Next button to go to the next step Review the attendance Information Click Save button to save the changes S ATT01 03 Attendance gt Maintenance gt By Class By Glass Ax Tf PZ 0 A satcr onfirmation of Class Attendance School Level School Session PM Class Level Primary 1 Class 1B1 Date 120672003 Attendance Taking Session AM on attendance Summary Sess Attendance Status 9 CHAN TZEYAN Geir AM Eady Leave Parent s application 17 LAU YAN YU SSR AM Late Traffic fam 24 SIT KING TING ahi AM Late amp Early Leave Traffic jam L Parent s applic
54. ion an 2 Class Level Primary 1 2 Class Name SE DHE 7 Outstanding Processed Format PoF H Preview amp Print P Reset d Back 6 Click Preview amp Print button Copyright 2015 Education Bureau Page 59 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 LU Post effects The report Suspected Dropout List by Class R ATT004 E records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities LU Notes N A Contact List for Absent Students R ATT005 E LL Function Description This report allows user to generate reports based on the selected print report criteria LL Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NE User Procedures 1 2 3 4 9 Select School Year Select School Level and School Session Select Class Level and Class Name Enter Period may use Term and Month to select Select Format 5 ATT05 06 Attendance Report Contact List for Absent Students R AT TO05 E Built in Template Please input the print criteria School Year 2003 lt School Level Frirnary School Session am gt Class Lev
55. ion WT lt C 5 Enter the non attendance record of the students 6 Click Next to go to the next step IEEE H E RT aa SS a Copyright 2015 Education Bureau Page 19 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 NOTE Leave Class Levellempty means this record is null select the non attendance records to be saved by checking the boxes for the specific period Click Save button to save the changes a Class EES No Type 3B1 E eet ENT1311 Absent oo Existing non attendance record going to be overwritten labelled in red Session conflict records labelled in purple Records after departed student s latest attendace day or records after suspected dropout student s absent start date labled in orang Cee E Save DEJ cancel Top LL Post effects 1 Newly created non attendance records will be saved 2 Previously saved attendance records will be overwritten if user has selected those newly inputted records for saving Notes 1 User can input non attendance records for 10 students by batch at one time 2 Non attendance records for departed suspected dropout students after their last attendance day will not be saved For example the student is indicated as School Leaver in Student profile urrent Schooling Information School Level Session Primary PM School Leaver Class Level Name Primary 3 3B1 Class No Here user tries to add an absent record which is aft
56. mat Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NR User Procedures 1 Select School Year Copyright 2015 Education Bureau Page 67 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 Select School Level and School Session 3 Select Format S 47705 16 Attendance Report Statistics Attendance Rate Report for different school years R AT 1016 E Built in Template Please input the print criteria School Year 2003 lt School Level SeCoOnda ry School Session PM Format FIF Z IS Preview amp Print E Reset 4 Click Preview amp Print button L Post effects The report Statistical Attendance Rate Report for different school years R ATT016 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities Lt Notes N A Copyright 2015 Education Bureau Page 68 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 3 Appendix 3 1 Appendix A Non attendance Reason Code For Attendance category there are 4 codified tables to store the non attendance reason codes in Code Management HSE module Code Table Absent Reason Early Leave Reason Absent Reason for Suspected Dropout Besides the common columns code descriptions and status there are s
