administrator’s plus attendance manual - rediker software · 2020-05-21 · administrator’s...

A D M I N I S T R A T O R ’S P L U S A T T E N D A N C E M A N U A L

Attendance Manual 1

Administrator’s PlusAttendance Manual

A D M I N I S T R A T O R ’S P L U S A T T E N D A N C E M A N U A LLegal Notices

2 Attendance Manual

Legal Notices

CopyrightCopyright © 2004 Rediker Software

All rights reserved

Printed in the United States of America

WarrantyInformation in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by means, electronic or mechanical, for any purpose, without the express written permission of Rediker Software

TrademarksAdministrator’s Plus™ is a trademark of Rediker Software, Incorporated.

The School Office Suite® is a registered trademark of Rediker Software, Incorporated.

All other hardware or software products mentioned in this document are the trademarks or registered trademarks of their respective companies or holders.

Part Number: AT00020904

A D M I N I S T R A T O R ’S P L U S A T T E N D A N C E M A N U A LAbout this Guide

Attendance Manual 3

About this GuideThe Administrator’s Plus Attendance Manual details the functions and use of the Administrator’s Plus Attendance module.

Included in this GuideThe Administrator’s Plus Attendance Manual is organized as follows:

1 Register and Attendance CodesAllows you create Attendance Codes for daily attendance entry. You can link attendance Codes to Register codes to ensure that attendance entries appear on the Attendance Register. You can also create Register codes to keep track of state reported attendance data for your school.

2 Print Homeroom Attendance FormsDescribes how to print forms for recording daily homeroom attendance.

3 Print Period Attendance FormsExplains how to print attendance entry forms by course section for use the Period Attendance Module or for schools that take daily atendance without homerooms.

4 Enter Daily AttendanceDescribes how to enter daily attendance manually, using a scanner, or importing from GradeQuick. It also explains how to print the Daily Attendance Bulletin (including corrections and messages), build your school’s calendar one-day-at-a-time, and update student and staff attendance records.

5 CorrectView attendance data for one student or staff member at a time, and, if needed, correct attendance entries for any school day.

6 Report WriterExplains hows to design and print letters and reports for students based on their daily attendance data. It also explains how to print letters to parents of students exceeding or falling short of a designated attendance entry limit. The Report Writer can also print an attendance register and daily records report, print daily advisor’s lists, including the parent’s name and work phone number.

7 CalendarDescribes how to view, print, correct, or create alternate calendars for your school, including editing the membership value of each day.

8 Batch EntryExplains how to enter attendance codes for groups of students based on grade level or Data Base entry

A D M I N I S T R A T O R ’S P L U S A T T E N D A N C E M A N U A LContact Information

4 Attendance Manual

Contact Information

Technical Support Please do not hestitate to call us toll free at 1-800-882-2994.

Monday - Thursday7:30 a.m. - 6:30 p.m. EST

Friday 7:30 a.m. - 5:00 p.m. EST

You can also e-mail us at [email protected].

When emailing technical support questions, please include your school's name, phone number, and zip code. We respond to e-mail from schools in the continental United States by phone.

Technical support information can also be found on the Rediker Web site at:

http://www.rediker.com/support.html

TrainingFor information on current training available, see the Rediker Web site at:

http://www.rediker.com/training.html

Follow the links to obtain information about scheduled classes, training at customer sites, and class registration.

Documentation FeedbackYour comments on the documentation help us to understand and meet your needs. You can send e-mail to [email protected].

Daily Attendance Program Summary

1) Register and Attendance Codes• Create Attendance Codes for daily attendance entry.

• Create Register codes to keep track of state reported attendance data for your school

• Edit or delete register and Attendance Codes as needed

• Link attendance Codes to Register codes to ensure that attendance entries appear on the Attendance Register.

2) Print Homeroom Attendance Forms• Print manual or scanner forms for recording daily

homeroom attendance.

3) Print Period Attendance Forms• Print manual or scanner attendance entry forms by

course section for use the Period Attendance Module or for schools without homerooms.

4) Enter Daily Attendance• Enter Daily Attendance manually using a scanner or

importing from Grade Quick.

• Print the Daily Attendance Bulletin

• Build your school’s calendar one-day-at-a-time, each day you enter the program.

• Update student and staff attendance records

• Type corrections and messages to be printed on the daily bulletin

(continued)5) Correct

• View attendance data for one student or staff mem-ber at a time.

• Correct a student’s attendance for the entire year.

6) Report Writer• Design and print letters, and reports for students

based on their daily attendance data.

• Letters and reports may optionally be e-mailed to parents

• Print letters to parents of students exceeding or fall-ing short of a designated attendance entry limit

• Print an attendance register and daily records report

• Print daily advisor’s lists including the parent’s name and work phone number

• (automatic caller for absent students)

7) Calendar• View and print the school calendar

• Correct an error in the school calendar

• Insert or delete school days

• Edit the membership value of each day

8) Batch Entry• Enter attendance codes for groups of students based

on grade level or Data Base entry

Attendance Plus I

Getting Started

Getting Started. . . . . . . . . . . . . . . . . . . 2Step 1: Use the Register and Attendance Codes Program. . . . . . 2

Step 2: Print Data Entry Forms . . . . 2Step 3: Fill Out Manual Entry Forms 2Step 4: Fill Out Scanner Entry Forms3Step 5: Enter Attendance with the Enter Daily Attendance Program . . 3

Step 5: Correct the Current Date’s Attendance and Reprint the Bulletin with the Enter Daily Attendance Program . . . . . . . . . . . 4

Step 6: View or Edit Attendance with the Correct Program . . . . . . . . 4

Step 7: Print or Design Attendance Reports with the Report Writer Program . . . . . . . . . . . . . . . . 4

Step 8: Edit or Print the Calendar with the Calendar Program. . . . . . . 5

Step 9: Enter Attendance Quickly with the Batch Entry Program. . . . . 5

G e t t i n g St a r t e dGetting Started

II Attendance Plus

Getting StartedThe programs in Attendance Plus will generally be used in the order that they are listed on the navigation menus and program summary at the front of this manual. Furthermore, this manual is also organized according to this convention (that is, Program #1 Register & Attendance Codes is also covered in Chapter 1 of this manual). The following overview is intended as a general quick-start reference. For detailed information on a specific program, refer to the corresponding chapter in this manual.

Step 1: Use the Register and Attendance Codes ProgramYou will start using Attendance Plus by setting up your Register and Attendance Codes. The Register and Attendance Code lists are the heart of the Attendance Plus module. Attendance Plus comes with default lists already created for you, however, you may wish to edit the default lists to meet the specific needs of your school.

Register Codes are used to summarize attendance data on the attendance register. The default Register Code list includes: Absent, Tardy, Dismissed, Non-member, Entry and Withdrawal. You may have up to 25 Register Codes, although many schools only use these six.

Attendance Codes are recorded for students and staff members when you enter the attendance each day. You may use the default Attendance Codes already setup when you purchased the software, or create new Attendance Codes to add to the default list. The Attendance Code list can contain up to 250 Attendance Codes that may or may not be linked to one or more Register Codes. For example the Attendance Codes Absence, Excused Absence, Unexcused Absence and Medical Absence are each linked to the Register Code Absent. In summary, legal registers are only concerned with absences, tardies and dismissals. Attendance Plus allows you to have numerous Attendance Codes that are all summarized as absences, tardies and dismissals for the purpose of printing a legal attendance register.

Step 2: Print Data Entry FormsIf you take your daily attendance in a homeroom, use program 2) Print Homeroom Attendance Forms to print either manual or scanner homeroom attendance entry forms for each of the homerooms in your school. If you take daily attendance during a class period, use program 3) Print Period Attendance Forms. As long as students’ schedules are in the computer. Furthermore, you can print forms for all sections or only those meeting a specific period.

Step 3: Fill Out Manual Entry FormsTeachers will use the forms printed to enter attendance. Each morning, homeroom teachers will mark students’ attendance on the forms using a vertical line “|” for an absence, a “T” for a tardy, or an upside down “T” for a dismissal. Times for tardies and


Attendance Plus III

dismissals should also be included next to the tardy and dismissal symbols. These are typically the most frequently used codes, but you can enter any of your other 250 attendance codes as well.

The above method of recording attendance simplifies the process of correcting the attendance forms. For instance, if a student misses homeroom and comes to the office tardy, the line on the manual entry form which noted an absence can easily be changed to a “T”.

Step 4: Fill Out Scanner Entry FormsEach morning, homeroom teachers will bubble in students’ attendance on the forms. If a student is absent, simply fill in the “A” bubble under the appropriate day of the week. If a student is tardy, fill in the “T” bubble. If both the “A” and “T” bubbles are filled in, the computer will assume the student is tardy. In other words, if a teacher initially marks a student as absent, and then the student walks in tardy, it is not necessary to erase the “A” bubble.

For each day, there are also “E” and “U” bubbles for Excused and Unexcused. If a teacher knows that a student’s absence or tardiness is either excused or unexcused, then he or she may fill in the appropriate bubble. If both the “E” and “U” bubbles are filled in. the computer will assume the code is excused. In other words, if a teacher initially marks a student as “Unexcused” and then the student provides an excuse, it is not necessary to erase the “U” bubble. If neither the “E” nor “U” bubbles are filled in, you may direct the computer to have the absence or tardy default to either “excused” or “unexcused.” For further information, see chapter 4.

The default time for scanned tardies is “HR” (tardy to homeroom). You may change this from within the Enter Daily Attendance program. You also need to record dismissals on a separate piece of paper and attach it to the scanner form. After scanning the forms, you can enter the dismissals into the computer manually.

Step 5: Enter Attendance with the Enter Daily Attendance ProgramAfter the homeroom period, teachers should send all entry forms to the office. The data contained on these forms will then be entered into the computer with the Enter Daily Attendance program. As you record the attendance each day, your school calendar is automatically built.

If you are not using a scanner, you will enter only students’ ID numbers, the appropriate Attendance Code, and, if necessary, the tardy or dismissal times. As you enter ID numbers, the computer will simultaneously update students’ attendance records in their


IV Attendance Plus

attendance files. After you have entered all of the attendance, the Enter Daily Attendance program will produce the daily attendance bulletin. The daily bulletin may be printed or e-mailed to staff members.

NOTE: Do not throw away your homeroom attendance sheets at the end of each week. Save them for the entire school year. If the need arises, it is much easier to re-enter attendance information from the homeroom attendance sheets than from the daily bulletins.

Step 5: Correct the Current Date’s Attendance and Reprint the Bulletin with the Enter Daily Attendance ProgramIf you access the Enter Daily Attendance program for a date for which the attendance has already been done, you will be able to recall all of the attendance that was entered for that date. This makes it easy to edit that day’s attendance, such as changing absent codes to tardies. After changes are made, you can re-print the bulletin. Although the Correct program may also be used to correct the attendance for individual students for any date, it is easier to use the Enter Daily Attendance program to correct multiple students for date. If, you wish to make two or three corrections for one student for different dates, use the Correct program. If, on the other hand, you want to correct the attendance for different students all on the same date, use the Enter Daily Attendance program.

Step 6: View or Edit Attendance with the Correct ProgramThe Correct program allows you to view or correct individual students’ attendance for the entire year. In fact, you may even add attendance codes into a student’s record for future dates. For example, if you know a student is going to be absent tomorrow, you may enter that information today. You can also easily retrieve a student by name without first restricting your search to a particular grade. Thus, if you type “Red”, Richard Rediker will appear no matter what grade level he is in. Finally there is also a Letter column for each school day that allows you to see on which days attendance letters were printed for particular students. (The Attendance Report Writer has a duplicate letter check option that you can use to ensure that you do not print and send the same letter for a second time to the same student.)

Step 7: Print or Design Attendance Reports with the Report Writer ProgramVirtually all attendance reports will be produced with this program., including the legal attendance register, the advisor’s list showing the names of all students absent today, and various kinds of letters.The Attendance Report Writer allows you to search for students exceeding or falling short of a specified number of a given Attendance or Register Code. Furthermore, any report generated in the Attendance Report Writer can be e-mailed to students’, staff members or parents.


Attendance Plus V

This program contains all of the features and codes of the Data Base Report Writer as well as dozens of Attendance Report Writer codes. You can either use the numerous reports that come with Attendance Plus or design your own reports.

The Attendance Report Writer includes a “Duplicate Letter Check” option. When it is On, any letters printed for students will be notated in their records. The Correct program may be used to view which letters have been printed for each student as well as when they were printed. If the Duplicate Letter Check is on, the same letter will not be printed twice for a student. Consequently, you can design separate letters to be printed for students exceeding, 5, 10, and 15 absences and be certain that once a letter has been printed one time for a student, it will not be printed again during subsequent searches on that same number of absences.

Step 8: Edit or Print the Calendar with the Calendar ProgramYour calendar is built one day at a time when you use the Enter Daily Attendance program. The Calendar program enables you edit the calendar or print the days that are currently in your calendar. If you miss doing the attendance for a school day, the Calendar program allows you to insert a new date so that it will remain in chronological order. If you do this, all of the data in students’ attendance files will simultaneously be moved forward one day. Similarly, if you delete a date in the calendar, all attendance data will move back one day. You will also be deleting any attendance data for that date in all student or staff attendance records.

NOTE: Although you may use this program to add days to the end of the calendar, it is recommended that you build your calendar one day at a time using the Enter Daily Attendance program.

Step 9: Enter Attendance Quickly with the Batch Entry ProgramThe Batch Entry program allows you to use a batch process to enter attendance codes (including the code for Present) as well as times into students’ attendance records. In other words, codes and times can be entered for all students in a grade level or range of grade levels or just for those students you select by searching on a data base field. For example, you could enter that all students playing baseball will be dismissed today at 1:30 or that all of the students on bus #1 were tardy at 8:35. Then, later when you use the Enter Daily Attendance program, this information will already be there ready to be printed on your bulletin.


VI Attendance Plus

1

Administrator’s Plus Attendance ManualLegal Notices. . . . . . . . . . . . . 2About this Guide . . . . . . . . . . . 3Included in this Guide . . . . . . . . 3Contact Information . . . . . . . . . 4

Technical Support . . . . . . . . . . .4Training . . . . . . . . . . . . . . . .4Documentation Feedback . . . . . . .4

Getting StartedGetting Started . . . . . . . . . . . . II

Step 1: Use the Register and Attendance Codes Program . . . . . . .II

Step 2: Print Data Entry Forms . . . .IIStep 3: Fill Out Manual Entry Forms . .IIStep 4: Fill Out Scanner Entry Forms IIIStep 5: Enter Attendance with the Enter

Daily Attendance Program . . . . . . . IIIStep 5: Correct the Current Date’s

Attendance and Reprint the Bulletin with the Enter Daily Attendance Program. . . . IV

Step 6: View or Edit Attendance with the Correct Program . . . . . . . . . . IV

Step 7: Print or Design Attendance Reports with the Report Writer Program . . . . IV

Step 8: Edit or Print the Calendar with the Calendar Program . . . . . . . . . . . V

Step 9: Enter Attendance Quickly with the Batch Entry Program . . . . . . . . V

Register & Attendance Codes 1Navigating to Register and Attendance Codes . . . . . . . . 1-2Navigation Menu . . . . . . . . . . .1-3Shortcut Bar . . . . . . . . . . . . .1-4Right Click Menu. . . . . . . . . . .1-4

Toolbar Menu . . . . . . . . . . . . 1-4Register Codes. . . . . . . . . . . 1-5

The Default List of Register Codes . 1-5Defining Register Codes . . . . . . 1-5Register Codes Window. . . . . . . 1-6

Attendance Codes . . . . . . . . . 1-7Time Linked Attendance Codes . . . 1-7The Default List of Attendance Codes1-8Register Code Links. . . . . . . . . 1-8Register Code Link Amounts . . . . 1-9Excused or Unexcused Register

Code Links . . . . . . . . . . . . . 1-10Attendance Codes Screen . . . . 1-10Adding, Editing, or Deleting Register Codes . . . . . . . . . 1-12Adding a New Register Code . . . 1-12Editing an Existing Register Code. 1-13Deleting a Register Code . . . . . 1-14

Adding, Editing, or Deleting Attendance Codes . . . . . . . 1-15Adding an Attendance Code . . . 1-15Editing an Existing Attendance Code1-16Delete an Attendance Code. . . . 1-17

Print Homeroom Attendance Forms 2Introduction. . . . . . . . . . . . . 2-2

The Homeroom Roster . . . . . . . 2-3Navigate to Print HR Attendance Forms . . . . . . . . 2-4Navigation Menu . . . . . . . . . . 2-4Shortcut Bar . . . . . . . . . . . . . 2-5Right Click Menu . . . . . . . . . . 2-5Toolbar Menu . . . . . . . . . . . . 2-6

Specifications. . . . . . . . . . . . 2-6Attendance Form Specifications . . 2-7 Program Specifications . . . . . . . 2-9

Table of Contents

2

Printing Homeroom Attendance Forms . . . . . . . 2-10HR Attendance Forms: Print Menu 12-11Homeroom Attendance Forms:

Print Menu 2 . . . . . . . . . . . . . 2-12Print HR Attendance Forms . . . 2-13

Printing Manual Entry Forms. . . . 2-13Printing Scanner Forms . . . . . . 2-16

Print Period Attendance Forms 3Introduction. . . . . . . . . . . . . 3-2Navigating to Print Period Attendance Forms . . . . . . . . 3-3Navigation Menu . . . . . . . . . . 3-3Shortcut Bar . . . . . . . . . . . . 3-4Right Click Menu . . . . . . . . . . 3-4Toolbar Menu . . . . . . . . . . . 3-4

The Period Attendance Entry Forms Window . . . . . . . . . . 3-5

Printing Manual Entry Forms. . . . 3-6Printing Scanner Forms . . . . . 3-10Printing GradeQuick Rosters. . . 3-13Printing Period Attendance Reports by Teacher . . . . . . . 3-15

Using the Period Attendance Forms Print Menu. . . . . . . . 3-16

Enter Daily Attendance 4Introduction. . . . . . . . . . . . . 4-2Building the Calendar . . . . . . . 4-3Navigating to Enter Daily Attendance . . . . . . . . . 4-4Navigation Menu. . . . . . . . . . 4-4Shortcut Bar . . . . . . . . . . . . 4-5Right Click Menu . . . . . . . . . . 4-5Toolbar Menu . . . . . . . . . . . 4-5

Adding a Day to the Calendar . . . 4-6Including Previous Attendance Data 4-7

Enter Daily Attendance Window . . 4-8

Entry Specifications . . . . . . . 4-10Entry Specifications Pages 3-4 . . 4-14

Odyssey Attendance Code Linked to... (For GradeQuick Interface) . . . . 4-14

Using the Manual Entry Window . 4-15Scanner Entry . . . . . . . . . . 4-18

Scanner Entry Window . . . . . . 4-19The Daily Attendance Bulletin . . 4-21Print Specifications . . . . . . . . 4-22Entering Daily Attendance . . . . 4-25

Entering Daily Attendance For a Date Already in the Calendar . . . . 4-29Scanning Daily Attendance . . . 4-31

Correct 5Introduction. . . . . . . . . . . . . 5-2Navigate to Correct . . . . . . . . 5-3

Navigation Menu . . . . . . . . . . 5-3Shortcut Bar . . . . . . . . . . . . . 5-4Right Click Menu . . . . . . . . . . 5-4Toolbar Menu . . . . . . . . . . . . 5-4Hot Key (Shift + F2) . . . . . . . . . 5-4

