Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Reporting: Using the Attendance Wizard, Reports, & Letters

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Objectives: Explore the Attendance Wizard as a tool for attendance processing. Discuss capabilities of existing reports. Generate letters based on attendance trigger events.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Daily Mode Marks student(s) absent for entire day – i.e. flu season (multiple students with same excuse), all-day class activities, etc. Search on appropriate criteria and continue to add/remove students until list is complete Overwrite existing data – will overwrite any existing attendance entries with THIS entry when saved. Uncheck in situations (i.e. field trips) where a group of students may be going but certain students are already marked absent for other reasons (illness, etc.) Date may be changed to process attendance

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Period Mode Marks student(s) absent for a specific period.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Batch Mode Batch allows you to mark student(s) absent for a date range, i.e. class trips, vacations

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Edit Mode Edit mode – for use in changing attendance that’s already been marked for a given date, i.e. change all Tardy Unknowns to Tardy Unexcused.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Batch Edit Marks student(s) absent for both date ranges and multiple periods, i.e. 9th grade taking state tests periods 1 & 2 each day for one week.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Check In/Out Used to designate the time a student leaves or returns to school Check In – marks absent for time PRIOR to Check In. Check Out – marks absent for time AFTER Check Out. This tool is not meant to be used repeatedly – if a student returns after Check Out and is Checked In, the time absent prior to the second Check In will be marked as absent.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Search Criteria Attendance Date: change to prior or upcoming dates Students Last/First Name Grade: search by grade level SSN/Student ID Att. Code – i.e. to locate all students on a given day with Tardy Unexcused marks to edit attendance Course Section – to search for students in a specific course or section i.e. for field trips Period – search by period to edit attendance Ad Hoc Filter – groups of students, i.e. Baseball Team for Early Release/Exempt

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Wizard: Search Notes Multiple criteria can be used to locate students – you are not limited to one type of search per screen. You CAN pull up an entire group of students (i.e. 9 th grade) and manually remove specific students from the search list if they do not fit the processing criteria (i.e. not going on a field trip)

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Reports ADM/ADA – used to calculate average daily membership/average daily attendance student- by-student, then totals by grade and calendar. Attendance Reason – sums periods, days, minutes by excuse reason and Excused/Unexcused Day Count – Sums whole and half day absences based on calendar minutes. Important to verify that Calendar Minutes and Period Minutes add up to the same total. Can be used to find Perfect Attendance (Having at most 0 days of absence).

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Reports (cont.) Dialer Extract – pulls in unknown absences for use with a stand-alone (non-Campus) phone dialer. Funding Report – ADA/ADM report available for a range of days or a count date. Can be disaggregated by NCLB subgroup. Period Count – allows you to pull a wide variety of counts on all your statuses and excuse codes Attendance Register – shows whole and half day absences in grid format for a date range, plus ADM/ADA summary.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Letter Criteria How Triggers Work:  Choose what kind of absence (period, whole/half, exact day)  Choose status & excuse you are using as criteria - i.e. status=tardy, excuse=blank will pull on all tardy marks  Weight – how much each incident “counts” toward total – i.e. Tardy has weight of 1, trigger=3, letter will generate if run the day student has his/her third tardy. These criteria trigger a letter the day a student reaches 3 tardy marks of any kind in any one course during the year. Saved to Attendance group where multiple users have access.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Attendance Letter Criteria Period MarksWhole/Half DaysExact Day By Year Number of times a student has missed one period over the entire year. Students who missed a set number of whole or half days of school over the entire year. Students who missed a set number of entire days of school over the entire year. By Term Number of times a student missed one period in one term. Students who missed a set number of whole or half days over the current term. Students who missed a set number of entire days of school over the current term. By Course Number of times a student has been marked absent from a particular course. These combinations are not available. By Course / Term Number of times a student has been marked absent from a particular course in the term.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Data Elements and Subreports Data Elements and Sub- reports can be chosen from the on the formatting toolbar. Data elements are bordered in blue, sub- reports in red. Data Elements Sub-Reports

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Data Elements and Sub Reports Run the letter for an effective date to generate letters for students meeting criteria on that date. If you run letters once a week, be sure to run it for each day of the week at that time.

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Review Questions How would you mark an entire class out for a field trip?  How do you exclude kids who are already gone for another reason? Kids who will not be attending?  How would you record a Field Trip that multiple classes will be attending? You’ve got notes/phone calls from several parents that their children are home with the flu. How do you process? How would/could you dismiss the softball team early for an away game? How would you mark students gone for vacation?

Copyright © 2006, Infinite Campus, Inc. All rights reserved. Review Questions How do you find students with perfect attendance? Which report shows in grid format half and whole day absences for a period of time? If I want to send out a letter that summarizes a student’s attendance, how can I include that in the letter? What are my options? If I want to count two tardies the same as an absence in determining criteria for an attendance letter, what do I do? Where do I run reports on specific kinds of attendance codes/excuses?