57. n Staff can view class level attendance rate for current school year LU Pre requisites In School Management gt Sch Calendar gt Setup input the term start day and end day in term information and school holidays MB User Procedures 1 Click Attendance gt Enquiry by Cls Lvl in left menu Homu SATTI 01 Atendante Phnulry ty Clasa Lavel 5316 hrril hvi Enc Schon Year AL 2 Pe scenes Levi Trin E School Seasion ie sae Clase Levet DT lt Attendance Start Date TT Ka End Date ETSG nal LI BA enk i EI neset Mile gt Mpo n Suede ted Drape L 25 14 Er TR 2 Select school level school session class level and enter the start and end date Then click Search button to perform searching for class level attendance rate 3 List of class level attendance rates would be displayed Copyright 2015 Education Bureau Page 49 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 S ATT12 02 Attendance Enquiry by Cls Lul School Level pecondary School Session Whole lav httendance Rate by Class Level Class Level Stan Date End Date Ho of SA mann ns Attendance Rate Sec 009 2003 15 01 2004 o B6 ec 2 o1fog eo0e 15 01 2004 LE S __ 2 99 3 Sec 3 olfog eo0s 15701 2004 g2 99 5 Sec d ofogyeons 15 01 2004 74 909 9 Sec 5 009200 15701 2004 al 100 0 Sec A 092003 15 01 2004 GS 909 3 Sec 7 o1fogyeons 15 01 20
58. nce match with taking is only once session User can take attendance for the specified session 2 take attendance twice daily User can take attendance for both sessions 3 For the cases of suspected dropout or departed students user cannot click the icon to modify the attendance status after the last date of attendance A Suspected Dropout D Departed ALL the not returned suspected dropout records including records of ALL school year are checked The student who has not returned suspected dropout record of previous school years and has not departed for the current school year is treated as suspected dropout student Copyright 2015 Education Bureau Page 15 Unauthorized Copying Prohibited WebSAMS User Manual 4 Version 1 8 To remove previous non attendance records simply click on the corresponding icon and change it to normal status Then previously saved non attendance records will be deleted when it is confirmed and saved For Daily Frequency of Attendance Taking is 1 Student s picture will be shown if school has uploaded the picture otherwise the default image base on student s gender will be shown When user clicks on the student picture the attendance status will change For Daily Frequency of Attendance Taking is 2 Student s picture will be shown if school has uploaded the picture otherwise the default image base on student s gender will be shown When user clicks on
59. nding Cases School Year 2002 2003 2 2 PFage l of 1 School Level Primary Class Class Level Class No English Name Chinese Name Absent Duration Primary 3 3B1 11 STUDENT1375 BUTAE 14 06 2003 18 06 2003 Total Ne of Outstanding Case Ieo l To prepare warning letter a Select student by checking the boxes on the left and click Prepare b e button to generate the warning letters arning Letter Email Template Built in Template Format PDF x Click Preview button to preview the email generated Print it out asa hard copy of warning letter if necessary S ATT03 02 Attendance gt Suspected Dropout gt Notifying Parent Guardian Email Warning Letter to Parent Guardian Student Name Parent Guardian Parent Guardian Email Name STUDENTI375 ES Liu Tai Man A lha ese SCS 3 Subject cc Attachment Content Waning letter for continuous absence Fill in the Subject CC and Content of the Email Click Add Delete Attachments button to add or delete additional attachments Click Send Email button to send the Email Post effects Copyright 2015 Education Bureau Page 34 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 After the warning letter is pre viewed or the email is sent the status of the notification records would be updated and they would be categorized as processed records E Notes 1 Graduated departed students would
60. ne Remarks Zi Centin Tae Back Top 7 After confirmation the Form A Completed status would be changed to Y Date User Sch Student Name Kraza Send Data Created created Sess i _ to CDS Completed E eren Whole E g2 2 naz Ho id petites Day For student with STRN i Select the suspected dropout records and then click Send Data to CDS button Outstanding Case Continuous Date User Sch Se Send Data Forma Whole ao 24 88 Lee Ho 10 Required Tay li Inthe popup window click Prepare button to prepare the Form data ATT03 06 Attendance gt Suspected Dropout gt Maintain Suspected Dropout Send to CDS File Status File Description Form 4 Students Leaving from School Prepare DEA Close iii Click Preview button to preview the generated Form A iv Click Confirm button to confirm the data 5 AT1T03 06 Attendance gt Suspected Dropout gt Maintain Suspected Dropout Data file prepared successfully Send to CDS File Status File Prepared Students Leaving from School un preparg Confirm Preview Z v After the Form A is confirmed user can go to CDS module to proceed the transmission process Copyright 2015 Education Bureau Page 38 Unauthorized Copying Prohibited WebSAMS User Manual Data file confirmed successfully _RegNo ee _Chi Name STRN Version 1 8 5 AT1T03 06 Attendance gt Suspected D