Program Window. . . . . . . . . . 5-5Attendance Code View . . . . . . . 5-7Register Code View . . . . . . . . . 5-8

Entry and Withdrawal Codes. . . . 5-9Specifications . . . . . . . . . . 5-11How to Correct Attendance . . . 5-13

Viewing or Printing Attendance Data for one Student. . . . . . . . . 5-14

Editing Attendance Data for one Student . . . . . . . . . . . . . 5-15

Editing Period Attendance Data for One Student . . . . . . . . . . . . . 5-16

Entering Partial Week Attendance 5-16

Attendance Report Writer 6Introduction. . . . . . . . . . . . . 6-3Navigate to Attendance Report Writer . . . . . . . . . . . 6-4

3

Navigation Menu . . . . . . . . . . 6-4Shortcut Bar . . . . . . . . . . . . 6-5Right Click Menu . . . . . . . . . . 6-5Toolbar Menu . . . . . . . . . . . 6-5

Attendance Report Writer Overview6-6Primary and Secondary Filters. . . 6-6

Attendance Report Writer Tasks . . 6-8Sample Task: Register with Details 6-9The Default Tasks . . . . . . . . . 6-11

Task 1: Advisor’s Report--List of all Students Absent Today with Phone Numbers 6-11

Task 2: Export Advisor’s List to an ASCII File for use with Phone Master. . . 6-11

Task 3: Register--Details for all Students and Totals . . . . . . . . . . . . . 6-12

Task 4: Register--Totals Only . . . . . . . 6-13Task 5: Daily Records and Register

Combo--11 Inch Wide Paper . . . . 6-13Task 6: Daily Records Report . . . . . . 6-14Report for Selected Students--

Attendance Code View. . . . . . . 6-15Task 8: Report for Selected Students--

Register Code View . . . . . . . . 6-16Task 9: Report for Selected Students--

Day-By-Day Analysis . . . . . . . 6-16Task 10: Report for Selected Students--

Entry Code on Day 0. . . . . . . . 6-17Task 11: Search List--Attendance

Code Search with Details . . . . . 6-17Task 12: Search List--Attendance

Code Search Offending Details Only6-18Task 13: Search List--Attendance

Code Search with Totals Only . . . 6-19TAsk 14: Search List--Register Code

Search with Details. . . . . . . . . 6-19Task 15: Search List--Register Code

Search Offending Details Only . . . 6-20Task 16: Search List--Register Code

Search with Totals Only . . . . . . 6-20Task 17: Search Letter--Includes all

Attendance Data . . . . . . . . . . 6-21Task 18: Search Letter--

Offending Dates Only . . . . . . . 6-22Task 19: Letter--For Students

Tardy Today . . . . . . . . . . . . 6-22Task 20: Perfect Attendance List . . . . . 6-23

User-Defined Tasks . . . . . . . . 6-24

Specifications . . . . . . . . . . . 6-25Report Writer Print Menus . . . . 6-29View/Edit Letters/Reports. . . . . 6-32

Viewing and Editing Attendance Reports/Letters Window . . . . . . . 6-32

The View/Edit Letters/Reports Toolbar . . . . . . . . . . . 6-33

File Menu . . . . . . . . . . . . . . . . . 6-33Edit Menu . . . . . . . . . . . . . . . . . 6-34Search Menu . . . . . . . . . . . . . . . 6-35Options Menu . . . . . . . . . . . . . . . 6-37Window Menu . . . . . . . . . . . . . . . 6-38

Function Keys . . . . . . . . . . . 6-38Attendance Report Writer Codes . 6-42

Special Register Code 3. . . . . . . . . . 6-54Page Setup . . . . . . . . . . . . 6-54

Page Layout Menu . . . . . . . . 6-54Printer Setup Menu . . . . . . . . 6-55Printer Properties . . . . . . . . . 6-56

The Default Reports . . . . . . . 6-56#1 Advisor’s Report . . . . . . . . 6-56#2 Phone Master Export . . . . . 6-59#3 Attendance Code Report. . . . 6-60#4 Register Code Report . . . . . 6-63#5 Table Report . . . . . . . . . . 6-64#6 Attendance Code Search: All . 6-64#7 Register Code Search: All . . . 6-65#8 Attendance Sch: Totals Only . . 6-67#9 Register Code Sch: Totals Only 6-67#10 Att Search: 1 Dates . . . . . . 6-68#11 Reg Search: 1 Dates . . . . . 6-68#12 Entry Codes: Day 0 . . . . . . 6-69#13 Entry Code Search . . . . . . 6-70#14 Withdrawal Code Search . . . 6-70#15 Enrollment Totals . . . . . . . 6-71#16 Daily Records (1 cd) . . . . . 6-72#17 Daily Records 1 cd wide . . . 6-75#18 Daily Records (2 cd) . . . . . 6-75#19 Daily Records 2 cd wide . . . 6-75#20 Att on Final Dt . . . . . . . . 6-76#21 Letter Head . . . . . . . . . . 6-76#22 Letter with Table . . . . . . . 6-78

4

#23 Tardy Today Letter. . . . . . . 6-80#24 Letter Abs Dates . . . . . . . 6-81#25 10 Abs Letter . . . . . . . . . 6-81#26 15 Abs Letter . . . . . . . . . 6-82#27 20 Abs Letter . . . . . . . . . 6-82#28 Tardies Only . . . . . . . . . . 6-83#30 Table Report: 1 Per . . . . . . 6-83#36 Absences Only . . . . . . . . 6-83#42 Register . . . . . . . . . . . . 6-84#43 Register Totals . . . . . . . . 6-87#44 Daily Rec/Register . . . . . . 6-89#46 Register Search & Sort . . . . 6-90#47 Grade-by-Grade Register . . . 6-90#48 Register: Absence Ex & Unex. 6-91

Printing Attendance Reports . . . 6-92Editing Reports. . . . . . . . . . 6-96

Calendar 7Introduction. . . . . . . . . . . . . 7-2

Building the Calendar . . . . . . . 7-2Editing the Calendar . . . . . . . . 7-3

Navigate to Calendar. . . . . . . . 7-3Navigation Menu . . . . . . . . . . 7-3Shortcut Bar . . . . . . . . . . . . 7-4Toolbar Menu . . . . . . . . . . . 7-4

Calendar Program Window . . . . 7-5Editing the Calendar . . . . . . . . 7-6

Editing a Calendar Day . . . . . . 7-6Inserting a Calendar Day . . . . . 7-7Deleting a Calendar Day . . . . . . 7-8Printing the Calendar . . . . . . . 7-8View/Edit the Period Rotation . . . 7-9

Alternate Calendars . . . . . . . 7-10Accessing the Alternate Calendars Feature . . . . . . . 7-11

Creating an Alternate Calendar . 7-12Assigning Alternate Calendars . . 7-14

Assigning Alternate Calendars to Grade Levels . . . . . . . . . . . 7-14

Assigning Calendars to Existing Students . . . . . . . . . . 7-16Setting Rules for Adding Days to Alternate Calendars . . . . . 7-19

Editing Membership Values for Existing Days . . . . . . . . . . 7-22

Reporting Which Students are Assigned to Which Calendars . 7-25

Selecting an Alternate Calendar When First Opening an Attendance Program . . . . . . 7-26Changing the Membership Value

of a Calendar . . . . . . . . . . . . 7-27Changing the Membership Value

of a Calendar for a New Day . . . . 7-28Changing the Calendar Used by an Existing Student in Attendance Correct . . . . . . 7-30

Selecting a New Student’s Calendar in the Data Base Module . . . . 7-31

Batch Entry 8Navigating to Batch Entry . . . . . 8-3

Navigation Menu. . . . . . . . . . . 8-3Shortcut Bar . . . . . . . . . . . . . 8-4Toolbar Menu . . . . . . . . . . . . 8-4

Specifications . . . . . . . . . . . 8-4Batch Entry Menus . . . . . . . . . 8-6How to Batch Enter Attendance Codes . . . . . . . . 8-7Batch Entering Attendance Codes

for Students or Staff . . . . . . . . . . 8-8Viewing the Batch Entry Log . . . 8-10

Attendance 1-1

1Register & Attendance Codes

Navigating to Register and Attendance Codes. . . . . . . . . . . . . . . . . . . . . . . . 1-2Navigation Menu . . . . . . . . . . . . . . . 1-3Shortcut Bar . . . . . . . . . . . . . . . . . . . 1-4Right Click Menu . . . . . . . . . . . . . . . 1-4Toolbar Menu . . . . . . . . . . . . . . . . . . 1-4

Register Codes . . . . . . . . . . . . . . . . . . 1-5The Default List of Register Codes . 1-5Defining Register Codes . . . . . . . . . 1-5Register Codes Window. . . . . . . . . . 1-6

Attendance Codes . . . . . . . . . . . . . . . . 1-7Time Linked Attendance Codes . . . . 1-7The Default List of Attendance Codes1-8Register Code Links. . . . . . . . . . . . . 1-8Register Code Link Amounts . . . . . . 1-9Excused or Unexcused Register Code Links . . . . . . . . . . . . . . . . . . . 1-10

Attendance Codes Screen. . . . . . . . . . 1-10Adding, Editing, or Deleting

Register Codes . . . . . . . . . . . . . . . . 1-12Adding a New Register Code. . . . . . 1-12Editing an Existing Register Code . . 1-13Deleting a Register Code . . . . . . . . . 1-14

Adding, Editing, or Deleting Attendance Codes . . . . . . . . . . . . . . 1-15Adding an Attendance Code . . . . . . 1-15Editing an Existing Attendance Code 1-16Delete an Attendance Code. . . . . . . 1-17

R e g i s t e r & A t t e n d a n c e C o d e sIntroduction

1-2 Attendance

IntroductionThe Register and Attendance Codes program is the foundation for the Attendance Plus module. It contains the Register and Attendance Code lists which are used to record student and staff attendance. Register Codes keep track of overall attendance categories (that is, Absent, Tardy and Dismissal). Attendance Codes, which are the codes actually entered into student and staff records, include more specific information such as the reason for the attendance entry, such as Medical Absence, or Excused Tardy. Two lists are kept so that you can record specific attendance entries each day and then later, search for and report on more general attendance categories.

Navigating to Register and Attendance CodesUse any of the following methods to display the View, Edit or Print Register Code List window.

R e g i s t e r & A t t e n d a n c e C o d e sNavigating to Register and Attendance Codes

Attendance 1-3

Navigation Menu

Step1: From the Master Program Selector:

• Press the 2 key and press EnterOR

• Double click 2. Attendance Plus OR

• Single click 2. Attendance Plus and then single click Next

Step 2: From the Attendance Plus menu:

• Press the 1 keyOR

• Double click 1. Register & Attendance CodesOR

• Single click1. Register & Attendance Codes, and then single click Next.

Step 3: Click the Register Codes or Attendance Codes tab to open the desired screen.

R e g i s t e r & A t t e n d a n c e C o d e sNavigating to Register and Attendance Codes

1-4 Attendance

Shortcut Bar1 Click Attendance, and then click the Codes.2 Click the Register Code or Attendance Code tab to make that tab active.

Right Click Menu1 Right click the Administrator’s Plus background.2 To select the Register Code Screen, choose New Reg & Att Codes

Register Code.3 To select the Attendance Code Screen, choose New Reg & Att Codes

Attendance Code.

Toolbar Menu1 Click Modules.2 Choose Attendance Plus Register & Attendance Codes.

3 Click the Register Code or Attendance Code tab to make that tab active.

R e g i s t e r & A t t e n d a n c e C o d e sRegister Codes

Attendance 1-5

Register CodesRegister Codes summarize Attendance Codes, allowing you to print reports and perform searches based on overall attendance categories such as Absent and Tardy. Register Codes are primarily used to keep track of attendance totals for legal register reports. Since register reports are concerned only with the total number of Absences, Tardies, and Dismissals, Attendance Plus uses Register Codes to organize different Attendance Codes under a general category.

You can set up additional Register Codes to create customized attendance searches and reports. For example, to create a search category for all Medical attendance entries, (that is, Medical Dismissal, Medical Absence, Medical Withdrawal), you could create a Register Code called Medical. You would then link each of your Medical Attendance Codes to the new Register Code, Medical. This would allow you to search for the total number of students who had any type of medical attendance entry. For a complete description of Register Code Links, see page “Register Code Links” on page 1-8.

The Default List of Register CodesThe default register code list consists of the codes: Absent, Tardy, Dismissal, Non-member, Entry, and Withdrawal. The six default codes can be renamed, but they cannot be deleted and their functions cannot change. In other words, you can change the name of Code #1 from A to ABS, but it will always be counted as Absent on reports and in searches. Therefore it is important that new codes are added using record numbers #7-#25.

Defining Register CodesWhen setting up your Register Code List, you should include each attendance category required on your legal register. Typically these are Absent, Tardy and Dismissal which are all included in the default list.

If you wish to create additional Register Codes for searching or reporting purposes, use codes #7-#25. The new Register Codes you create should represent the generalized category you wish to use for reporting tasks. Later you will link appropriate Attendance to the newly created Register Code so that these Attendance Codes are included within the Register Code Search category (see “Register Code Links” on page 1-8).

R e g i s t e r & A t t e n d a n c e C o d e sRegister Codes

1-6 Attendance

Register Codes Window

The Register Code Screen allows you to add, edit or delete Register Codes. You can also print the entire list of Register Codes from this screen. Each Register Code consists of: a record number (1-25), a code name of up to 3 characters, and a description of up to 10 characters which will appear in lookup windows as well as print on reports. The enabled function keys are listed across the bottom of the viewing window.

R e g i s t e r & A t t e n d a n c e C o d e sAttendance Codes

Attendance 1-7

Attendance CodesAttendance Codes are what you actually enter into student and staff attendance records. Unlike Register Codes, Attendance Codes can include specific information like the reason for or type of attendance entry. For a list of sample Attendance Codes, see “The Default List of Attendance Codes” on page 1-8.

NOTE: The Attendance Code List will store up to 250 Attendance Codes. However, those numbered over 200 are reserved for codes pertaining to membership and will never print on daily attendance bulletins.

You may enter Attendance Codes into student and staff records using Enter Daily Attendance, Correct, or Batch Entry In each of these programs, you can enter up to two Attendance Codes for each student per day. For example, a student may have a Tardy code as well as a Dismissed code on the same date.

Time Linked Attendance CodesTime Linked Codes specify a second Attendance Code to be entered if Code 1 is recorded before or after a particular time. Time links allow you to automate your attendance policy so that, for example, any tardy later than 10:00 a.m. results in an half absence. In this example, the specified Time Linked Code, Half Absent, will be recorded


1-8 Attendance

in the Code 2 slot when a Tardy code is entered after 10:00. Time Linked Codes can also be used for students who are dismissed before a specified time (see page “Time Linked Attendance Codes” on page 1-7).

NOTE: In order for a Time Linked Code to be automatically recorded, the Tardy or Dismissal code with a time link must be the first attendance code entered for a student on a particular day. The Time Linked Code will not appear if, for example, a student was initially recorded as absent, then changed to tardy with a time after the Time Link time of 10:00.

The Default List of Attendance CodesThe default list of Attendance Codes includes the most common attendance entries used in most schools. Staff codes are indicated by the letter Z. All other codes record student attendance.

Register Code LinksRegister Code Links establish the relationship between Attendance Codes and Register Codes. Any Attendance Code may be linked to up to two Register Codes. When you use Register Code Links, Attendance Plus counts both the Attendance Code as well as the linked Register Code. For example, if you link the Attendance codes, Excused Absence,


Attendance 1-9

Unexcused Absence and Medical Absence to the Register Code Absent, then a student who has 3 Excused Absences, 2 Unexcused Absences and 5 Medical Absences will have 10 of the Register Code Absent.

Register Code View report for one student showing totals and dates for the Register Code Absent.

Attendance Code View Report for the same student as above, showing totals and dates for the Attendance Codes: Absence Excused, Absence Unexcused and Absence Medical.

NOTE: If you choose not to insert a Register Code Link, the Attendance Code is counted as Present.

Register Code Link AmountsYou must give Register Code Links a value in order for them to count in the overall register totals. Most Attendance Codes have a register link amount of 1. For example, Tardy Excused is linked to the Register Code Tardy in the amount of 1. However, Half Absence links to the Register Code Absent in the amount of 0.5. This means that each Half Absence Attendance Code in a student’s record is counted as 0.5 of the Register Code Absent.

You can choose to set up new Register Code categories and use Register Code Links to reflect a school policy. For example, if you have an attendance policy which states that three tardies equals one absent, you can create a new Register Code called Abs & Tar/3 which will keep track of all absences earned by the 3-tardy policy. Each Absent Attendance Code will be linked to the Register Code Absent with an amount of 1 as well

R e g i s t e r & A t t e n d a n c e C o d e sAttendance Codes Screen

1-10 Attendance

as to Abs & Tar/3 in the amount of 1. Each Tardy Attendance Code will be linked to the Register Code Tardy with an amount of 1 as well as to Abs & Tar/3 in the amount of 0.333.

Excused or Unexcused Register Code LinksSpecifying E (Excused) or U (Unexcused) with a Register Code link allows you to perform Register Code searches which include only Excused or Unexcused Attendance Codes. An example of this type of search would include all students with more than 5 excused absences, even if you have several absence codes that are considered excused (that is, Excused Absence and Medical Absence). If the E/U designation is blank, the code will be eliminated from this type of search.

Attendance Codes ScreenThe Attendance Code Screen allows you to add, edit or delete Attendance Codes. In addition, the entire list of Attendance Codes may be printed.

R e g i s t e r & A t t e n d a n c e C o d e sAttendance Codes Screen

Attendance 1-11

NOTE: In order to have the current time entered or considered for the Time Linked Code, you must also turn the Use Current Time setting to ON at the Enter Daily Attendance screen. If the register link is blank, the code is considered “pending”.

Field Name Description

Record # The Attendance Code’s record number (1-250).

Code The name of the Attendance Code. It will appear on F6 (Lookup) lists exactly as it appears here.

Description The description (up to 15 characters) which will appear to the left of each code name on the lookup lists and printed on letters and reports.

Enter Time (Y/N) Select Y (Yes) if you would like the program to do either of the following:

• Enter the current time for the Attendance Code when it is entered.

• Consider the current time to apply a Time Linked Code (See below).

Time Linked Code The Attendance Code automatically inserted into a student’s record if the time of arrival or departure is before or after the time specified under the Time Link Time.

Time Link <Before/After>

Choose Before if you are entering a Time Linked code for a dismissal. The Time Linked Code will be entered for students who leave before the specified time. Choose After if you are entering a Time Linked Code for a tardy.

Time Link Time <Hrs/Min>

The time before or time after which you want the Time Linked Code to be entered.

Register Link Each Attendance Code may be linked to up to 2 Register Codes. Type the desired Register Code(s) in slot 1 and slot 2.

Code The code(s) to be linked.

Register Link Amount

The value of the Register Code Link. For example, the Attendance Code Excused Absence will link to the Register Code Absent with a value of 1. The Attendance Code Half Absence will link to the Register Code Absent with a value of 0.5.

Register Link E/U You may optionally enter an E (Excused) or U (Unexcused) which will enable the program to perform Register Code searches on either excused or unexcused Attendance Codes.

R e g i s t e r & A t t e n d a n c e C o d e sAdding, Editing, or Deleting Register Codes

1-12 Attendance

Adding, Editing, or Deleting Register CodesAttendance Plus comes with six default Register Codes which you may modify and add to, (up to 15 codes). The entire list of Register Codes can be printed using the F9 (Print) option.

Adding a New Register Code1 In the Register Codes tab, press F2 key or click F2 (Add).2 In the Code field, type a name for the new code. 3 In the Description field, type a description of up to 15 characters.4 Click F10 (Accept) to save the new code.


Attendance 1-13

Editing an Existing Register Code

1 Select the code to edit using any of the following methods:• Type the name of the desired code in the Enter Code or Record Number

field.• Look up the desired code by pressing F6, clicking F6 (Lookup) or clicking

(Browse). Highlight the desired code and press Enter.• Scroll to the next or previous code by pressing F4 (Previous) or F5 (Next).2 Press F3 (Edit) or Click in the Name or the Description field depending on

which property you wish to edit.3 Use the Delete or Backspace keys to edit the existing name or description.4 Press F10 (Accept) to save.


1-14 Attendance

Deleting a Register Code

NOTE: You cannot delete the first six default Register Codes. Although you can rename them, their function will stay the same, that is, Register Code #1 will always stand for Absent and Register Code #2 will always stand for Tardy.

1 Select the code to edit using any of the following methods:• Type the desired code in the Enter Code or Record Number field.• Look up the desired code e by pressing F6, clicking F6 (Lookup) or clicking

(Browse). Highlight the desired code and press Enter.2 Scroll to the next or previous code by clicking F4 (Previous) or F5 (Next).3 Click F8 and the warning screen below appears.

4 Click Yes to delete the code.NOTE: Before deleting any Register Code, make certain that it has not been recorded for a student

or staff member. To verify this you can perform a Register Code search using the Attendance Report Writer.

R e g i s t e r & A t t e n d a n c e C o d e sAdding, Editing, or Deleting Attendance Codes

Attendance 1-15

Adding, Editing, or Deleting Attendance CodesYou will need to make changes to the Attendance Code list when you first receive the software and any time you want to make a change in you school attendance policies. Attendance Plus comes with numerous pre-defined default Attendance Codes which you can modify and add to, (up to 250 codes). The Attendance code list may be printed by opening the Attendance Code Screen and pressing F9 or clicking F9 (Print)

Adding an Attendance Code1 At the Attendance Codes screen, press F2 on your keyboard or click F2

(Add).2 In the Code field, type a name for the new code. 3 In the Description field, type a description for the new code.4 Include a Time Link.

a. To set up a time link, click the Yes radio button next to Enter Time (Y/N).b. Select an Attendance Code for the time link. Notice the F6 (Lookup) button at the bottom of the screen is enabled.c. Select Before or After to have the computer enter the Time Linked code either before or after the time specified in the next step. d. Type in a time before which or after which the Time Linked code will be entered.


1-16 Attendance

5 Include Register Code Links:

a. Next to the number 1), in the Code field, type in the name of the first Register Code to which this Attendance Code will link.b. Under AMT (Amount) type in the value of the link. c. Under E/U, select E (Excused) or U (Unexcused) or leave blank for pending codes. d. If you would like to link this Attendance Code to a second Register Code follow the above steps in the fields to the right of the number 2).

Editing an Existing Attendance Code

1 At the Attendance code screen, select the code to edit by:• Typing the code name or record number• Using the F6 (Lookup) or (Browse) option.2 Press F3 (Edit).3 Edit the current entry as desired. See “Attendance Codes Screen” on

page 1-10 for a complete description of each option.

a

b

c


Attendance 1-17

4 Press F10 (Accept) to save your changes.

Delete an Attendance Code1 Select the code to edit using any of the following methods:

a. Type the name of the desired code in the Enter Code or Record Number field.b. Look up the desired code by pressing F6, clicking F6 (Lookup) or clicking (Browse). Highlight the desired code and press Enter.

2 Scroll to the next or previous code by pressing F4 (Previous) or F5 (Next).3 Click F8 (Delete).

The warning screen below appears.

4 Click Yes to delete the codeNOTE: Before deleting any Attendance Code, make certain that it has not been recorded for a

student or staff member. To verify this you can perform an Attendance Code search using the Attendance Report Writer.


1-18 Attendance

Attendance 2-1

2Print Homeroom Attendance Forms

Introduction . . . . . . . . . . . . . . . . . . . . . 2-2The Homeroom Roster. . . . . . . . . . . 2-3

Navigate to Print HR Attendance Forms2-4Navigation Menu . . . . . . . . . . . . . . . 2-4Shortcut Bar . . . . . . . . . . . . . . . . . . . 2-5Right Click Menu . . . . . . . . . . . . . . . 2-5Toolbar Menu . . . . . . . . . . . . . . . . . . 2-6

Specifications. . . . . . . . . . . . . . . . . . . . 2-6Attendance Form Specifications. . . . 2-7 Program Specifications . . . . . . . . . . 2-9

Printing Homeroom Attendance Forms 2-10HR Attendance Forms: Print Menu 1 2-11Homeroom Attendance Forms: Print Menu 2 . . . . . . . . . . . . . . . . . . . . . . 2-12

Print HR Attendance Forms. . . . . . . . . 2-13Printing Manual Entry Forms . . . . . . 2-13Printing Scanner Forms . . . . . . . . . . 2-16

P r i n t H o m e r o o m A t t e n d a n c e F o r m sIntroduction

2-2 Attendance

IntroductionThe Print Homeroom Attendance Forms program generates printed forms for teachers to record the day’s attendance. It consists of two specification screens (described on pages “Attendance Form Specifications” on page 2-7 and “Program Specifications” on page 2-9) as well as two print menus (described on pages “HR Attendance Forms: Print Menu 1” on page 2-11 and “Homeroom Attendance Forms: Print Menu 2” on page 2-12). You have the option to print forms for manual or scanner entry. Once teachers have filled in the manual or scanner forms, they will be returned to the office and used to record the attendance using the Enter Daily Attendance program (See Chapter 4).

NOTE: If your school records daily attendance in a period other than homeroom, you must use the Print Period Attendance Forms to generate entry forms for the period in which daily attendance is recorded.

P r i n t H o m e r o o m A t t e n d a n c e F o r m sIntroduction

Attendance 2-3

The Homeroom RosterAttendance Plus compiles a list of homerooms by reading the homeroom field for each student and staff member in the Data Base Plus Address program. For example, if “102” is entered into the homeroom field for 20 students, the printed form for homeroom 102 will list each of these students. The staff member with “102” entered in his or her homeroom field will print at the top of the form.

NOTE: The homeroom field entries for the homeroom teacher and each student must be identical in order for the homeroom roster to be printed accurately. If these entries differ, the list of students may be incomplete or the teacher’s name may not print at the top of the form.

P r i n t H o m e r o o m A t t e n d a n c e F o r m sNavigate to Print HR Attendance Forms

2-4 Attendance

Navigate to Print HR Attendance FormsUse any of the following methods to display the View, Edit or Print Register Code List window.

Navigation Menu1 From the Master

Program Selector:• Press the 2 keyOR

• Double click 2. Attendance Plus

OR

• Single click 2. Attendance Plus and then single click Next.

2 From the Attendance Plus Menu:• Press the 2 key

OR

• Double click on 2. Print HR Attendance Forms.

OR

• Single click on Print HR Attendance Forms and click Next.

P r i n t H o m e r o o m A t t e n d a n c e F o r m sNavigate to Print HR Attendance Forms

Attendance 2-5

Shortcut Bar1 Click Attendance.2 Click HR Forms.

Right Click Menu1 Right click on the Administrator’s Plus Odyssey

background.2 Click Print Attendance HR Attendance Forms.

P r i n t H o m e r o o m A t t e n d a n c e F o r m sSpecifications

2-6 Attendance

Toolbar Menu1 Click Modules.2 Choose Attendance Plus Print HR Attendance Forms.

SpecificationsThe Print Homeroom Attendance Forms specification screens allow you to customize how the Homeroom Attendance forms are printed. The first screen is referred to as “Attendance Form Specifications.” Because the Attendance Form Specifications screen contains the day of the week headings, it automatically appears each time you open the program. The second screen is referred to as “Program Specifications.” To access the Program Specifications screen, you must accept the desired settings for the Attendance Form Specifications and select Inspect/Change Program Specifications from Print Menu 1 (See page “HR Attendance Forms: Print Menu 1” on page 2-11).

NOTE: All specification, page layout and printer settings are saved per user.


Attendance 2-7

Attendance Form Specifications


2-8 Attendance

The Homeroom Attendance Forms specifications appears below.

Specification Description

1) Manual/Scanner or GQ Rosters

Choose whether to print manual or scanner forms. When you select Scanner, the options for Specification 9) will change to Size of Scanning File. If you are using the Homeroom Attendance Forms program to generate homeroom rosters for Grade Quick refer to the Administrator’s Plus/ Grade Quick Interface manual included with your software.

2) Homeroom Field Select the Address field containing the homeroom assignment for students and staff.

3) Spacing for Manual Forms

Select from the following options:

• Single Spacing: This setting allows for up to 50 students to be printed on a single page.

• Double Spacing (1 Pg if Necessary): This setting allows for double spacing to be used unless there are more than 25 students per form. In cases where there are more than 25 students, some students will be single spaced to force the entry form to fit on one page.

• Double Spacing (2 Pg if Necessary): All students will be double spaced even if the form requires two pages.

4) Heading for Day 1





The homeroom attendance forms automatically print the weekday headings M-F or S-W. You can use the days 1-5 headings to print the calendar date of up to five characters, (for example, 12/05) above each day of the week heading. You may also type in a special entry for holidays such as five asterisks (*****) as the heading for that day.


Attendance 2-9

Program Specifications

9) School Week (Manual Forms)

Size of Scanning File (Scanner Forms)

Specify whether your school week runs from Monday through Friday or Saturday through Wednesday.

If you are only scanning attendance information for homerooms, the size of the scanning file must exceed the number of homerooms in your school. For most schools the minimum of 2000 is sufficient. However, if you also scan period attendance and/or study hall attendance, the size of the scanning file must exceed the total number of homerooms plus the total number of course sections plus the total number of study halls.

GradeQuick Export path (GQ Rosters)

Displays the path used to export GradeQuick rosters. Change this path using the Customize Data Base option. See the GradeQuick Deluxe-Administrator’s Plus User Guide for more information

P r i n t H o m e r o o m A t t e n d a n c e F o r m sPrinting Homeroom Attendance Forms

2-10 Attendance

The Program specifications appears below.

Printing Homeroom Attendance FormsOnce the desired specifications have been selected, you are ready to print the Homeroom Attendance forms. There are two print menus used to define how the forms are printed and for whom.


1) Print Preview Selecting Yes enables the print preview option. Selecting No causes the attendance forms to go directly to the printer.

2) Full or Abbreviated Names

Choose whether to print the full or abbreviated names of students or staff.

3) Include Active/Inactive Students

Choose whether to include or omit inactive students (students who have been withdrawn using the New Files program).

4) Include Blank Search/Sort Cats (Categories)

This specification only applies when searching and/or sorting based on a database field. Selecting Yes causes the program to print a separate category called “No Entry” for all students who do not have an entry in the search field.

5) Start Grade for All Grades

6) End Grade for All Grades

When you print the attendance forms you have the option to print for all grade levels. If you would like to limit printing to a range of grades, choose the lowest grade in that range for the start grade and the highest grade in that range for the end grade.

7) Page Setup Allows you to select the default paper and printer settings (see “Page Setup” on page 6-54).


Attendance 2-11

HR Attendance Forms: Print Menu 1

Once you choose a specific grade level or All Grades from Print Menu 1, the second print menu for Homeroom Attendance forms will appear. Use this menu to select all or selected homerooms for printing.

Option Description

Grade Number To print forms for only one grade level, type the desired grade level here.

All Grades Select All Grades to print forms for all grade levels in your school. You may also use this option to print for a range of grade levels using the start and end grade settings in the Homeroom Attendance Forms Print Specifications (see page “5) Start Grade for All Grades” on page 2-10).

Inspect/Change Attendance Form Specs (Specifications)

Opens the Attendance Forms Specifications window. See “Attendance Form Specifications” on page 2-7 for more information on this window.

Inspect/Change Program Specifications

Opens the Program Specifications screen.


2-12 Attendance

Homeroom Attendance Forms: Print Menu 2

Option Description

All Homerooms...No Pause Forms for each homeroom will print at once. If there is no teacher listed for a particular homeroom, the teacher name area on the printed form will be left blank.

All Homerooms...Pause if no staff

Prints forms for all homerooms. If there is no staff member assigned to a homeroom, the program will pause and prompt you to type in a staff name to appear at the top of the form.

Individual Homerooms Prints only one homeroom at a time. After selecting this option, you will be prompted to select the homeroom to print. If there is no staff member assigned to the selected homeroom, you will be prompted to enter a teacher name.

Individual ID Numbers After selecting this option, you will be prompted to enter a homeroom number and staff member if necessary. In addition, you must select the students who will be included in the homeroom roster rather than allowing the computer to compile a list based on homeroom field entries.

Main Menu (New Grade Level) Brings you back to the first print menu where you can select another grade level.

P r i n t H o m e r o o m A t t e n d a n c e F o r m sPrint HR Attendance Forms

Attendance 2-13

Print HR Attendance FormsYou will use the Print Homeroom Attendance Forms program to generate entry forms for teachers to record the daily attendance. These forms will then be turned into the office and used to input the daily homeroom attendance into Administrator’s Plus. Use the instructions below to print manual or scanner homeroom attendance forms.

Printing Manual Entry Forms1 Set Specification 1) Manual/Scanner Forms or GQ Rosters to Manual

Forms.2 Choose the desired settings for the remaining Homeroom Attendance

Forms Specifications. Refer to “Attendance Form Specifications” on page 2-7 for a detailed explanation of each option.

3 To accept the default specifications, click Done.


2-14 Attendance

4 Choose the desired settings for the Program Specifications screen (see “Program Specifications” on page 2-9).

5 To accept the default specifications, click Done6 From the Manual Homeroom Attendance Forms Print Menu, select a grade

level for which to print the forms, or choose All Grades to print for every grade level in your selected grade range.


Attendance 2-15

7 At the next print menu select the homerooms to include and how the forms should print. For an explanation of each print option See“Homeroom Attendance Forms: Print Menu 2” on page 2-12.


2-16 Attendance

Printing Scanner FormsIf you also scan period attendance and/or study hall attendance, the size of the scanning file must exceed the total number of homerooms plus the total number of course sections plus the total number of study halls.

To Print Scanner Forms:

1 Set Specification 1) Manual/Scanner Forms or GQ Rosters to Scanner Forms.

2 Choose the desired Homeroom Attendance Forms Specifications (Disregard Specification 3). Refer to page “Attendance Form Specifications” on page 2-7 for a detailed explanation of each option.

3 Click Done.The Scanner Homeroom Attendance Forms Print Menu appears.


Attendance 2-17

4 Select a grade level for which to print the forms, or choose All Grades to print for every grade level or the range of grade levels selected using the start grade and end grade settings in Specifications: Print HR.The second print menu appears.

5 At the second print menu, choose whether to print all homerooms or selected homerooms. See page “Homeroom Attendance Forms: Print Menu 2” on page 2-12 for information on each of the print menu options. The attendance form prints in with the specified range.


2-18 Attendance

Attendance 3-1

3Print Period Attendance Forms

Introduction . . . . . . . . . . . . . . . . . . . . . 3-2Navigating to Print Period

Attendance Forms . . . . . . . . . . . . . . 3-3Navigation Menu . . . . . . . . . . . . . . . 3-3Shortcut Bar . . . . . . . . . . . . . . . . . . . 3-4Right Click Menu . . . . . . . . . . . . . . . 3-4Toolbar Menu . . . . . . . . . . . . . . . . . . 3-4

The Period Attendance Entry Forms Window . . . . . . . . . . . . . . . . . 3-5

Printing Manual Entry Forms . . . . . . . . 3-6Printing Scanner Forms. . . . . . . . . . . . 3-10Printing GradeQuick Rosters . . . . . . . . 3-13Printing Period Attendance Reports

by Teacher . . . . . . . . . . . . . . . . . . . . 3-15Using the Period Attendance Forms

Print Menu . . . . . . . . . . . . . . . . . . . . 3-16

P r i n t P e r i o d A t t e n d a n c e F o r m sIntroduction

3-2 Attendance

IntroductionSchools that take daily attendance in a period other than homeroom should use the Print Period Attendance Forms program to generate the daily attendance entry forms. The primary purpose of the Print Period Attendance Forms program is to generate attendance entry forms for schools using the Period Attendance module. In order to use the program for this purpose, student’s schedules must have been entered using the Report Cards or Scheduling module.

After navigating to the program, you will immediately come to the Period Attendance Entry Forms window (see “The Period Attendance Entry Forms Window” on page 3-5). You will select and then confirm the type of form you want, and then the corresponding specifications window appears. You then set the specifications, and then choose your print specifications before the form prints (see “Using the Period Attendance Forms Print Menu” on page 3-16)

P r i n t P e r i o d A t t e n d a n c e F o r m sNavigating to Print Period Attendance Forms

Attendance 3-3

Navigating to Print Period Attendance FormsUse any of the following methods to display the Period Attendance Entry Forms window.

Navigation Menu

1 From the Master Program Selector:• Press the 2 keyOR


OR

• Click Attendance Plus, and then single click Next.

2 From the Attendance Plus Menu:• Press the 3 keyOR

• Double click 3. Print Period Attendance Forms

OR

• Single click Print Period Attendance Forms, and then click Next.

b

P r i n t P e r i o d A t t e n d a n c e F o r m sNavigating to Print Period Attendance Forms

3-4 Attendance

Shortcut Bar1 Click Attendance.2 Click Period Forms.

Right Click Menu1 Right click the Administrator’s Plus background.2 To select the Register Code Screen, choose Print Attendance PR

Attendance Forms.

Toolbar Menu1 From the Modules menu, choose Attendance Plus Print Period

Attendance Forms.

P r i n t P e r i o d A t t e n d a n c e F o r m sThe Period Attendance Entry Forms Window

Attendance 3-5

The Period Attendance Entry Forms WindowThe option selected in the Period Attendance Entry Forms window determines which attendance form and corresponding set of specifications appear.

Use this window to select what you want to print, as well as which corresponding specifications window accordingly.

After navigating to Period Attendance Forms window, the first window you will see is the Specifications window that corresponds with your from type chosen.

Period Attendance Entry FormsOption Description

1) Manual Entry Forms See “Printing Manual Entry Forms” on page 3-6 for more information on the form’s specifications.

2) Scanner Entry Forms See “Printing Scanner Forms” on page 3-10 for more information on the form’s specifications.

3) GradeQuick Rosters See “Printing GradeQuick Rosters” on page 3-13 for more information on the form’s specifications.

4) Period Attendance Reports by Teacher

See “Printing Period Attendance Reports by Teacher” on page 3-15 for more information on the form’s specifications.

P r i n t P e r i o d A t t e n d a n c e F o r m sPrinting Manual Entry Forms

3-6 Attendance

Printing Manual Entry FormsUse the instructions below to print manual attendance forms for your designated daily attendance period.