61. ome specific indicators built in these non attendance reason code tables _ Absent Reason There are 3 special indicators Suspected Dropout in this table 7 kk Punishment and Waived Table Absent Reason Type SCHOOL 2 indicator Ma ha Ma iea Enca unkown 3 sia a i v ga in Cary 1 If Suspected Dropout indicator is set as Y then the absent records with this type of reason will be counted in the scanning of Suspected Dropout functions 2 If Punishment indicator is set as Y then the absent records with this type of reason will be counted in the scanning of functions in Award amp Punishment ANP module 3 If Waived indicator is set as Y then the absent records with this type of reason will not be consolidated and captured to Assessment ASR module Remark Please be reminded that the system does not allow the following combinations since they are not reasonable Suspected Dropout Punishment Waived o Y S Y S Y A pop up message will be displayed when user tries to save the records Copyright 2015 Education Bureau Page 69 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Microsoft Intemet Explorer _ Late Reason There are 2 special indicators Punishment and Waived in this table Table Late Reason Type SCHOOL Bottom aet Desenotan L i Pel ee l aa A X iT niic pm _ i ga
62. on of the Education Bureau for the STRN of the student s Send Form A data via CDS All age of students Interactions with student module 1 Enrolment survey must be sent out through CDS before preparing Form A B in Attendance module 2 If a suspected dropout student is later departed in student module system will delete the suspected dropout record and non attendance records after last day of attendance for that student 3 Prepared Confirmed form A in Student STU module will block the preparation of form A in Attendance module and vice versa Interactions with Inter Year processing Suspected dropout records in current school year can retain to new school year For those suspected dropout students return or depart please conduct the relevant procedures and send Form A B to EDB via CDS Copyright 2015 Education Bureau Page 42 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 2 4 3 Return of Suspected Dropout Attendance gt Suspected Dropout gt Return of Suspected Dropout User atteddie Last Login T TD Help Pacha Current School Year 2002 9 June 2003 11 51 Home S ATT09 01 Attendance gt Suspected Dropout gt Return of Suspected Dropout Attendance j ketimi of oS pected Popout Setup Return of Suspected Dropout Date Last Sch Sess Class Student Name Attendance Return Date created Date I AT T Maintenance Suspected Dropo Consolidation o Record Found Last
63. out Help PRE Curent School Year 2001 Tb May 2006 15 04 Home amp Z fS ATT14 01 Attendance gt Import Data gt Import Log gt School Manageme gt Student Attendance Setup Mastienance import Data import spected Drog Copyright 2015 Education Bureau Page 28 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Teer sysaiinin Legin Time 16 05 20 1533 Logout Help PURE Current School Year 2003 16 May 2006 15 33 Home Siudert info Eng gt School Manageme m gt Student e Attendance ER Search ME Reset S ATT 4 41 Attendance gt import Data gt Knor Log setup imported Time Maintenance Tita 03 01 2004 12 00 A fead SI 4701 72004 12 00 Ae Tovalosd dazi o 25 04 2006 06 07 Pe Dela sed O 26 08 2006 11 31 H Devaload sysedain Suspected Ds i i ebi G E LT T lal 27 04 2006 12 50 Pe Devraload sysedain Consolidation eee pain H 779 E 03 07 Pe Imlo its oe Report 4 Click Check Box beside the Imported Time 5 Click Delete button User sysadmin Login Time 16 05 2006 1533 Logout Help PESEE Current Scheel Year 2003 16 May 2006 1542 A C S ATT 4 44 Attendance gt Import Bata gt knport Log Home Student info Eng School Man _ __________ Haai mponda Stan Dae beati Ba Hac E ru DAME Es Student OMY Attendance Ss Fret mana 4 import
64. out in left menu Click Maintain Suspected Dropout tab Enter the search criteria and click View button to view students who reach the number of continuous absent days for reporting suspected dropout Home in Suspected Dropout S ATT03 03 Attendance gt Suspecte v Attendance Setup Ni Tryin ren us spected Lropou School Level Prina chool Session All Maintenance E Class Level All Class Name All m lt Case Type Consolidation a yp Processed Enquiry Report 4 A list of students satisfied the searching criteria and met the scanning criterion will be displayed Outstanding Case P S L E Whole EE 99 2 arin Ho 10 Pes Tay 5 Initially the Form A Completed status is N Click the hyperlink on the status and fill the necessary information in the form One of the most important fields must be filled is Reason for Leave Absent from School 5 ATT03 05 Attendance gt Suspected Dropout gt Maintain Suspected Dropout GEH SSI suspected Mopot 7 Bottom Form Name of Student Lee Ho Sex Hale Eng Name of Student NT STRN 26725415 Chi Secondary 2 Last Day of Attendance 06 05 2008 Gog aed Last This is a KOG 6 Complete the form and click Confirm button Copyright 2015 Education Bureau Page 37 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 LTR it MUNG LTR IR PVG mong Kong Student Home 28 895500 Telepho
65. ropout gt Maintain Suspected Dropout Send to CDS AFLE600 L ee Ho t EF O o ab re5415 File Status File Description Form A students Leaving from school Close For student without STRN 5 ATT03 05 Attendance gt Suspected Dropout gt Maintain Suspected Dropout Form cannot be prepared for student s without STRN Please contact the liaison officers of the School Places Allocatior section of the Education Bureau for the STRAN of the studentia Chan Yuet Five P2 2A1 20 Maintain Suspected L KUR U S School Level Primary School Session Class Level 41 w Class Name Case Type Outstanding Processed Continuous Date User Cle Send Data Created created mg Student Name Absent to CDS Days d S T Pa 241 20 Chan Yuet Five i0 Required EE User has to contact the liaison officers of the School Place Section of the Education Bureau for the STRN of the students Only the students with STRN can send data to CDS LL Post effects When the suspected dropout record is processed user cannot take attendance on the student after his last day of attendance E 1 Notes Graduated departed students would not be considered 2 Here is the explanation for Case Type of the records Case Type Explanation Outstanding No CDS data has been sent for particular students The action sending data to CDS for particular students have already been initiated
66. rt student attendance records stored in an interface file Error report will be displayed for any error warning occurred Pre requisites 1 School calendar for the corresponding school years must be set up in School Management module 2 Attendance parameters must be set up for the corresponding school years 3 Special Attendance Taking days for the corresponding school years have been set up 8 User Procedures 1 Click Attendance gt Import Data gt Import in left menu 2 Select interface file by Browse button 3 Click Import button Copyright 2015 Education Bureau Page 22 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 nen pti cons toes woe Bx Cent Scheel Year 2001 Z June 2006 14 27 A Homa 5 ATT1 01 Amemilance import Data gt inport School Manageme Student Piesso inpid ihe paih A hame of allendunce date file L Cam Altendance ome wed Path c temp 9708 CS Sotup S r E 7 KETE Dr ardanl Atieritanee Inport File l entras Download Attemlance mpari Me Spectr ZE mort Oma mpor Log 4 Summary of the imported file will be displayed Login Time 15 06 2006 15 30 Logout Help FERE Current School Year 2001 15 June 2006 16 07 L Home S ATT13 02 Attendance Import Data gt Import School Manageme Import Attendance Record Summa asm i Number of ene ot Records Attendance Number of record s in the interface file S ae Setup