To Print Manual Entry Forms:

1 In the Period Attendance Entry Forms window, select Manual Entry Forms, and then click, Next.The Specifications: Manual Entry Forms window appears.

2 Set the specifications as desired on both pages.The specifications window allows you to customize the appearance of the forms as well as the information included. You will also use the specifications to identify the period designated as your school’s daily attendance period.

The specifications are described below.


Attendance 3-7

Specifications: Period Attendance Entry Forms


1) Which Periods Choose any period A through X.

2) Include Sections Meeting When

Choose to print only sections meeting during the current quarter or semester, or all sections.

3) Print Courses and/or Study Halls

You may print forms for courses only, study halls only or both courses and study halls.






The homeroom attendance forms automatically print the weekday headings M-F or S-W. You can use the days 1-5 headings to print the calendar date, (up to five characters, i.e. 12/05) above each day of the week heading. You may also type in a special entry for holidays such as five asterisks (*****) as the heading for that day.

9) Start Course Number

A) End Course Number

Use the start and end course numbers to specify a range of courses to print. To print for all courses, set the Start Course Number to 1 and the End Course Number to 999.

B) Line Spacing for Manual Forms


• Single Spacing: Single Spacing allows for up to 50 students to be printed on a single page.




3-8 Attendance

3 Choose the desired settings for Page 2 of the Print Period Attendance Specifications. Page 2 of the specifications are described in the following table.

Line Spacing for Manual Forms


• Single Spacing: Single Spacing allows for up to 50 students to be printed on a single page.



Specifications: Period Attendance Entry Forms


Attendance 3-9

4 Click Done to accept the specifications.The Period Attendance Forms Print Menu appears.

5 Select the range you would like to include using the Period Attendance Entry Forms Print Menu. See “Using the Period Attendance Forms Print Menu” on page 3-16 for more information on this menu.

6 Click Next to print the form.

Specifications: Period Attendance Forms Page 2Specification Description

1) Start Grade

2) End Grade

When you print the attendance forms you have the option to print for all grades. If you would like to limit printing to a range of grade levels, choose the lowest grade in that range for the start grade and the highest grade in that range for the end grade.

3) School Week Specify whether your school week runs from Monday through Friday or Saturday through Wednesday.


Page Setup Allows you to select the default paper and printer settings (see “Page Setup” on page 6-54).

P r i n t P e r i o d A t t e n d a n c e F o r m sPrinting Scanner Forms

3-10 Attendance

Printing Scanner FormsPrinting scan forms creates a file that tells the program which students were printed on each form. This file ensures that Attendance Codes are recorded for the correct student when they are read by the scanner. The size of this file (Specification C) must be set to a number large enough to exceed the total number of homerooms, plus the total number of course sections plus the total number of study halls for which you print scan forms.

To Print Scanner Forms:

1 In the Period Attendance Entry Forms window, select Scanner Entry Forms, and then click, Next.The Specifications: Scanner Entry Forms window appears

2 Set the specifications as desired on both pages.The specifications window allows you to customize the appearance of the forms as well as the information included. The specifications are described below.


Attendance 3-11


Specifications: Scanner Entry FormsSpecification Description











The homeroom attendance forms automatically print the weekday headings M-F or S-W. You can use the days 1-5 headings to print the calendar date, (up to five characters, i.e. 12/05) above each day of the week heading. You may also type in a special entry for holidays such as five asterisks (*****) as the heading for that day.


A) End Course Number


B) Size of Scanning File If you are only scanning attendance information for homerooms, the size of the scanning file must exceed the number of homerooms in your school. For most schools the minimum of 2000 is sufficient. However, if you also scan period attendance and/or study hall attendance, the size of the scanning file must exceed the total number of homerooms plus the total number of course sections plus the total number of study halls.

Next Free Record Indicates the number of the next available attendance record


3-12 Attendance


5 Click Next to print the form.

P r i n t P e r i o d A t t e n d a n c e F o r m sPrinting GradeQuick Rosters

Attendance 3-13

Printing GradeQuick RostersThe GradeQuick rosters option, in the Period Attendance Entry Forms window, lets you set the specifications that determine the section rosters to send to GradeQuick. You must have GradeQuick, a third-party software, installed to use this option.

To Print GradeQuick Rosters:

1 In the Period Attendance Entry Forms window, select Grade Quick Rosters, and then click, Next.The Specifications: Send Section Rosters to GradeQuick window appears.

2 Set the specifications as desired.The specifications window allows you to customize the appearance of the forms as well as the information included. The specifications are described below.

Specifications: Send Section Rosters to GradeQuick







P r i n t P e r i o d A t t e n d a n c e F o r m sPrinting GradeQuick Rosters

3-14 Attendance



5 Click Next to view the exported GradeQuick rosters.


5) End Course Number




If you would like to limit the students sent to a range of grades, choose the lowest grade in that range for the start grade and the highest grade in that range for the end grade.

8) GradeQuick Export Path Make sure this option is set to the location of the APTOGQ folder. This field is only for informational purposes. To change this path, use the S.O.S. interface options. See the “GradeQuick-Administrator’s Plus Interface” manual.

Specifications: Send Section Rosters to GradeQuick

P r i n t P e r i o d A t t e n d a n c e F o r m sPrinting Period Attendance Reports by Teacher

Attendance 3-15

Printing Period Attendance Reports by TeacherThe Daily Details format prints student attendance codes for each school day within your specified date range. The Summary Data format prints the total number of excused, unexcused and pending absences and tardies as well as other attendance in the same format as View Period Attendance screen. Alternatively, you can summarize the attendance code totals by register code. Period Attendance Reports by Teacher can include attendance for specific a date interval and/or year-to-date.

Specifications: Period Attendance Reports by Teacher







4) Individual Student Data Determines whether or not to display attendance information about individual students within a teachers class. Options include:

• Do Not Show: Ensures student data does not appear in the report

• Daily Details Only: Prints only student attendance codes for each school day within your specified date range.

• Summary Only: Prints the total number of excused, unexcused, and pending absences and tardies as well as other attendance codes.

• Daily Details & Summary Data: Prints both daily details and summary data for students.

5) Summary Totals Allows you to print attendance data for specific a date interval and/or year-to-date.

6) Which Reg Codes to Include

Determines whether to list as a sum all pending (blank), excused, and unexcused absences (all together), or print each entry detailed separately.

7) Report Layout Determines whether to print one page per teacher, one page per section, or to use a few pages as possible (to save paper).

P r i n t P e r i o d A t t e n d a n c e F o r m sUsing the Period Attendance Forms Print Menu

3-16 Attendance

Using the Period Attendance Forms Print MenuAfter you select which entry form to use, the corresponding specification window appears. After setting these specifications, a print menu appears. Use the Print menu to limit printing by section or teacher. Each print option is described in the following table.

8) Interval Start Date

9) Interval End Date

Only attendance codes occurring in this date interval will be read. In-other-words, only entries in this interval will be counted when tallying the totals. When printing students' disciplinary records, if an incident did not occur in this interval, it is though it never occurred.

B) Start Course Number

C) End Course Number


Specifications: Period Attendance Reports by Teacher

Period Attendance Forms Print MenuOption Description

1) All Sections/Studies Prints forms for all sections and/or study halls found in students’ schedules.

2) Range of Teachers Prints forms for a range of teachers by teacher ID number. After choosing this option you must select a start teacher and end teacher from a lookup window.

3) Individual Teachers Prints forms for individual teachers. Choosing this option opens a window in which you must type in or look up the specific teacher(s) you wish to include.


Attendance 3-17

• Select All Sections/Studies forms to print entry forms for each course section within the limits set by specification pages 1 and 2.

• When you select Range of Teachers, you must select the starting staff member and ending staff member from the menu pictured.

• When you select Individual Teachers, you must select the desired teachers from the next menu. To select a teacher, type in the name or record number, and press Enter. You may also use the F6 Lookup option to highlight and select one or more teachers by name. Hold down the Shift key while clicking to select a range of teachers in the lookup list. Hold down the Ctrl key while clicking to select multiple teachers who are not listed in order. Once you have selected all of the desired teachers, click F10 (Accept)

4) Individual Sections Prints forms for individual sections. Choosing this option opens a window in which you must type in or look up the specific course section(s) you wish to include.

5) Individual Studies Prints forms for individual study halls. Choosing this option opens a window in which you must type in or look up the specific study hall(s) you wish to include.

6) Inspect/Change Specifications

Opens the Specifications window corresponding to the selected attendance form.

Period Attendance Forms Print Menu


3-18 Attendance

• When you select Individual Sections, you must select the desired course sections from the next menu. Type in the desired course and section number or use the F6 Lookup option to highlight and select a section.


Attendance 3-19

• To print forms for an individual study hall, you must choose the desired study halls from a menu similar to the one pictured above. To select study halls, type in the study hall number and press Enter or use the F6 Lookup option to highlight and select a study hall. Press F10 or click the F10 (Accept) button when each study hall has been selected.


3-20 Attendance

Attendance 4-1

4Enter Daily Attendance

Introduction . . . . . . . . . . . . . . . . . . . . . 4-2Building the Calendar . . . . . . . . . . . . . 4-3Navigating to Enter Daily Attendance . 4-4

Navigation Menu. . . . . . . . . . . . . . . . 4-4Shortcut Bar . . . . . . . . . . . . . . . . . . . 4-5Right Click Menu . . . . . . . . . . . . . . . 4-5Toolbar Menu . . . . . . . . . . . . . . . . . . 4-6

Adding a Day to the Calendar . . . . . . . 4-6Including Previous Attendance Data 4-7

Enter Daily Attendance Window . . . . . 4-8Entry Specifications . . . . . . . . . . . . . . . 4-10

Entry Specifications Pages 3-4 . . . . 4-14Using the Manual Entry Window . . . . . 4-15Scanner Entry . . . . . . . . . . . . . . . . . . . 4-18

Scanner Entry Window. . . . . . . . . . . 4-19The Daily Attendance Bulletin . . . . . . . 4-21Print Specifications . . . . . . . . . . . . . . . 4-22Entering Daily Attendance . . . . . . . . . . 4-25

Entering Daily Attendance For a Date Already in the Calendar . . . . . . . . . 4-29

Scanning Daily Attendance . . . . . . . . . 4-31

E n t e r D a i l y A t t e n d a n c eIntroduction

4-2 Attendance

IntroductionYou use the Enter Daily Attendance program to record the daily attendance for students and staff. Attendance Codes can be entered manually, using a scanner, or a with an ID card swiper. The daily attendance may also be imported using the Attendance Plus/Grade Quick Interface. Once the daily attendance has been entered, the program can generate a printed attendance bulletin. The daily bulletin lists all of the attendance entered for a particular school day. In addition, you may choose to include staff attendance, nurse dismissals, and messages on the bulletin. At any time during the school year, you may use the Enter Daily Attendance program to view or edit the attendance entries for a previous school day and reprint the bulletin.

The Enter Daily Attendance program records information that you can view using other Attendance Plus modules, as described in the following list:

• Each day, when you open the Enter Daily Attendance program, a day is added to the end of your school calendar (see “Building the Calendar” on page 4-3).

• Recording an Attendance Code for a student also records both the Attendance Code and any linked Register Codes for that student (see “Register Code Links” on page 1-8).

• It is possible to record Attendance Codes in advance using Batch Entry. Any previously entered codes can be viewed in Enter Daily Attendance on the school day for which the codes were entered (see “Including Previous Attendance Data” on page 4-7). These entries can also be printed on the daily bulletin.

• The Attendance Report Writer uses information recorded using Enter Daily Attendance, Correct and Batch Entry to produce numerous reports, letters to parents, and search lists.

E n t e r D a i l y A t t e n d a n c eBuilding the Calendar

Attendance 4-3

Building the CalendarThe Enter Daily Attendance program will build your school calendar one day at a time. The first time you open the program for the day, a new day with the current date is added to the end of the calendar. Opening the Enter Daily Attendance program a second time in one day will not add the day twice to the program.

NOTE: Because school days are added to the calendar based on the use of the Enter Daily Attendance program, it is important that you open the program on each school day even if all students and staff are present. If necessary, you can insert the missed day later using the Calendar program.

E n t e r D a i l y A t t e n d a n c eNavigating to Enter Daily Attendance

4-4 Attendance

Navigating to Enter Daily AttendanceUse any of the following methods to start building the calendar and begin entering attendance.

Navigation Menu.

1 From the Master Program Selector:• Press the 2 key OR

• Double-click 2 Attendance Plus

OR

• Click 2 Attendance Plus and, then click Next.

2 From the Attendance Plus menu:• Press the 4 keyOR

• Double click 4. Enter Daily Attendance.

OR

• Single click 4. Enter Daily Attendance, and single click Next.

E n t e r D a i l y A t t e n d a n c eNavigating to Enter Daily Attendance

Attendance 4-5

Shortcut Bar1 Click Attendance.2 Click Enter Daily.

Right Click Menu1 Right click the Administrator’s Plus background.2 To select the Register Code window, choose Enter

Daily Attendance.

Toolbar Menu3 In the Modules, menu, choose Attendance Plus Enter

Daily Attendance.

E n t e r D a i l y A t t e n d a n c eAdding a Day to the Calendar

4-6 Attendance

Adding a Day to the CalendarWhen you first open Enter Daily Attendance, the window pictured below will appear. It displays current date as well as the school day number that will be added to the calendar. If the date shown is incorrect, you may use the Change Date button to select another date that is already in your school calendar. If the desired date is not already in the calendar, it can be added using the Calendar program (see “Inserting a Calendar Day” on page 7-7).

E n t e r D a i l y A t t e n d a n c eAdding a Day to the Calendar

Attendance 4-7

Including Previous Attendance DataAfter accepting the date, the following window prompts you to choose whether or not to include Previous Attendance Data. Previous Attendance Data is any attendance already recorded for the selected calendar day. It may have been recorded using the Enter Daily Attendance, Correct or Batch Entry programs. If you choose option 1) Include Previous Attendance Data students who have already received attendance codes for that day will appear on the Enter Daily Attendance window. You must choose this option if you wish to edit and/or print previously entered attendance data on the daily attendance bulletin. If you choose not to include previous attendance data, these students will not appear on the Manual Entry window, (see page “Using the Manual Entry Window” on page 4-15), and will not print on the daily bulletin.

E n t e r D a i l y A t t e n d a n c eEnter Daily Attendance Window

4-8 Attendance

Enter Daily Attendance WindowAfter adding a day to the calendar, the actual calendar used, as well as whether or not to include previous school data, the Enter Daily Attendance window appears.

Enter Daily Attendance Menu Options1) Manual Entry Opens the Manual Entry window.

2) Scanner Entry Opens Winscan, the scanning program used for scanner attendance entry. See “Scanner Entry” on page 4-18.

3) Staff Opens the Manual Entry window.

4) Corrections & Messages

Lets you to correct messages printed on the attendance bulletin.

5) Nurse Dismissals Lets you type nurse dismissals for the daily attendance bulletin.

6) Print Bulletin Generates the daily attendance bulletin.

7) Inspect/Change Entry Specifications

Opens the Entry Specifications so you may customize the settings for attendance data using manual entry, scanner entry or from GradeQuick. See “Entry Specifications” on page 4-10.

8) Inspect/Change Print Specifications

Opens the Print Specifications window for the daily attendance bulletin. See “Print Specifications” on page 4-22.

9) Receive from GradeQuick

Opens the Import from Grade Quick menu, from which you may choose to import for all, or selected students, or view the attendance import specifications.

E n t e r D a i l y A t t e n d a n c eEnter Daily Attendance Window

Attendance 4-9

A) Rebuild Swiper Index

Rebuilds the swiper index. You must associate a field with the swiper card. See spec C under “Entry Specifications” on page 4-10. You must also set the Swiper Mode to On in the Manual Entry Window. See “Using the Manual Entry Window” on page 4-15.

Enter Daily Attendance Menu Options (Continued)

E n t e r D a i l y A t t e n d a n c eEntry Specifications

4-10 Attendance

Entry SpecificationsClicking Inspect/change Entry Specifications in the Enter Daily Attendance window displays the Specifications: Daily Attendance window.

The table below describes each specification.

Entry Specifications Page 1Specification Description

1) Initial Default Grade

The default grade level setting in Enter Daily Attendance makes data entry faster and more convenient. It allows you to select students within the default grade level by typing in only their 3-digit record numbers rather than the 5 digit Administrator’s Plus ID numbers. The Initial Default Grade is the grade level you will start in each time you enter attendance. You can change the default grade level from the Enter Daily Attendance window using the Grade drop down list, or by typing a student’s 5-digit Administrator’s Plus ID number.


Attendance 4-11

2) Initial Default Attendance Code

The default Attendance Code automatically appears in the Code 1 slot after a student is selected. You can also change the default attendance code from the Manual Entry window by typing the desired code immediately after the student number. For example, in the <GR> ID <COD> field, type 10105D to change the default code to Dismissed starting with student #105 in grade 10.

3) Initial Staff Default ATT Code

Choose the initial default attendance code used when entering staff attendance (see “2) Initial Default Attendance Code” on page 4-11).

4) Stop in Code Fields

Use this setting to determine where in the program window the cursor will stop and wait for you to make an entry.

• Do Not Stop in Either Code Field causes the default Attendance Code to be entered in the code one slot. If it is a timed Attendance Code, the default time will also be entered. The cursor will then skip down to the next row waiting for you to enter another student.

• Stop in Code Field 1 Only causes the cursor to stop in the code 1 slot until you enter the desired Attendance Code (and time if it is a timed code). The code 2 slot is skipped.

• Stop in Code Field 2 Only causes the default Attendance Code (and time) to be entered in the code 1 slot. The cursor then stops in the code 2 slot waiting for you to enter a second Attendance code.

• Stop in Both Code Fields, causes the cursor to stop in both the code 1 and code 2 slots. Regardless of this setting, the cursor will stop in both code fields when the Manual Entry window is in edit mode.

5) Display Default Code if Stopping

Select yes to automatically display the default Attendance Code if you choose Stop in Code Field 1 Only for Specification 4. If you set this specification to No, you can leave the field blank and press Enter to record the default code.

6) Default Time if Left Blank

Specify a default time to be recorded each time the Time field is left blank for a timed code.

Entry Specifications Page 1 (Continued)


4-12 Attendance

7) Current Time as Default (Tar Only)

Choose Yes to have the program automatically enter the current time for all Tardy codes. In the Enter Daily Attendance program window, you must also set the Use Current Time setting to Yes.

8) Start Grade Level for Previous Attendance Data

9) End Grade Level for Previous Attendance Data

If you choose to include previous attendance data, (see “Adding a Day to the Calendar” on page 4-6), this setting can be used to limit the range of grade levels for which the previous attendance data is shown. For example, if you would like to edit the attendance for grades 10-12 only and reprint the bulletin for only these grades, select Grade 10 for the start grade, and 12 for the end grade.

A) Enter Substitute Teacher for Staff

After entering an Attendance Code for staff, you may type in the name of a substitute. This name will appear on the printed bulletin but will not be stored for future use. Choose Yes to enable this option.

B) Swiper Default Attendance Code

The Attendance Code set here using the look-up button will be recorded each time a student swipes an attendance ID swiper card.

C) Swiper ID Number Search- First

Choose the ID number which is printed on your students’ ID cards. This may be the Administrator’s Plus ID number or the student’s Unique ID. You may also choose a unique data base field: you must explicitly set the field as unique in the Data Base program. You must also set the Swiper Mode to On in the Manual Entry Window. See “Using the Manual Entry Window” on page 4-15.



Attendance 4-13

Entry Specifications Page 21) Scan Link Code For Absences

2) Scan Link Code For Ex Absences

3) Scan Link Code For Un Absences

4) Scan Link Code For Tardies

5) Scan Link Code For Ex Tardies

6) Scan Link Code For Un Tardies

Specifications 1-6 only apply to schools that use a scanner to enter the daily attendance. Scanner entry forms allow you to bubble in EA, A, UA, TE, T, or TU. By default, these entries will scan in to the program as Excused Absence, Absence, Unexcused Absence, Excused Tardy, Tardy and Unexcused Tardy respectively. If you wish to have one or more of these entries scan in as a different Attendance Code, you may set up links using these specifications. select any valid Attendance Code to be recorded for any possible scan form entry. For example, if you wish to have a scan form entry of “TU” recorded as “D” (Dismissal), change Specification 6) Scan Link for UN Tardies to D.


4-14 Attendance

Entry Specifications Pages 3-4Specifications 1 though D on pages 3 and 4 are used to link GradeQuick attendance entries to Administrator’s Plus Attendance Codes.

Odyssey Attendance Code Linked to... (For GradeQuick Interface)

You may define up to 24 customized Attendance Codes in Grade Quick. Each code can be a up to four letters (A-Z). By default and exported code of A will be read as Absent, and an exported code T will be read as Tardy. To select a new Attendance Code to be recorded for any exported attendance entry use the drop down list to the right of each specification. For example, if you have created a customized code of J, which should be recorded as AEMD (Medical Absence), set Specification A) to AEMD.

7) Scan/GQ Replace Existing Codes

If you scan or import attendance more than once for the same date, Attendance Plus can either save previously recorded codes, or overwrite them. Set this specification to No to save all previous entries, Yes to overwrite all previous entries, or Only When Student is Tardy, to overwrite existing entries only when tardy codes are scanned or imported.


E n t e r D a i l y A t t e n d a n c eUsing the Manual Entry Window

Attendance 4-15

Using the Manual Entry WindowThe entry window shown below is for manual daily attendance entry. If you are using a scanner to enter daily attendance, see “Scanner Entry” on page 4-18

When you first open the program, the cursor appears below the <GR>ID<COD> heading waiting for you to type in or select a student. Two Attendance Codes with times can be recorded per student each day. For example, you may enter a Tardy under the code 1 slot with a time of 9:05 as well as a Dismissal code with a time of 2:15. The options available on this window as well as the entry columns are described in the next sections.

NOTE: Time Linked Attendance Codes will only be entered when the Tardy or Dismissal code carrying the time link is the first attendance entry for a student on a particular day. The time linked code will not appear if, for example, a student was recorded as Absent, then changed to Tardy with a time after the time link time of 10:00.


4-16 Attendance

Options in the Upper WindowDefault Grade In Enter Daily Attendance you can select a student in the

specified default grade level simply by typing in their 3-digit record number. To change the Default Grade click the arrow on the drop down menu or type the 5-digit grade level and record number combination of a student within the new grade level. For example, if the default grade level is 9 and you need to enter attendance codes for students in grade 10, type in 10005, to select student #5 in 10th grade. To select the next student, you need only enter the 3-digit record number.

Default Code The Default Code is automatically entered into the Code 1 slot after a student name is selected.

Use Current Time/ F7 TGL TIME

This setting is used for Tardy and Dismissed Attendance Codes set up to read the current time. Selecting On means that when a Tardy or Dismissed code is recorded, the current time (determined by the system clock on your computer) will be entered in the appropriate time slot and used for any time linked codes (see “Time Linked Attendance Codes” on page 1-7).

Swiper Mode If you are using student ID cards to record attendance you must have Swiper Mode set to On.


Attendance 4-17

Explanation of the Lower Columns# This column keeps a count of the students or staff members as

you enter the attendance.

<GR>ID<COD> To select a student or staff member, within the default grade level, type the 3 record number in this field. To select a student or staff member, in a grade other than the default grade level, type the 5-digit record number in this field. To select a student or staff member and an Attendance Code other than the default, type in the 3 or 5-digit record number plus the desired Attendance Code. For example, 12035T.

NAME After a record number has been entered, the name of the selected student or staff member appears in this field.

CODE 1 Enter the first Attendance Code for the selected student or staff member.

TIME 1 Enter the time associated with Code 1 if applicable.

CODE 2 Enter a second Attendance Code for the selected student or staff member

TIME 2 Enter the time associated with Code 2 if applicable.

E n t e r D a i l y A t t e n d a n c eScanner Entry

4-18 Attendance

Scanner EntryAfter selecting the Scanner Entry option from the Enter Daily Attendance menu, you will be asked to verify that your scanner is turned on. Clicking OK at this message opens the Scanner Configuration window (shown below). The settings displayed in the Scanner

Configuration window should match the information scanned in using the Host Port Communication Sheet during the original scanner setup (see the Winscan 3.0 User Reference Manual for complete instructions on configuring and using your NCS scanner).


Attendance 4-19

Scanner Entry Window

Scanner Entry Window OptionsOption Definition

Start Scanning Click to begin the scanning process.

Stop Scanning Click to end the scanning process.

Reset Scanner The Reset Scanner option allows you to reset the configurations for your scanner. It should only be used with the help of technical support.

Adjust Sensitivity The Adjust Sensitivity option allows you to change the sensitivity and discrimination settings for your scanner. It should only be used with the help of Rediker Software’s technical support.

Setup Printer Opens the printer properties menu for your default printer (see “Printer Properties” on page 6-56).

Finished Click to exit the scanner entry window.

Processing Student Name

Displays the student names as they are read by the scanner.

M T W TH F Attendance will be read from the scan form day of the week column that is highlighted in yellow.


4-20 Attendance

Status/Scan Attendance Code Link/Replace Existing Codes

Displays the scan form day of the week column being read, as well as the school day number and date into which attendance will be scanned. Below, the Scan Attendance Code Links are shown as selected from Entry Specifications Page 2 (see page “Entry Specifications Page 2” on page 4-13). Also listed is the selected setting for Specification 7) Scan/GQ Replace Existing Codes in the Entry Specifications.

Scanner Entry Window Options

E n t e r D a i l y A t t e n d a n c eThe Daily Attendance Bulletin

Attendance 4-21

The Daily Attendance BulletinThe Daily Attendance Bulletin lists students and staff members with daily attendance entries. Student names are printed alphabetically with a separate column for each grade level. Staff attendance and student attendance totals are printed below. Use the Enter Daily Attendance Print Specifications (page “Print Specifications” on page 4-22) and Page Setup (page “Page Setup” on page 6-54) to format the bulletin according to your preferences.

E n t e r D a i l y A t t e n d a n c ePrint Specifications

4-22 Attendance

Print Specifications

Print Specifications, Page 1Specification Description

1) Starting Grade to Print

2) Ending Grade to Print

If you wish to print the bulletin for a range of grade levels, select the starting grade and ending grade for the range. Then choose All Grades from Print Menu 1.

3) Which Codes to Print You may choose to print Attendance Codes appearing in the Code 1 slot only, the Code 2 slot only, both Codes 1 and 2, or both Codes 1 and 2 with times.

4) How Many Code Letters to Print

Attendance Codes may contain up to four characters. Choose the number (1-4) of characters that will appear on the printed bulletin.

5) Use Full or Abbreviated Names Choose to print full or abbreviated names for students and staff members.


Attendance 4-23

6) Number of Columns <1-5> The attendance entries for each grade level will print in columns. You may print up to 5 columns across the page. If you set the number of columns to a value less than the total number of grade levels included, subsequent columns will print below.

7) Print Messages and Corrections

Choose whether or not to include a section for messages and corrections (see “4) Corrections & Messages” on page 4-8).

8) Print Nurse Dismissals Choose whether or not to include a section for nurse dismissals (see “4) Corrections & Messages” on page 4-8).

9) Print Staff Absences Choose whether or not to include a section for staff absences.

A) Print Consecutive/Cumulative Absences

You may optionally print students’ cumulative and/or consecutive absences next to their names. Cumulative absences will be printed within parenthesis. Consecutive absences will appear inside asterisks.

B) Count 1/2 Absences for Consecutive/Cumulative Absences

When printing the number of consecutive absences, selecting Yes, will include Half Absences in the total count printed next to the student name. When printing cumulative absences, selecting Yes will cause a Half absence to count as 1 absence in the total count printed next to the student name.

C) Print “E” or “U” after Times When times are printed you may optionally add the Excused or Unexcused designation to the right. For example: 9:45E.

D) Print Staff Codes Choose whether or not to print Attendance Codes for staff members.

E) Leave Space Between Code and Time

Choose whether or not to leave a character space between the Attendance Code and time.

Print Specifications, Page 1 (Continued)


4-24 Attendance

Print Specifications Page 2Specification Description

1) Read Attendance Start Date

2) Read Attendance End Date

The read attendance start and end dates are used to calculate consecutive and cumulative absences. Choose a date interval in which consecutive and/or cumulative absences should be counted.

3) Print Tardy Slips When you set this specification to Yes, the program will automatically print tardy slips when a tardy code is either manually entered or swiped using an Administrator’s Plus ID card.

4) Print Homeroom on Tardy Slips

If you wish to have students’ homeroom print on Tardy slips, set this specification to Yes.

5) Print Totals on Daily Bulletin

Select Yes to print the total number of absences, tardies and dismissals below each grade level.


E n t e r D a i l y A t t e n d a n c eEntering Daily Attendance

Attendance 4-25

Entering Daily Attendance You will use the Enter Daily Attendance program each day to record the daily attendance for students and staff members. It may also be used to edit the attendance for a prior school day and reprint the bulletin for that day. Because Enter Daily Attendance adds days to the calendar, it is important that you open the program each day, even if all students are present.

To Enter Daily Attendance For the Current Date:

1 After Navigating to Enter Daily Attendance, the following warning will appear.

2 Click Yes to add a day to the calendar.


7) Font Size Select the desired font size for the daily bulletin. The options are Small (7 pt.), Medium (10 pt.) or Large (12 pt.).

8) Print Middle Name Choose whether or not to print students’ middle names.

9) Print Unique ID Choose whether or not to print students’ unique ID numbers.

A) Print Consecutive/Cumulative Tardy

You may optionally print students’ cumulative and/or consecutive tardies next to their names. Cumulative tardies will be printed within parenthesis. Consecutive tardies will appear inside asterisks.

Print Specifications Page 2 (Continued)


4-26 Attendance

3 At the window pictured below, verify that the current date and school day number, and then click Next.

4 Choose whether or not to include previous attendance data (see “Including Previous Attendance Data” on page 4-7).


Attendance 4-27

5 From the Enter Daily Attendance menu, choose Manual Entry.

6 At the Enter Daily Attendance window select a student using one of the following methods:

a. Type the students 3 or 5-digit ID number. To select a student and an Attendance Code other than the default you can type in the 3 or 5-digit ID number followed by the desired code. For example, 12035T.


4-28 Attendance

b. Look up the desired student by pressing the F6 key, clicking F6 (Lookup) or clicking (Browse). Highlight the student and press Enter.

NOTE: In order to make the cursor stop in the desired code fields, you must set entry Specification 4) Stop in Code Fields on page 1 to Both Code Fields.

7 Type in the desired Attendance Codes and/or times for Code 1 and Code 2. You may use the F6 (Lookup) option to view and select from a list of valid Attendance Codes.

NOTE: If you have set a default attendance code in the entry specifications for Enter Daily Attendance it will appear automatically under Code 1.

8 Press Enter to move the cursor to the next row and record attendance for another student.


Attendance 4-29

Entering Daily Attendance For a Date Already in the Calendar

To Enter Daily Attendance For a Date Already in the Calendar:

1 At the Warning window pictured below, click Yes.

2 At the Adding a Day to Your Calendar window, click Change Date.


4-30 Attendance

3 Type in the desired date or use the + and - keys to advance the date forward or back, and then click Next.

4 Choose whether or not to include previous attendance data (see “Adding a Day to the Calendar” on page 4-6).

5 Clicking Next at the above window will open the Enter Daily Attendance window. See “To Enter Daily Attendance For the Current Date:” on page 4-25 for instructions on using the Manual Entry window.

E n t e r D a i l y A t t e n d a n c eScanning Daily Attendance

Attendance 4-31

Scanning Daily AttendanceThe following procedure describes how to scan your attendance sheets

To Scan Daily Attendance:

1 Selecting Scanner Entry from the Enter Daily Attendance Menu.The following message appears.

2 Verify that the scanner is turned on and the scan forms are loaded in the scanner, and then click OK.The scanner configuration window appears each time you scan attendance.

3 Verify that the settings match those on the Host Port Communication Sheet used to configure the scanner.

NOTE: The Write Operations Log box in the lower left corner of the window should always be checked.


4-32 Attendance

4 Click the Start Scanning button to begin scanning attendance forms.

The following error message appears when the input hopper is empty.

5 To scan more attendance forms, place them into the input hopper and click Resume; If you are finished scanning, click Stop.Each time you use scan attendance, the results of each scan session is written to a log file. The file ScanForm.Log is saved in the RS4\SFW folder, and will be overwritten each time you scan.


Attendance 4-33

The following message appears.

6 To view or print the log file, click Yes.


4-34 Attendance

Attendance 5-1

5Correct

Introduction . . . . . . . . . . . . . . . . . . . . . 5-2Navigate to Correct . . . . . . . . . . . . . . . 5-3

Navigation Menu . . . . . . . . . . . . . . . 5-3Shortcut Bar . . . . . . . . . . . . . . . . . . . 5-4Right Click Menu . . . . . . . . . . . . . . . 5-4Toolbar Menu . . . . . . . . . . . . . . . . . . 5-4Hot Key (Shift + F2) . . . . . . . . . . . . . 5-4

Program Window . . . . . . . . . . . . . . . . . 5-5Attendance Code View. . . . . . . . . . . 5-7Register Code View . . . . . . . . . . . . . 5-8

Entry and Withdrawal Codes . . . . . . . . 5-9Specifications. . . . . . . . . . . . . . . . . . . . 5-11How to Correct Attendance . . . . . . . . . 5-13

Viewing or Printing Attendance Data for one Student . . . . . . . . . . . 5-14

Editing Attendance Data for one Student . . . . . . . . . . . . . . . . . . 5-15

Editing Period Attendance Data for One Student . . . . . . . . . . . . . . . 5-16

C o r r e c tIntroduction

5-2 Attendance

IntroductionThe Correct program allows you to correct the attendance record for any student or staff member. The program window displays each school day for the entire year with any recorded Attendance Codes for each date. This window also keeps track of letter codes so that you can quickly determine if an attendance letter has been sent home to parents.

NOTE: If you wish to correct the attendance for more than one student on a particular day, the most efficient method is to use the Change Date option in Enter Daily Attendance (see “Adding a Day to the Calendar” on page 4-6).

C o r r e c tNavigate to Correct

Attendance 5-3

Navigate to CorrectUse any of the following methods to open the Correct window.

Navigation Menu

1 From the Master Program Selector:• Press the 2 key

and press EnterOR


OR



• Double click 5. Correct

OR

• Single click 5. Correct, and single click Next.

C o r r e c tNavigate to Correct

5-4 Attendance

Shortcut Bar1 Click Attendance.2 Click Correct.

Right Click Menu1 Right click the Administrator’s Plus Odyssey background.2 To select the Register Code window, choose View/Edit Daily Attendance.

Toolbar Menu1 Click Modules.2 Choose Attendance Plus Correct.

Hot Key (Shift + F2)In Administrator’s Plus, each module contains one program which allows users to view information on a student-by-student basis. These programs are referred to as “Hot-keyed programs.” Hot-keys are function key combinations which allow you to jump directly from a student’s record in one module to the same student’s record in another module. For example, from Kathy Albrecht’s Data Base Plus Address window, you can instantly access her Attendance Correct window by pressing Shift + F2 or by clicking the Attendance Hot-key button on the toolbar menu. The Hot-key used to access a student’s Attendance Correct window from any other hot-key enabled window is Shift + F2.

C o r r e c tProgram Window

Attendance 5-5

Program Window The Correct program window lists each calendar day, with the date, as well as any attendance entries, and/or letter codes recorded for the selected student. In Calendar View, the Correct window, allows you to enter or change up to two Attendance Codes, (with times), for any student or staff member. You may also add or edit letter codes, which indicate that a letter was sent to parents on a particular date. A letter code is inserted into a student record each time a report is printed for the student with the Duplicate Letter Check turned on (see “4) Duplicate Letter Check” on page 6-9).


5-6 Attendance

Correct Program Window: Calendar View

Grade Lists the grade level of the selected student. To choose a student in another grade level, use the Grade drop-down list.

Specifications Opens the Inspect/Change Specifications window. See “Specifications” on page 5-11 for information on these specifications.

Day The Day column lists the school day number. Day 1 (the first day of school) is listed at the top with each subsequent school day listed below.

Date Lists the date associated with each attendance day. When you use the Enter Daily Attendance program, the current date is read from your computer and applied to the next available school day number.

Code 1 If an Attendance Code was recorded in the code 1 slot for the selected student, it will appear here.

Time 1 If a time is entered for Code 1, it will appear here.

Code 2 If an Attendance Code is recorded in the code 2 slot for the selected student, it will appear here.

Time 2 If a time is entered for Code 2 it will appear here.

Let (Letter) If a letter is printed for a student through the Attendance Report Writer, a letter code will appear in this column.


Attendance 5-7

Attendance Code ViewThe Attendance Code View window displays each Attendance Code recorded for the student along with the totals for each Attendance Code received, and the date they occurred. You can print this window by pressing the F9 key or clicking F9 (Print). To return to the calendar view, click the radio button labeled Calendar View.


5-8 Attendance

Register Code ViewThe Register Code View window displays the Register Codes for the selected student. A Register Code is recorded for each attendance code recorded that has a Register Code Link (see page “Register Codes” on page 1-5). The total number of each Register Code as well as the dates they occurred are also listed. You can print this window by pressing the F9 key or clicking F9 (Print). To return to the calendar view, click the radio button labeled Calendar View.

C o r r e c tEntry and Withdrawal Codes

Attendance 5-9

Entry and Withdrawal CodesEach day of your school calendar is listed in the Correct window in order from #1 to #250. Days #0 and 251 are reserved for entry and withdrawal codes. It is important that you do not enter any other type of attendance codes on these days, as they will not be read or calculated properly.

When you add a new student using the New Files program, an entry code is recorded in the Code 2 slot for the school day prior to the student’s first day of school. For example, a student who is added on school day #6 will have an entry code listed in the Code 2 slot on day #5.

NOTE: Students who were enrolled during the previous school year and promoted using the Beginning program will not have an entry code on day zero. If you wish to record an entry code for these students you can do so using the Batch Entry program.

Withdrawal codes appear in the Code 2 slot for the school day after the student’s last day of school. Therefore a student withdrawn on day #120 will have a W code in the code two slot on day #121.

The Correct window pictured above shows a student who entered on 9-10-2000. Non-member codes appear in each calendar day leading up to his entry.