67. s Level select Non Attendance Type and Reason s os SW ee Enter Period may use Term and Month to select Copyright 2015 Education Bureau Page 65 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 6 Select Format S ATT05 10 Attendance gt Report Non attendance Report by Type of Reason R AT T010 E Built in Template Please input the print criteria School Year 3003 gt School Level Primary School Session Ahl Class Level Primary 1 Non attendance Type All Reason Period eE Month AT E From 03092003 EE Te 4012004 Format FF H M Reset lt Back 7 Click Preview amp Print button EF Preview amp Print UA Post effects The report Non attendance Report by Type of Reason R ATT010 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities LL Notes N A Statistical Daily Attendance Rate Report R ATT015 E LL Function Description This report allows user to generate reports based on the selected print report criteria LL Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NR User Procedures
68. student SE HK UND BE W hole Day 4091 WONG y hole a a l 1 mme 14 T T 1TH ir E mi NES Enter the Start Date and End Date for attendance status to be viewed Click View button Copyright 2015 Education Bureau Page 17 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 5 ATT02 02 Attendance gt Maintenance gt By Student School Year 2010 School Level peconda ry School Session Whole Day Class Level necandary 1 Class 14 Student Name CHEUNG HOT HANG Steel Class No Start Date Chica End Date 20706 2011 T COOL yyy i DDMA Y 7 Select the Attendance status with the Reason and input remarks where appropriate Click Save button to save the changes vate sess attendance status Reason Remak This is a speciaLattendance taking day a LL Post effects New non attendance records will be then saved 2 lf there is any modification to existing non attendance records the changes will be saved 3 If the non attendance type is changed from absent late early leave back to present the previous non attendance records will be deleted 4 User cannot take attendance of departed suspected dropout students after their last day of attendance Lt Notes The date range for attendance taking is limited to 30 days ALL the not returned suspected dropout records including records of ALL school year are checked The student who has not
69. ted Dropout gt Return of Suspected Dropout Data file prepared successfully ee a ee 2009 STUDENTI375 TRR BTT RS mnn Status Data File Description Form B Admission of Students with STRN Un prepa ae aie Confirm Preview E ciose 11 After the Form B is confirmed user can go to CDS module to proceed the transmission process S ATT09 01 Attendance gt Suspected Dropout gt Return of Suspected Dropout Data file confirmed successfully Send to CDS 20095 STUDENT 375 ep Bie P3 3B1 11 Y 4245863 Data File Description Form B Admission of Students with STRN Lt Post effects 1 The attendance status of the returned student in the period between the last day of absence and the return date will be marked as absent filled with default reason for suspected dropout period 2 Student suspected dropout status would be resumed to normal Lt Notes 1 For students with STRN status will NOT be updated until Form B has been sent out successfully via CDS 2 Here is the explanation for the Send Form B status of the Returned Student records Status Field Explanation Send Form B Required Student with STRN It is required to send Form B to EDB Form B data is confirmed but not sent Form B data is sent 3 The function lists the not returned suspected dropout records of ALL school years of students who has not departed yet Delete Return Record LL Function Description
70. uardian Notification List by Class R ATT011 E 2 Warning Letter for Absent Students Warning Letter for Continuous Absence R ATT012 E Non attendance Report by Class R ATT001 E Function Description E This report allows user to generate reports based on the selected print report criteria E Pre requisites Copyright 2015 Education Bureau Page 55 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel YB User Procedures Select School Year Select School Level and School Session Select Class Level and Class Name select Non Attendance Type Enter Period may use Term and Month to select Select Format S eS SY S ATT05 02 Attendance gt Report Non attendance Report by Class R AT 7T001 E Built in Template Please input the print criteria School Year 2003 School Level Primary School Session am lt Class Level Prirnary 1 2 Class Name H Non attendance Type All x Period Tem fill Month All From 0309 2003 To 3108 2004 Format POF H Bree each 7 Click Preview amp Print button LL Post effects The report Non attendance Report by Class R ATT001 containing records