When a student is added after the first day of school, a Non-Member code (N) is placed into the code 1 slot for each calendar day from day #1 to the day prior to enrollment. Conversely, when a student is inactivated, a Non-Member code is entered into the code

C o r r e c tEntry and Withdrawal Codes

5-10 Attendance

1 slot for the day after his last day through day #250. If an inactive student is re-activated, the Non-Member codes will only remain in the dates for which the student was not a member.

The Correct window pictured above shows a student who was inactivated on 10-22-2000, and then re-activated on 11-01-2000.

C o r r e c tSpecifications

Attendance 5-11

SpecificationsThe specifications are accessed through the Correct program window (see “Program Window” on page 5-5). Use the specifications to define how students’ attendance records will display and print. You may adjust the specifications to affect the way attendance records appear on the Calendar View Correct window as well as the Attendance Code View (see “Attendance Code View” on page 5-7), and Register Code View (see “Register Code View” on page 5-8).

Specifications: Correct Attendance1) Print Days with

no Attendance Codes

This specification only affects the printout obtained using the F9 (Print) option while in Calendar view. Choose Yes to print each school day even if the student was present. Choose No to print only those days on which the student had an attendance entry.

2) Print Which Days

You may print all 250 school days or only up to the most recent day in the calendar. In order to view attendance data that has been entered in advance, you must select All Days.

3) Code View Print Start Date

4) Code View Print Final Date

Use Specifications 3 and 4 to set the date interval of the attendance data displayed in Register Code or Attendance Code view.

C o r r e c tSpecifications

5-12 Attendance

5) View Attendance Codes over 200

Attendance Codes with record numbers above 200 are reserved for Entry and Withdrawal codes. Select Yes to view Entry and Withdrawal codes. Select No to omit them.

6) Attendance Code View in Alpha Order

In Attendance Code view, codes can be displayed in alphabetical or numeric order. Select the desired setting from the drop-down list.

Display Date of Birth or Homeroom

You may optionally display either the student’s Date of Birth or Homeroom assignment at the top of the Correct window.

Specifications: Correct Attendance

C o r r e c tHow to Correct Attendance

Attendance 5-13

How to Correct AttendanceThe Correct program allows you to view, edit or print a student’s attendance record for the entire school year. You may also use Correct to enter attendance codes into any student’s record for days not already in your school calendar. To change entry or print settings for this program click on the Specifications button located in the upper right corner of the Correct window.


5-14 Attendance

Viewing or Printing Attendance Data for one Student1 In the Correct window, select a student using one of the following methods:

• Type the students 3 or 5-digit ID number in the ENTER ID # OR NAME field. • Look up the desired student by pressing F6, clicking F6 (Lookup) or clicking the

Browse.• Highlight the student and press Enter.

2 Select a student by typing a name or record number, or browse by pressing the F6 key or clicking F6 (Lookup).

3 Print the entire attendance record as it appears on the Calendar View Correct window by pressing F9 key or by clicking F9 (Print).

4 To view or print the Register Code entries for this student, press the F2 key or click F2 (Reg).

5 Print the information contained on the Register Code View window by pressing the F9 key or clicking F9 (Print).

6 To return to the Calendar View window click the radio button labeled Calendar View.


Attendance 5-15

7 To view or print the Attendance Code entries for this student, Press the F8 key or click F8 (ATT).

8 To return to the Calendar View window click the radio button labeled Calendar View.

Editing Attendance Data for one Student1 While in the Calendar View for a student, use the up and down arrow keys

or the scroll bar to highlight the day you wish to edit.2 Press the F3 key or click F3 (EDIT).3 Delete the existing attendance code (if any) using the Delete key on your

keyboard. Type in the desired attendance code under the Code 1 column. Type in a time for Code 1 under the Time 1 column (if desired). You may also enter an Attendance Code and time for Code 2. If you wish to reprint a letter for this student, you may also delete any letter code inserted by the Report Writer’s Duplicate Letter Check.


5-16 Attendance

Editing Period Attendance Data for One Student1 In the Calendar view of the Correct program, use F6 Lookup to select a

student.2 Select the day whose period attendance values you want to edit.3 Click F10 Period.

The Period Attendance window appears, showing the attendance values for the selected student.

4 Highlight and edit the attendance values you want to edit:• Delete the existing attendance code (if any) using the Delete key on your

keyboard, and then type in the desired attendance code.• The Letter field lists the number of the Attendance Report Writer letter, if

any, that was sent to the student’s home on the selected day.5 Click F10 Accept to confirm and exit this window and return to the Correct

window.

Entering Partial Week AttendanceSome students do not attend a full week section. For example they could attend a class that only meets Monday, Wednesday, and Friday. How would you enter his/her daily attendance for the other two days.

You would create an alternate calender, and then use that calendar for that student. See “Alternate Calendars” on page 7-10 for more information.

Attendance 6-1

6Attendance Report Writer

Introduction . . . . . . . . . . . . . . . . . . . . . 6-3Navigate to Attendance Report Writer. 6-4

Navigation Menu . . . . . . . . . . . . . . . 6-4Shortcut Bar. . . . . . . . . . . . . . . . . . . 6-5Right Click Menu . . . . . . . . . . . . . . . 6-5Toolbar Menu. . . . . . . . . . . . . . . . . . 6-5

Attendance Report Writer Overview . . 6-6Primary and Secondary Filters . . . . 6-6

Attendance Report Writer Tasks . . . . . 6-8Sample Task: Register with Details . 6-9The Default Tasks . . . . . . . . . . . . . . 6-11

Task 1: Advisor’s Report--List of all Students Absent Today with Phone Numbers6-11Task 2: Export Advisor’s List to an ASCII File for use with Phone Master . . . . . 6-11Task 3: Register--Details for all Students and Totals . . . . . . . . . . . . . . . . 6-12Task 4: Register--Totals Only . . . . . . 6-13Task 5: Daily Records and Register Combo--11 Inch Wide Paper . . . . . . 6-13Task 6: Daily Records Report . . . . . . 6-14Report for Selected Students--Attendance Code View . . . . . . . . . 6-15Task 8: Report for Selected Students--Register Code View . . . . . . . . . . . 6-16Task 9: Report for Selected Students--Day-By-Day Analysis . . . . . . . . . . 6-16Task 10: Report for Selected Students--Entry Code on Day 0 . . . . . . . . . . 6-17Task 11: Search List--Attendance Code Search with Details . . . . . . . . . . . 6-17Task 12: Search List--Attendance Code Search Offending Details Only . . 6-18Task 13: Search List--Attendance Code Search with Totals Only . . . . . . 6-19TAsk 14: Search List--Register Code Search with Details . . . . . . . . 6-19

Task 15: Search List--Register Code Search Offending Details Only . . . . . 6-20Task 16: Search List--Register Code Search with Totals Only . . . . . . . . 6-20Task 17: Search Letter--Includes all Attendance Data . . . . . . . . . . . . 6-21Task 18: Search Letter--Offending Dates Only . . . . . . . . . . . . . . . 6-22Task 19: Letter--For Students Tardy Today . . . . . . . . . . . . . . 6-22Task 20: Perfect Attendance List. . . . 6-23

User-Defined Tasks . . . . . . . . . . . . . 6-24Specifications. . . . . . . . . . . . . . . . . . . . 6-25Report Writer Print Menus . . . . . . . . . . 6-29View/Edit Letters/Reports . . . . . . . . . . 6-32

Viewing and Editing Attendance Reports/Letters Window . . . . . . . . . 6-32

The View/Edit Letters/Reports Toolbar . . . . . . . . . . . . . . . 6-33

File Menu. . . . . . . . . . . . . . . . 6-33Edit Menu . . . . . . . . . . . . . . . 6-34Search Menu . . . . . . . . . . . . . . 6-35Options Menu . . . . . . . . . . . . . 6-37Window Menu . . . . . . . . . . . . . 6-38

Function Keys . . . . . . . . . . . . . . . . . 6-38Attendance Report Writer Codes. . . . . 6-42

Special Register Code 3 . . . . . . . . 6-54Page Setup . . . . . . . . . . . . . . . . . . . . . 6-54

Page Layout Menu. . . . . . . . . . . . . . 6-54Printer Setup Menu . . . . . . . . . . . . . 6-55Printer Properties . . . . . . . . . . . . . . . 6-56

The Default Reports. . . . . . . . . . . . . . . 6-56#1 Advisor’s Report . . . . . . . . . . . . . 6-56#2 Phone Master Export . . . . . . . . . 6-59#3 Attendance Code Report. . . . . . . 6-60

Attendance 6-2

6

#4 Register Code Report . . . . . . . . . 6-63#5 Table Report . . . . . . . . . . . . . . . . 6-64#6 Attendance Code Search: All . . . 6-64#7 Register Code Search: All . . . . . 6-65#8 Attendance Sch: Totals Only. . . . 6-67#9 Register Code Sch: Totals Only . 6-67#10 Att Search: 1 Dates. . . . . . . . . . 6-68#11 Reg Search: 1 Dates. . . . . . . . . 6-68#12 Entry Codes: Day 0. . . . . . . . . . 6-69#13 Entry Code Search . . . . . . . . . . 6-70#14 Withdrawal Code Search . . . . . 6-70#15 Enrollment Totals . . . . . . . . . . . 6-71#16 Daily Records (1 cd) . . . . . . . . . 6-72#17 Daily Records 1 cd wide . . . . . . 6-75#18 Daily Records (2 cd) . . . . . . . . . 6-75#19 Daily Records 2 cd wide . . . . . . 6-75#20 Att on Final Dt . . . . . . . . . . . . . . 6-76#21 Letter Head. . . . . . . . . . . . . . . . 6-76#22 Letter with Table . . . . . . . . . . . . 6-78#23 Tardy Today Letter . . . . . . . . . . 6-80#24 Letter Abs Dates . . . . . . . . . . . . 6-81#25 10 Abs Letter . . . . . . . . . . . . . . 6-81#26 15 Abs Letter . . . . . . . . . . . . . . 6-82#27 20 Abs Letter . . . . . . . . . . . . . . 6-82#28 Tardies Only . . . . . . . . . . . . . . . 6-83#30 Table Report: 1 Per. . . . . . . . . . 6-83#36 Absences Only . . . . . . . . . . . . . 6-83#42 Register . . . . . . . . . . . . . . . . . . 6-84#43 Register Totals . . . . . . . . . . . . . 6-87#44 Daily Rec/Register . . . . . . . . . . 6-89#46 Register Search & Sort . . . . . . . 6-90#47 Grade-by-Grade Register . . . . . 6-90

#48 Register: Absence Ex & Unex. . 6-91Printing Attendance Reports . . . . . . . . 6-92Editing Reports . . . . . . . . . . . . . . . . . . 6-96

A t t e n d a n c e R e p o r t W r i t e rIntroduction

Attendance 6-3

IntroductionThe Attendance Report Writer generates attendance letters and reports for both students and staff. It includes all of the features of the Data Base Report Writer with the added ability to print and search on attendance data. The program comes loaded with numerous default reports including register reports, search lists, letters to parents, and statistical analysis reports. All of the default reports are customizeable. You can edit the default reports, or copy and modify them under new report numbers. It is also possible to create customized reports from scratch using the report writer codes described in this chapter. The Attendance Report Writer will store up to 120 reports. The following list describes the most common uses of the Attendance Report Writer:

• Produce the Attendance Register: The pre-defined register reports print attendance statistics and totals for individual students and/or the entire school. Included in the register reports are calculations of year-to-date membership, average daily membership, and percent attendance.

• Conduct Attendance Searches: The Attendance Report Writer will search for students who have received more than or less than a specified number of a particular Attendance or Register Code.

• Send Letters to the Parents of Absent or Tardy Students: Letters can be printed on a student-by-student basis, or you can allow the program to search for students who have received more than or less than a specified number of a particular Attendance or Register Code. For example, you can print letters to the parents of only those students who have been absent 3 or more times.

• Print all Attendance Data for Students or Staff: The day-by-day analysis reports show students’ entire attendance record within a selected date interval.

• Export Attendance Data in an ASCII File: Any of the reports in the Attendance Report Writer can be exported as an ASCII file. You may also create customized reports containing only the information you wish to export. This information can then be imported into other programs.

A t t e n d a n c e R e p o r t W r i t e rNavigate to Attendance Report Writer

6-4 Attendance

Navigate to Attendance Report WriterUse any of the following methods to begin the Attendance report writer

Navigation Menu

1 From the Master Program Selector:• Press the 2 key and

press EnterOR


OR



• Double click 6. Attendance Report Writer

OR

• Single click 6. Attendance Report Writer, and single click Next.

A t t e n d a n c e R e p o r t W r i t e rNavigate to Attendance Report Writer

Attendance 6-5

Shortcut Bar1 Click Attendance.2 Click Daily RW.

Right Click Menu1 Right click on the Administrator’s Plus Odyssey

background.2 Choose Print Attendance Daily Report Writer.

Toolbar Menu1 Click Modules.2 Choose Attendance Plus Attendance Report Writer.

A t t e n d a n c e R e p o r t W r i t e rAttendance Report Writer Overview

6-6 Attendance

Attendance Report Writer OverviewThe Attendance Report Writer consists of a task menu (see “Attendance Report Writer Tasks” on page 6-8), a specification window (see “Specifications” on page 6-25), two print menus (see “Report Writer Print Menus” on page 6-29), and a report editor (see “View/Edit Letters/Reports” on page 6-32). Depending on the type of task you wish to accomplish, the steps for navigating the program may vary. The following list provides a quick overview of how to navigate the Attendance Report Writer. Each step is described in greater detail later in this chapter.

1 Select a Task: Tasks are pre-defined sets of specifications. By choosing a task, you avoid having to reset the specifications each time you want to print a report.

2 Set the Specifications: The specification window allows you to select the active report and limit the parameters of the report. If necessary, you can adjust the specifications to limit or expand the information included on the report.

3 Select Print Menu Options: You can place further limitations on the information included in the report using the Report Writer print menus. These menus also allow you to sort the report by grade level or search for students based on data base field entries.

4 Preview and Print the Report: The print preview window allows you to view the report on window before sending it to the printer. After viewing the report, you can either print it directly from the print preview window, or exit and make any necessary changes. If your school has purchased the E-mail Utility, you can also send e-mail enabled reports from the print preview window.

5 Edit the Report: If you wish to make any changes to content, appearance or layout of the report, you may do so using the View/Edit Letters/Reports portion of the Attendance Report Writer. Within the View/Edit Letters/Reports window, you can preview the report while you edit, and see the results of your changes without exiting the editing window.

Primary and Secondary FiltersThe Attendance Report Writer uses a primary and secondary filter, to limit the students that are included on a report. The primary filter is applied using the two print menus. From the first print menu, you can choose to print, all staff members, students in one grade level, students in a range of grade levels or students in all grade levels. Within these parameters, the second print menu allows you to select individual students or staff members, all students or staff members, or you may search for students or staff members based on one or more data base field criteria. For example, you may choose to print letters showing the year-to-date attendance record for all students in grade 12, homeroom 100.

A t t e n d a n c e R e p o r t W r i t e rAttendance Report Writer Overview

Attendance 6-7

To do this, select Grade 12 from Report Writer Print Menu 1 and Search by Fields...You Enter Criteria from Report Writer Menu 2. In the Address window, type “100” in the

Homeroom field. No primary filter is used when you select All Grades from Report Writer Print Menu 1 and All Students from Report Writer Print Menu 2. Refer to page “Report Writer Print Menus” on page 6-29 for a complete description of each print menu option.

The secondary filter is applied using Specification 2) Print Letters/Reports For. Use the secondary filter to further limit the students or staff included on the report to those meeting an attendance search criteria.

You may perform an attendance search using any of the criteria listed to the right. Specification 2) is interrelated with Specifications A, B, C and G, which determine the searched Register or Attendance code, the search limit and which codes to include in the search (see “Excused or Unexcused Register Code Links” on page 1-10).

Using the previous example, you could further limit the parameters of the letter so that it only prints for students with 3 or more absences. To accomplish this you would set Specification 2) to Students with > Reg Code Limit, Specification A) to Absent, Specification C) to 2, and Specification G) to Excused, Unexcused & Blank.

A t t e n d a n c e R e p o r t W r i t e rAttendance Report Writer Tasks

6-8 Attendance

Attendance Report Writer TasksAfter navigating to the Attendance Report Writer, you are prompted to select the desired task. In Administrator’s Plus, a task is nothing more than a set of specifications. These specifications include the default report number and the desired parameters of the report (see “Specifications” on page 6-25).


Attendance 6-9

Sample Task: Register with Details The following example describes the default specification settings for Task #4 Register: Details for All Students and Totals.

Default Specifications for Task #4: Register Details for All Students and Totals


1) Current Task Register with Details.

2) Print Letters Reports For

The Register is set to include All Selected Students. This means that there is no secondary filter used for the report (see “Primary and Secondary Filters” on page 6-6).

3) Active Letter/Report Register (Report #42) is the default report for this task.

4) Duplicate Letter Check

By default, the duplicate letter check is set to Off so that letter codes are not stored in students records, and the report can be printed more than once.


6-10 Attendance

5) Interval Beginning Date

6) Interval Ending Date

Indicates the range of dates for which attendance data should be printed. The interval ending date will default to the most recent date in the calendar.

7) Year-to-Date Ending Date

This specification is used for the second column of the Register Report which prints year-to-date attendance data. The year-to-date ending date will default to the most recent date in the calendar.



When printing for All Grades, these settings indicate the range of grade levels included on the register report.

A) Register Code for Searches

B) Attendance Code for Searches

C) Register/Attendance Code Limit

Specifications A, B and C are only used when searching for an Attendance or Register Code. Because Specification 2) Include Which Students is set to All Selected Students, these specifications are ignored.

D) Include Blank Search/Sort Cats

This task is set by default to Include. If you choose to search based on a data base field, the report will include students with no entry in the search field.

E) Active/Inactive Students

This task is set by default to include Active and Inactive students. This means that any student who was a member during the date interval will be included even if they are no longer active.

F) Print Preview This specification determines whether the report will generate a print preview window.

G) Reg Searches: Which Att Codes

Like Specifications A, B and C this setting is ignored because this task is not set up to perform a search.

H) Attendance Codes Alpha/Numeric

Since the Register does not print Attendance Codes, this setting is ignored.

Default Specifications for Task #4: Register Details for All Students and Totals (Continued)


Attendance 6-11

The Default TasksThe default tasks come pre-loaded with your software. They have been set up to generate the most common attendance reports used in schools. Each of the default tasks is described on pages “Task 1: Advisor’s Report--List of all Students Absent Today with Phone Numbers” on page 6-11.

Task 1: Advisor’s Report--List of all Students Absent Today with Phone Numbers

This task uses Report 1: Advisor’s List, which can be used to make phone calls to the homes of absent students. It lists the names of students who are absent on the current date, as well as the Attendance Code received, the student’s home phone number, the parent name and parent’s work phone number. The most recent date of attendance is determined by Specification 6) Interval Ending Date, which defaults to the most recent date attendance was entered. By default, this task only prints students with unexcused absences. To include excused and/or “pending” absences (those with no E/U designation in the Register Code Link), use Specification G) Reg Searches: Which Att Codes.

Task 2: Export Advisor’s List to an ASCII File for use with Phone Master

This task exports the names of absent students to an ASCII file, which can be used by Phone Master to automatically call the homes of absent students. Report 2: Phonemaster Export, is used to create the exported file named SCRATCH.ASC. The file is exported to the current school year folder inside your school directory (for example: RS4\DATA\DEMOSCHO\2001-02). Specification 2) Print Letters/Reports For: should be set to Register Code on Final Interval Date.


6-12 Attendance

Task 3: Register--Details for all Students and Totals


Attendance 6-13

This task uses Report 42: Register to produce a standard attendance register. The attendance statistics for each student print for both the specified date interval and year-to-date. The last page of the report prints the grand totals for all students on the report. This report may be produced for the entire school, for a range of grade levels or for an individual grade level. You can further limit the students included on the report by searching based on a database field. If you choose to perform an all categories search on a database field such as homeroom, the data for students in each homeroom will be followed by the totals for that homeroom. The grand totals for all homerooms will print at the very end of the report.

NOTE: The membership column is calculated by subtracting the number of days the student was a non-member from the total number of days in session. The number of absences are subtracted from student’s membership days to calculate the number of days present.

Task 4: Register--Totals Only

This task uses Report 43: Register Totals Only which prints only the totals pages from the end of the register report (see“Task 3: Register--Details for all Students and Totals” on page 6-12). Students’ names and individual data do not print.

Task 5: Daily Records and Register Combo--11 Inch Wide Paper

This task uses Report 44: Daily Rec/Register which combines the Daily Records Report and the Register into a single report (see“Task 6: Daily Records Report” on page 6-14). Because only the Attendance Code found in the Code 1 slot is printed, the daily records portion can show up to 32 days. The register totals shown on page “Task 3: Register--Details for all Students and Totals” on page 6-12 print at the end of this report.

NOTE: The Daily Records and Register Combo must be printed on 8 1/2 X 11 inch paper in Landscape orientation.


6-14 Attendance

Task 6: Daily Records Report

This task uses Report 16: Daily Records (1 cd). The top portion lists the date and membership value for each school day included on the report. The range of school days included is determined by Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date. The bottom portion is a table which prints the code 1 Attendance Codes for up to 38 days.


Attendance 6-15

Report for Selected Students--Attendance Code View

This task uses Report 3: Attendance Code Rep., which prints the same data found in a student’s Attendance Code View Screen in the Correct program (see “Attendance Code View” on page 5-7). The report lists Attendance Codes found in a student’s attendance record within a specified date interval. The date interval is determined by Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date. The date each Attendance Code was received prints to the right of the code. Specification 2) Print Letters/Report For: should be set to All Selected Students, because this report does not involve a search.


6-16 Attendance

Task 8: Report for Selected Students--Register Code View

This task is similar to Task 8, but it prints student’s Register Codes instead of Attendance Codes. The generated report resembles a student’s Register Code View Screen found in the Correct program (see“Register Code View” on page 5-8).

Task 9: Report for Selected Students--Day-By-Day Analysis

The Day-By-Day Analysis is produced using Report 5: Table Report. It lists each Attendance Code found within a specified date interval for all selected students. The date interval is determined by Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date. If a time was entered for an Attendance Code it prints to the right of the code name. Specification 2) Print Letters/Report For: should be set to All Selected Students, so that you can print the report for individual students.


Attendance 6-17

Task 10: Report for Selected Students--Entry Code on Day 0

This task uses Report 12: Entry Codes (Day 0), which produces a list of selected students with the Attendance Code found in the Code 2 slot on Day #0. The Attendance Code used for Entry will print to the right of the student names. If the program does not find an Attendance Code on Day #0, only the student name will print.

Task 11: Search List--Attendance Code Search with Details

NOTE: Whenever you print an attendance search report, you must set Specification 2) Print Letters/Reports for: to one of the following: Students Exceeding Register Code Limit, Student with Lower than Reg Code Limit, Students Exceeding Attendance Code Limit, or Student with Lower than Att Code Limit.


6-18 Attendance

This task uses Report 6: Att Code Search: All, which lists only those students who received more or less than a specified limit of a particular Attendance Code. The amount and dates of each Attendance Code found in a student’s record print to the right of the code name. The selected setting for Specification 2) Print Letters/Reports For: determines whether the report will search for students exceeding or falling short of the Attendance Code limit, which is selected using Specification C) Register/Attendance Code Limit. The searched Attendance Code is determined by Specification B) Register Code for Searches. The date interval is set using Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date.

NOTE: Tasks 12, 13 and 14 search for Attendance Codes only. In general, you will want to perform a Register Code search which will include each of the Attendance Codes linked to the Register Code listed under Specification B. For example, an Attendance Code search based on the code Absence, will list only those students who received the Attendance Code Absence. It will not include students who received the code Unexcused Absence, or Excused Absence. However, a Register Code search based on the code Absent, will include all three of these codes as well as any other Attendance Code linked to the Register Code Absent.

Task 12: Search List--Attendance Code Search Offending Details Only

This task uses Report 10: Att Search: 1 Dates. It is similar to task 12, but instead of printing all of the attendance data for students meeting the search criteria, it prints the details for only the searched Attendance Code. The report shown above lists only the amount and dates for the Attendance Code Absence.


Attendance 6-19

Task 13: Search List--Attendance Code Search with Totals Only

This task uses Report 8: Att Sch: Totals Only. It is similar to tasks 12 and 13, except that it prints only the total amounts for the searched Attendance Code.

TAsk 14: Search List--Register Code Search with Details

This task is similar to Task 12, except that it performs a search based on a Register Code rather than an Attendance Code. Report 7: Reg Code Search: All, is the default report, which prints only those students who received more or less than a specified limit of a particular Register Code. The amount and dates of each Register Code found in the student’s record print to the right of the code name. The selected setting for Specification 2) Print Letters/Reports For: determines whether the report will search for students exceeding or falling short of the Register Code limit. The Register Code limit is selected using Specification C) Register/Attendance Code Limit. The Register Code


6-20 Attendance

used for the search is indicated by Specification B) Register Code for Searches. The date interval is determined by Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date.

Task 15: Search List--Register Code Search Offending Details Only

This task uses Report 11: Reg Search: 1 Dates. It is similar to task 15, but instead of printing all of the attendance data for students meeting the search criteria, it prints the details for only the searched Register Code.

Task 16: Search List--Register Code Search with Totals Only

This task uses Report 9: Reg Sch: Totals Only. It is similar to tasks 15 and 16, except that it prints only the total amount of the searched Register Code.


Attendance 6-21

Task 17: Search Letter--Includes all Attendance Data

NOTE: You must turn the duplicate letter check On (Specification 4) to ensure that the same letter is not printed twice for the same student.

This task uses Report 22: Letter with Table. It prints a generic letter to the parents of students who have exceeded a specified amount of a particular Register Code. The table embedded in the report shows the amount and dates of the searched Register Code for each student. By default, this task is set up to perform a search based on the Register Code Absent. You can search on an Attendance Code instead by changing Specification 2) Print Letters/Reports For: to Students Exceeding Attendance Code Limit. The Register or Attendance Code limit is selected using Specification C) Register/Attendance Code Limit. The Register Code used for the search is indicated by Specification B) Register Code for Searches. The date interval is determined by Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date. Specification 4) Duplicate Letter Check should be On so that the report will not print twice for the same student.


6-22 Attendance

Task 18: Search Letter--Offending Dates Only

This task uses Report 24: Reg Search: 1 Dates. It is similar to task 19, except that instead of printing all of the attendance data for students meeting the search criteria, it prints the details for only the searched Register Code (or Attendance Code).

Task 19: Letter--For Students Tardy Today

This task uses Report 23: Tardy Today Letter. It is similar to tasks 15 and 16, except that it prints for only those students with the Register Code Tardy on the current date. Specification 2) Print Letters/Reports For: should be set to Register Code on Final Interval Date. Specification 4) Duplicate Letter Check should be On so the report will not print twice for the same student. Specification B) Register Code for Searches is Tardy. By default, the program will only produce a letter for those students with unexcused tardies, (see “Excused or Unexcused Register Code Links” on page 1-10). Use Specification G) Reg Searches: Which Att Codes to include excused or pending Attendance Codes.


Attendance 6-23

Task 20: Perfect Attendance List

This task uses Report 9: Reg Sch: Totals Only, which is the same report used for task 17. For the Perfect Attendance List, the specifications are set to search for students who have less than 0.1 of the Register Code Absent. Specification 2) Print Letters/Reports For: is set for Students with Less than the Register Code Limit. The limit of 0.1 should be selected for Specification C) Register/Attendance Code Limit. Specification B) Register Code for Searches should be set to Absent. The date interval is determined by Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date.


6-24 Attendance

User-Defined TasksIn addition to the default tasks, you have the option to create your own user-defined tasks. User -defined tasks make it easier to produce your most commonly printed reports. For example, if your school sends a letter home each time a student has three absences, the attendance secretary can create a task called “3 Absences Letter.” Such a task may be set up by choosing the sample set of specifications shown below. Refer to “Specifications” on page 6-25 for a complete explanation of each specification.

Sample Set of Task SpecificationsSpecification Description

1) Current Task 3 Absences Letter

2) Print Letters Reports For Students with > Register Code Limit

3) Active Letter/Report Letter Abs Dates (Report #24)

4) Duplicate Letter Check On



9-01-2001

10-01-2001

7) Year-to-Date Ending Date 10-01-2001



9

12

A) Register Code for Searches Absent


Not used for this task


2

D) Include Blank Search/Sort Cats (Categories)

Include

E) Active/Inactive Students Active Students Only

F) Print Preview Yes

G) Reg Search Which Att Codes

Excused, Unexcused & Blank

H) Attendance Codes Alphanumeric

Print Numerically in Table

A t t e n d a n c e R e p o r t W r i t e rSpecifications

Attendance 6-25

SpecificationsThe Attendance Report Writer specifications described on the following pages are used to set the parameters for all attendance reports. The specifications are saved per user. Therefore, each time you use the task, the specifications chosen the last time the report was printed will automatically appear. Other users will see their most recent settings.

NOTE: If you wish to restore the default specifications for any task, you may do so by pressing Shift +1 or clicking Reset Default at the bottom of the specification window.

Specifications: Attendance Report WriterSpecification Description

1) Current Task Indicates the current task used (see “Attendance Report Writer Tasks” on page 6-8).


6-26 Attendance

2) Print Letters Reports For

NOTE: This specification acts as a secondary filter in determining which students will be printed on a report. The primary filter is selected using the two print menus (see “Primary and Secondary Filters” on page 6-6).

• All Selected Students: Prints all students who meet the criteria of the primary filter (if a primary filter is used). Otherwise, all students in all grades will be printed.

• Students Exceeding Register Code Limit: Prints only students who meet the criteria of the primary filter and have greater than the Register Code limit. The Register Code limit is indicated by Specification “C) Register/Attendance Code Limit” on page 6-28. The Register Code used is set using Specification A) Register Code for Searches.

• Students with Lower than Reg Code Limit: Prints for students with less than the limit (Specification C) of the Register Code indicated by Specification A) Register Code for Searches.

• Students Exceeding Attendance Code Limit: Prints only students who pass through the primary filter and have greater than the Attendance Code limit indicated by “C) Register/Attendance Code Limit” on page 6-28. The Register Code used is set using Specification B) Attendance Code for Searches.

• Students with Lower than Att Code Limit: Prints only students who pass through the primary filter and have less than the limit (Specification C) of the Attendance Code indicated by Specification B) Attendance Code for Searches.

• Register Code on Final Interval Date: Prints only students who pass through the primary filter and have the specified Register Code (Specification A) appearing on the date determined by Specification 6) Interval Ending Date.

• Attendance Code on Final Interval Date: Prints only students who pass through the primary filter and have the specified Attendance Code (Specification B) appearing on the date determined by Specification 6) Interval Ending Date.

3) Active Letter/Report Indicates the report that will print. By clicking in this field or pressing the number 3, you can select from a list of all available reports.

Specifications: Attendance Report Writer


Attendance 6-27


4) Duplicate Letter Check Turn the duplicate letter check On to ensure that the same student does not have a search letter printed more than once For example, when printing a search letter for students exceeding 2 absences, the same student will not receive a letter for 3 absences and 4 absences). The first time a letter is printed for a student, a letter code indicating the report number is placed in the student’s record. Each subsequent time you print the report, students with the report’s letter code will be ignored.



Attendance data will be read only for the dates between the interval beginning and ending dates. When searching, only attendance entries occurring in this interval will be counted. Specification 6) Interval Ending Date always defaults to the current date.

7) Year-to-Date Ending Date This specification is used for the register reports which include year-to-date attendance information.



When All Grades is chosen as the primary filter (see “Report Writer Menu 1” on page 6-30), you can limit the range of grade levels included using a start and end grade.

A) Register Code for Searches

The specification used for Register Code searches. Specification 2) Print Reports For must be set to one of the following options:

• Students Exceeding Register Code Limit

• Students with Lower than Reg Code Limit

• Register Code on Final Interval Date.


The specification used for Attendance Code searches. Specification 2) Print Reports For must be set to one of the following options:

• Students Exceeding Attendance Code Limit

• Students with Lower than Att Code Limit

• Attendance Code on Final Interval Date.



6-28 Attendance


Determines the search limit if Specification #2 is set to one of the following options:

• Students Exceeding Register Code Limit

• Students with Lower than Reg Code Limit

• Students Exceeding Attendance Code Limit

• Student with Lower than Att Code Limit

D) Include Blank Search/Sort Cats (Categories)

When performing an all categories search based on a data base field , you can choose to include students who have no entry in the chosen search category. Choosing to include prints a separate category for all students with no entry in the chosen search field.

E) Active/Inactive Students Choose whether to include active students only, inactive students only or both active and inactive students.

F) Print Preview Choose Yes to generate a print preview for this report. Choose No to send the report directly to the printer.

G) Reg Code Search: Which Att Codes

Register Code searches may be limited to any of the following combinations:

• Excused & Unexcused & Blank

• Excused Only

• Unexcused Only

• Blank Only

• Excused & Blank

• Unexcused & Blank

• Excused & Unexcused

The E/U designation of the Attendance Code found will determine whether it will be included (see “Register Code Links” on page 1-8)

H) Attendance Codes Alpha/Numeric

Determines whether the Attendance Codes in a printed table will appear in numeric (by code record number) or alphabetical order (by code name).


A t t e n d a n c e R e p o r t W r i t e rReport Writer Print Menus

Attendance 6-29

Report Writer Print MenusThe two print menus in the Attendance Report Writer act as the primary filter for any report (see “Primary and Secondary Filters” on page 6-6). From the print menus you choose who to include on the report as well as how they should be listed. If you wish to print the report only for staff members, you can select Staff from the first print menu. To use one of the search/sort options, select it from second print menu.


6-30 Attendance

The following table explains the options.

Report Writer Menu 1Option Description

Grade Number Select the desired grade level (when printing a report for only one grade level).

All Grades Combined Prints for all grades or a range of grade levels indicated in specifications 8 and 9 (see “Specifications” on page 6-25).

All Grades One at a Time Prints for all grade levels sorting students by grade level.

Staff Prints Attendance Reports for Staff.

Inspect/Change Specifications

Opens the Attendance Report Writer Specifications Screen (see “Specifications” on page 6-25).

View/Edit Letters Reports Opens the View/Edit Letters Reports window where you can create or customize attendance reports. See “View/Edit Letters/Reports” on page 6-32 for more information.

Customized State Reports Accesses the report settings and specifications for customized state reports. This feature must be purchased separately. For information on Customized Attendance Reports for your state, please contact our sales department at 1-800-213-9860.


Attendance 6-31

Report Writer Menu 21) All Students

AlphabeticallyPrints All students in alphabetical order.

2) Resume Alphabetical Printing

If printing has been paused, you can resume printing beginning with the next student alphabetically.

3) Individual Students Opens a second window from which you can select individual students to appear on the report.

4) Search by One Field (All Categories)

Allows you to group students based on common data base field entries. Selecting this option opens a new window from which you can select the data base field for the search.

5) Search by Fields You Enter the Criteria

Allows you to search for students who have a specific entry in one or more data base fields. Selecting this option causes a new window to appear from which you will select the data base field, and enter the criteria to use for the search.

A t t e n d a n c e R e p o r t W r i t e rView/Edit Letters/Reports

6-32 Attendance

View/Edit Letters/ReportsThe View/Edit Letters/Reports window allows you to modify any pre-existing report or create a new one. Reports can include any of the Report Writer codes available in the Data Base Report Writer as well those specific to the attendance module (see “Attendance Report Writer Codes” on page 6-42). In the View/Edit Letters/Reports window shown below, you can view the body of any attendance report, and make any necessary changes to codes, text or layout. This manual assumes basic knowledge of report writing in Administrator’s Plus Odyssey. For a more detailed explanation of how to use create and customize reports, refer to Chapter 5 of the Data Base Plus manual.

Viewing and Editing Attendance Reports/Letters WindowWhen you open View/Edit Letters/Reports, you will be prompted to select the report you would like to edit from the window pictured below. If you would like to create a new report from scratch, select a report designated **UNUSED**.


Attendance 6-33

The View/Edit Letters/Reports ToolbarWhen you open the body of a report, the Administrator’s Plus toolbar will display the Report Writer menus described on the following pages.

File Menu

From the FILE drop-down menu, you can Open, Close, Save and Delete reports. You also have the ability to Print the body of the report you are editing. Note that the Windows shortcut key combinations are displayed to the right of each action.

New (Ctrl+N): Allows you to create a new report from scratch. After choosing New, the Viewing and Editing Attendance Reports/Letters menu will appear from which you may choose an **UNUSED** number. After choosing a number you will be asked to type in a name for the report. Pressing Enter will bring you into the editing window.


6-34 Attendance

Open... (Ctrl+O): Allows you to select a pre-existing report to open in the current View/Edit Letters/Reports window.

Close: Exits the body of the report and brings you back to Report Writer Menu 2 where you may choose to print the report.

Save (Ctrl+S): Saves the current report without exiting the View/Edit Letters/Reports window. Use this option as an alternative to F10 (Accept), or if you wish to preview the report (see Preview below).

Save As...: This option should be used if you wish to leave original report unchanged and save the modified report under a different report number and name. Save As... is similar to the Copy function found on the bottom of the Viewing & Editing Attendance Reports/Letters window.

Print: Generates a print-out of the body of the report.

Delete Report: Erases the current report. The report name will be replaced by the name **UNUSED** in the Viewing and Editing Attendance Reports/Letters window.

NOTE: You may also delete or copy a report using the buttons on the bottom right of the Viewing and Editing Attendance Reports/Letters window.

Edit Menu

From the EDIT drop-down menu you have access to many of the tools available for editing the body of a report. Note that the Windows shortcut key combinations listed to the right of each option.

Cut (Ctrl+X): Deletes all highlighted text and saves it to the Windows clipboard so that it may be pasted in a different location.

Copy (Ctrl+C): Copies all highlighted text to the Windows clipboard so that it may be pasted in a different location in the body of a report.

Paste: After cutting or copying text and placing it onto the Windows clipboard, click the paste icon to insert the saved text at the position of the cursor. You may paste the selected text as many times as you wish.

Delete: Totally deletes all highlighted text. If no text is highlighted, Delete will erase one character space to the right of the cursor.


Attendance 6-35

Select All: Highlight the entire body of a report for the purpose of copying and deleting text.

Time/Date: Inserts the time and date at the cursor’s current position. The time and date are in the following format: 04/15/2001 10:25:30 AM.