71. umber of valid record s without warning Number of valid record s with warning Number of invalid recordi umber of warning ts umber of error s Yiew Error Report Maintenance import Data Import Import Log Suspected Drop 1 A To view error report when any error warning message is found a Click View Error Report button Sr Time 15 06 2006 15 30 Logout Help FERE Current School Year 2001 15 June 2006 16 07 Home 5 S ATT13 02 Attendance gt Import Data gt Import School Manageme Import Attendance Record ALT aiea Number of ener anon v Attendance Number of record s in the interface file Setu Number of valid record s without warning e i p umber of valid records with warning 2 Maintenance umber of invalid record s U venna oeeie C View Error Report Jj Confirm Baa Import Log Suspected Drop hl gt b Error report will be generated Copyright 2015 Education Bureau Page 23 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 THROUGH TRAIN SCHOOL Type 6 amend on 25 4 2015 EST EIS Import Attendance Error Warning Report Beta SHER BS SSS School Yaar Sip 2001 2002 Sctocl Level HF i School Jessian fee AB Whole Day Erect Renars Engilish ema tS School Tez School Tear is empty or invalid Scheel Sessien School Session 15 EEIT ar invaitd Class Coce class Code is empty z ingaitd Registration Number T
72. urn suspected Dropout eis a ai 43 Delete Remir RECO assine 45 S CONSOLIDATION R eE HEE REI EE 47 25 1 Cons hdate Student Ee T 47 2 6 ENOUIRY PY CECS EV TTT 49 2 6 1 Enquire Attendance Rate by Class Level sse 49 2l ENOUIR TT 51 24d Enguire Student T TT 51 2 8 REPOR Torcius a aaa a Es 53 K Gerde R PON oa A meena 53 Non attendance Report by Class R ATTOOI E eee 55 Non attendance Report by Student R ATTO02 E sese 56 Non attendance Summary Report by Class R ATT003 E sse 58 Suspected Dropout List by Class R ATTO04 E cccccccccccccecceceeeeeeeesseeeeesesseeeeeeeeees 59 Contact List for Absent Students R ATTOOS E sese 60 Statistical Non attendance Report for different months R ATTOO6 E cc008 6l Statistical Non attendance Report for different school years R ATT007 E sese 62 Non attendance Report for Specified No of Absence Lateness or Early Leave R ATTO E er a E E career E eeer rer eer 63 Attendance Report by Class R A T TOOQ E1 sss 64 Non attendance Report by Type of Reason R ATTOIO E ss 65 Statistical Daily Attendance Rate Report R A TTUO IS RR eee 66 Statistical Attendance Rate Report for different school years R ATTO16 E 67 Copyright 2015 Education Bureau Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 3 APPENDIX pasaon ales San le Se edanaisocwcicuale a a a aa a a A 69 3 1 APPENDIX A NON ATTENDANCE REASON CODE 69 Copyright 2015 E
73. utton E Post effects The report Statistical Non attendance Report for different school years R ATT007 E containing records that matched the criteria will be displayed in pop up window Users are allowed to preview print and save the report under the application capabilities Copyright 2015 Education Bureau Page 62 Unauthorized Copying Prohibited WebSAMS User Manual Version 1 8 LL Notes N A Non attendance Report for Specified No of Absence Lateness or Early Leave R ATT008 E LL Function Description This report allows user to generate reports based on the selected print report criteria LL Pre requisites Corresponding software application should have installed in order to view print or save report in the selected format Report Format Application Example Adobe Acrobat Reader WORD DOC Microsoft Word MicrosoftWord o RICHTEXT RTF Microsoft Word Word pad EXCEL XLS Microsoft Excel NR User Procedures 1 2 3 4 5 6 Select School Year Select School Level and School Session Select Class Level and Class Name Enter Student Selection non attendance type and time s day s Enter Period Enter Period may use Term and Month to select Select Format S ATTO5 09 Attendance gt Report Non attendance Report for Specified No of Absence Lateness or Early Leave R AT TO08 E Built in Template Please input the print criteria School Year 2003 lt S
74. viowr difficulties inzide school PR IGT S 1 CACI Copyright 2015 Education Bureau Page 71 Unauthorized Copying Prohibited

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