Undo: Reverses your last action. This tool is helpful when you have made a mistake in editing the body of a report. (You may only undo your last action.)

Redo: Reverses the result of an Undo if you decide that you want to retain your last action.

Bold: Bolds all highlighted text and Report Writer codes (e.g. ~FN~ = John).

Italic: Italicizes all highlighted text and Report Writer codes (e.g. ~FN~ = John).

Underline: Underlines all highlighted text and Report Writer codes (e.g. ~FN~ = John).

Search Menu

The search feature locates and highlights codes and text so that each occurrence of the text may be easily edited. For example, if you needed to adjust all the Tab codes in a specific report, it would enter “~T” in the Find What field in the Find dialog box (see below). Clicking Find will cause the program to highlight the first occurrence of a Tab code. You can then choose Find Next from the Search menu or press Shift+F7 to locate and highlight all succeeding tab codes.


6-36 Attendance

Find (F7): Activates the window seen below. Type the text or code for which you are searching and click Find. You may type entire words or code, or just key letters. The Match Case option allows you to choose whether the case of letters is considered in the search. The Direction option allows you to search the body of a report from top-down, or bottom-up.

Find Next (Shift + F7): Repeats the last search. Clicking the Find button on the menu pictured above performs the same function.


Attendance 6-37

Options Menu

Generate Report: The Generate Report option allows you to edit and preview reports from the same window. While editing the body of a report from the View/Edit Letter/Reports program:

• Save the report• Click the Generate Report button shown above.• Select a grade level or All Grades from Report Writer Print Menu 1.• Select All Students, Individual Students, or perform a database field search.1 Student Per Phone #

The 1 Student Per Phone # setting, used primarily for letters and labels, causes the report to print for only one sibling per family.

Fixed Length Fields

The Fixed Length Fields setting is designed for reports that print data base fields in columns. From the Data Base Plus Address program, you may set the maximum number of characters that will print for each of the 160 possible data base fields. With Fixed Length Fields turned on, columnar reports will have enough room to accommodate this maximum character length. Therefore the columns will line up evenly. Data that is longer than the fixed length will be truncated. Data that is shorter than the fixed length will be padded with spaces. In other words, the data inserted into a report from a particular data base field will take up the same amount of pre-defined space for every student, no matter how long or short the entry. With the fixed length setting off, you may line up columns using the Tab Report Writer codes (e.g. ~T4.25~).

ASCII: Checking ASCII displays the ASCII window below will appear. The path and filename must be entered in the format shown. If you check Overwrite, the existing file will be overwritten with the new one. Selecting Append is selected, adds the new information to the end of the existing file.


6-38 Attendance

Window Menu

The Window menu provides access to different modules by allowing multiple open windows to be arranged according to your preferences.

Cascade: Overlaps all open windows diagonally, with each window’s title displayed in the upper left-hand corner. The title of the open window is also listed on the bottom portion of the Window drop-down menu, below Arrange Icons.

Tile: Stacks open windows one on top of another.

Current Report: Each of the currently open Administrator’s Plus Odyssey windows are listed on the bottom portion of the Window toolbar menu.

Function KeysIn addition to the Report Writer Toolbar, you can use function keys to edit reports. You can either click on the function key buttons at the bottom of the editing window, or press the corresponding function key on your keyboard. The actions of the function keys in Odyssey have changed considerably from prior versions of Administrator's Plus.

F2 FONT opens the font drop-down menu from which you may choose any font in your Windows\Fonts folder. When the font is changed the entire line of text will change to the new font.


Attendance 6-39

F3 FONT SIZE opens the font size drop-down menu from which you may change the size of the highlighted text. When the font size is changed, entire line of text will change.

Pressing F4 FONT COLOR activates the font color drop-down menu. From this menu you may change the color of the fonts in your report (if you use a color printer). When the font color is changed, the entire line of text will change to the new font color.

F5 RENAME replaces option #1 Report Name from the old Viewing Report Number window. The report name is displayed next to the report’s corresponding number at the Report Writer’s Viewing and Editing Attendance Reports/Letters menu. To change a report’s name, open the body of the report and press F5 RENAME. The window pictured below will appear. Type a report name and press Enter. The report name may be up to 45 characters in length, but only 27 of the characters will show up on the Viewing and Editing Attendance Reports/Letters window. The report name may be made up of letters, numbers, or a combination of the two.


6-40 Attendance

F6 LOOKUP invokes a lookup menu listing many of the available Report Writer codes. You may scroll through the codes using the arrow keys on the keyboard, or the up and down arrows on the drop-down menu’s scroll bar. Press Enter or double click the desired code to enter it into the body of the report at the cursor’s current position.

F7 SEARCH activates a search utility which locates and highlights each instance of a particular code so that it may be edited. See “Search Menu” on page 6-35.


Attendance 6-41

F8 PAGE SETUP causes the Printer and Page Setup menu to appear (see “Page Setup” on page 6-54). You can accessed these menus from the Report Writer editing window by pressing the F8 key, clicking F8 PAGE SETUP, or by right clicking on the Administrator's Plus desktop and choosing Print Page Setup.

A t t e n d a n c e R e p o r t W r i t e rAttendance Report Writer Codes

6-42 Attendance

Attendance Report Writer CodesReport Writer codes are variables that tell the program the specific data to print on a report. The codes themselves, designated by surrounding tildes (e.g. ~FN~), act as variables which are replaced with data stored in the Data Base and Attendance modules. In the Attendance Report Writer, you can make use of Universal Report Writer Codes (codes that can be used in any module). In addition, numerous codes designed to print attendance data are included. This section describes both Universal codes, and those specific to the Attendance Report Writer.

Universal Report Writer CodesCode Description

~&~ Continues the current line (printed) when the code proceeds to the next line in the View/Edit Letter/Reports window.

~1~ through ~160~ Prints data found in Data Base Plus Address fields corresponding to the code number.

~AGE~ Age of the student as of the current date.

~AGE1~ Age of the student as of the current date, without the word “AGE:” preceding it.

~BLANK~ Forces a blank line(s) in the report.

~CNXN:#.#~ Centers school information on report headers. The #.# after the colon is the number of inches from left margin to right margin. The X may be replaced with N, U, S, C, or P.

~DATE~ Prints the current date.

~DOB~ Date of birth in the format: MM/DD/YYYY

~DOB6~ Date of birth in the format: MMDDYY

~EMPTY~ Prevents an empty line from printing if no data is found for the variable code on the next line.

~ENDPAGE~ Start of a new page.

~FN~ First name of the student.

~GCT~ Grand count (total number of students on the report).

~GCT1~ Grand count plus 1.

~GFSTART~ Start of the grand footer.

~GFEND~ End of the grand footer.

~GHSTART~ Start of the grand header.


Attendance 6-43

Code Description

~GHEND~ End of the grand header.

~GR~ Grade number of the student.

~HIS~ Prints “his” if M is found in the student’s Sex field or “her” if F is found in the student’s Sex field.

~ID~ ID number of the student (3-digit record number).

~L1~ through ~L17~ Letter head variables pulled from the school information entered in Customize Data Base.

~LN~ Last name of the student.

~MN~ Middle name of the student.

~N1~ through ~N160~

Prints the names of Data Base Plus Address fields.

~ORPHANSTART~ All lines between the ~ORPHANSTART~ and ~ORPHANEND~ codes will be kept together on a page for each student. If there is not enough space on the remainder of a page to print all of a students information, a new page will start. The ~ORPHANSTART~ code should appear on a line before the first line of code or text to be held together.

~ORPHANEND~ Indicates the end of the code or text that will be held together on a page.

~PG~ Current page number.

~PGNUM=X~ Set the page number for page header to value X.

~PGSTART~ Start of the page header.

~PGEND~ End of the page header.

~PRINTPAGEHEADER~

Causes the page header to print on the report.

~REM~ Causes all code and text on the same line to be ignored.

~SC~ Search category if the computer finds categories.

~SCT~ Search count (total number of students within a search category).

~SCT1~ Search count plus 1.

Universal Report Writer Codes (Continued)


6-44 Attendance

Code Description

~SEX~ Prints “son” if M is found in the student’s Sex field or “daughter” if F is found in the student’s Sex field.

~SF~ Search field if the computer finds categories.

~SFC~ Search field(s) and criteria if a data base field search is performed.

~SFSTART~ Start for the search footer.

~SFEND~ End of the search footer.

~SHSTART~ Start of the search header.

~SHEND~ End of the search header.

~SX2~ Prints “he” if M is found in the student’s Sex field or “she” if F is found in the student’s Sex field.

~Tx.x~ Tab to the specified column (measured in inches).

~TAB~ Produces tabs for tab delimited export reports.

~TCT~ Sort count (total number of students within a sort category).

~TCT1~ Sort count plus 1.

~TFSTART~ Start of the sort footer.

~TFEND~ End of the sort footer.

~THSTART~ Start of the sort header.

~THEND~ End of the sort header.

~ULINE:X:Y Underlines text starting from the point X inches from the left margin to Y inches from the left margin.

~UNID~ The unique ID number of the student.

~UNIVERS~ Print search header as grand header.

~WRAPON~ Turn word wrap on.

~WRAPOFF~ Turn word wrap off.

~YEAR~ The current school year.

~YOG~ Year of graduation.

Universal Report Writer Codes (Continued)


Attendance 6-45

Attendance Table CodesWhen Table Codes are inserted into reports, they must be on a line by themselves. However, Tab codes (~Tx.x~) may be used to center a table.

~TABLE1A~ Prints the table pictured below. This is a Register Code view table which lists each Register Code and the dates on which they occurred.

~TABLE1B~ Produces the same table as the ~TABLE1A~ code except that only data for Absent, Tardy and Dismissed codes will print. All other Register Codes are omitted.

~TABLE2A~ Prints the table pictured below. This is a Attendance Code view table which lists each Attendance Code and the dates on which they occurred.

~TABLE2B~ Produces the same table as the ~TABLE2A~ code except that only data for Attendance Codes linked to the Register Codes Absent, Tardy and Dismissed will print. All other attendance codes are omitted.

~TABLE3~ Prints the table shown below which lists the dates for each Attendance Code found within a date interval. This table includes any Attendance Code entered in the Code 1 or Code 2 slot as well as times

.


6-46 Attendance

~TABLE4~ This table is designed for the top of the Daily Records reports. It shows the dates and membership values of each calendar day within a specified date interval

In order for this table to print properly it is recommended that the ~TABLE4~ code be entered using the Courier New font set at 9 pt.

Attendance Table Codes (Continued)


Attendance 6-47

Codes for Attendance Search ReportsCode Description

~ZBDT~ Prints the interval beginning date selected using Specification 4.

~ZFDT~ Prints the interval ending date selected using Specification 5.

~ZYDT~ Prints the year-to-date ending date selected using Specification 6.

~ZLIM~ Prints the search limit selected using Specification B.

~ZREG~ Prints the name of the Register Code used in a Register Code Search (Specification 9).

~ZATT~ Prints the name of the Attendance Code used in an Attendance Code Search. (Specification A).

~ZAMT~ Prints the total amount of the searched Attendance or Register Code for the student. For example, if you are searching for students with more than 5 absences and a student has 7 absences, this code will print the number 7.

This code will only achieve the desired result if Specification 1) Print Letters/Reports For: is set to search for students with more or less than the limit of either a Register or Attendance Code.

~ZAMT:###.##~ This code is the same as ~ZAMT~ except the total amount of the searched code will be formatted according to the format of the pound signs. For example, ~ZAMT:###.#~ will print 7.0.

~ZLES~ This code is used in reports searching for an Attendance or Register Code limit. It prints the words “less than” when searching for students falling short of the search limit, or “more than” when searching for students exceeding the search limit.


6-48 Attendance

~ZDT~ Prints the dates on which the searched Attendance or Register Codes were incurred.

Because the number of dates listed will vary for each student, this code should be used with a word wrap code. Doing so will ensure that the list continues on the next line if necessary. Otherwise the list of dates will be truncated at the end of the line.

Codes for Attendance Search Reports

Codes Specific to a Date or School Day Number

Code Description

~ZDAT:XXX~ A school day number or the letter B or F will replace the XXX. When a school day number is used this code prints the date of the school day number. When the letter B is used, the first attendance date on or after the Interval Beginning Date set by Specification 5) is printed. When the letter F is used, the last attendance date on or before the Interval Ending Date set by Specification 6) is printed. For example, if the Interval Beginning Date is 09-01-2001, but the first date of attendance was on 09-05-2001 the code ~ZDAT:XXX will print “09-05-2001.”

~ZCOD1:XXX~ A school day number or the letter B or F will replace the XXX see ~ZDAT:XXX~ above for a description of these variables). This code prints the description of the students’ code 1 Attendance Code for the school day indicated. For example, ~ZCOD1:34~ prints the description of the code 1 Attendance Code for school day #34.

~ZTIM1:XXX~ A school day number or the letter B or F will replace the XXX see ~ZDAT:XXX~ above for a description of these variables). This code prints the time of the code 1 Attendance Code for the school day indicated by the number replacing the XXX. For example, ~ZTIM1:34~ prints the time for the first Attendance Code a student incurred on school day #34.

~ZCOD2:XXX~

~ZTIM2:XXX~

These codes act the same way as ~ZCOD1:XXX~ and ~ZTIM1:XXX~ except that they print the code 2 Attendance Code or code 2 time.


Attendance 6-49

Codes Specific to an Attendance or Register Code

Code Description

~ZR:XX~ Prints the amount of a specific Register Code. The XX will be replaced by a number from 1 to 25 representing the record number of a Register Code. For example ~ZR:1~ will print the total amount of the Register Code “Absent.”

~ZRN:XX~ Prints the name of a specific Register Code. A number from 1 to 25 representing the record number of a Register Code will replace the XX. For example ~ZRN:2~ will print “Tardy.”

~ZRD:XX~ Prints the dates on which the student has incurred a specific Register Code. A number from 1 to 25 representing the record number of a Register Code will replace the XX. For example, ~ZRD:3~ lists each of the dates on which a student was dismissed.

~ZA:XXX~ Prints the amount of a specific Attendance Code. A number from 1 to 250 representing the record number of an Attendance Code will replace the XX. For example, if Attendance Code record number 1 is Absence the code ~ZA:1~ will print the total number of absence codes found for a student.

~ZAN:XXX~ Prints the name of the Attendance Code indicated by the number following the colon. A number from 1 to 25 representing the record number of a Register Code should replace the XX. For example, if Attendance Code record number 1 is Absence the code ~ZAN:1~ will print “Absence.”

~ZAD:XXX~ Prints a list of the dates of a specific Attendance Code. A number from 1 to 25 representing the record number of an Attendance Code should replace the XX. For example, if Attendance Code record number 1 is “Absence” the code ~ZAD:1~ will lists the dates on which the code Absence was entered for a student.


6-50 Attendance

NOTE: Register reports must be numbered 41 and higher.

Codes for Register the Daily Records ReportsCode Description

~ZIDIS:###.##~ Prints the number days school was in session during the specified date interval. The membership value for each date is used to calculate this sum (see Chapter 7). The pound symbols: ###.## determine the format of the number printed.

~ZYDIS:###.##~ Prints the number of days in session from the beginning of school to the year-to-date indicated by Specification 7.

~ZACD1:X~ Prints a string of Attendance Codes found in a student’s code 1 slot within a date interval. The X will be replaced by a number between 1 and 4 to indicate how many letters of the code name to print. This code is used in the daily records report to print the following table:


Attendance 6-51

Special Register Code 1Code Description

~Z#(01-25)(I,Y)(E,U,P,A,S)(0,1,2,3):###.##~

Special Register Code 1 prints a number of different student Register Code totals needed for a register report. It is made up of 8 variable characters. The characters can be used in various combinations to change the function of Special Register Code 1. For example, each of the register totals printed in the register report shown below is produced using slightly different formats of Special Register Code 1. Each character within this code is described below.

Character 1: “Z” The letter Z indicates this code as an attendance variable.

Character 2: “#” The pound sign identifies this code as a Register Code total.

Character 3-4 “(01-25)

The two-digit number used indicates which Register Code (by record number) will be used.

The following special codes may be used as well:

• 26: Prints the total number of membership days which is calculated by subtracting the number of non-member days from the number of days in session.

• 27: Prints the number of days present. This is calculated by subtracting the number of absences (register code #1) from the number of member days.

• 28: Prints the average daily attendance calculated by dividing the number of days present by the total number of days in session.

• 29: Prints the average daily membership calculated by dividing the number of membership days by the number of days in session.

• 30: Prints the percent attendance which is calculated by dividing the number of students’ days present by the number of membership days.


6-52 Attendance

Code Description

Character 5: “(I or Y)” Use the letter “I” to indicated an interval total. Use the letter “Y” to indicate a year-to-date total.

Character 6 “(E, U, P A or S)”

The letter “E” causes only excused Attendance Codes to be included in the register total. The letter “U” causes only unexcused Attendance to be included. The letter “P” counts only pending Attendance Codes (those with no E or U in the Register Code Link). Use the letter “A” to count all Attendance Codes. The letter “S” must be used when using any of the special codes 26-30 for characters 3-4.

Character 7 “(0-4)” Use the number “0” for an individual student total (normally found in the body of the register). Use a “1” for the totals of the current sort category (normally printed in a sort footer). Use the “2” for the totals of the current search category (normally printed in the search footer). Use the number “3” for the grand totals (normally printed in the grand footer). For example, if you are printing the register sorted by sex, use the number “1” in the sort footer to print the totals for each sex.

Character 8 “:###.##” The pound signs determine the formatting of the number printed. For example ###.# will print 126.5 while ###.## will print 126.50.

Special Register Code 1


Attendance 6-53

Special Register Code 2Code Description

~Z!(001-250)(I,Y)(0,1,2,3):###.##

Special Register Code 2 is similar to Special Register Code 1 except that it prints Attendance Code totals rather than Register Code totals. For example, the totals for each entry and withdrawal code listed in the Entry/Withdrawal report (below) are generated using slightly different combinations of the variables in Special Register Code 2.

Character 1 “Z” Indicates that this code is an attendance variable.

Character 2 “!” The exclamation point indicates that this code is an Attendance Code total.

Character 3-5”(001-250) The 3-digit number determines which Attendance Code is used (by record number).

Character 6 “(I or Y)” The letter “I” generates an interval total. The letter “Y” generates a year-to-date total.

Character 7 “(0,1,2,or 3)” Use the number “0” for an individual student total (normally printed in the body of the register). Use a “1” for the totals of the current sort category (normally printed in a sort footer). Use the “2” for the totals of the current search category (normally printed in the search footer). Use the number “3” for the grand totals (normally printed in the grand footer). For example, if you are searching by homeroom, use the number “2” in the search footer to print the totals for each homeroom.

Character 8 “###.##” The pound signs indicate the formatting of the number printed. For example ###.# will print 126.5 while ###.## will print 126.50.

A t t e n d a n c e R e p o r t W r i t e rPage Setup

6-54 Attendance

Special Register Code 3

~Z#[(01-25)(I,Y)(E,U,P,A,S)(0,1,2,3)(+,-)(01-25)(I,Y)(E,U,P,A,S)(0,1,2,3)]

This code allows different Register Codes to be added or subtracted in order to formulate new codes when printing reports. For example, assume you want to add all unexcused tardies and absences together. The tardy code is ~Z#02YA0:###.##~ and the absence code is ~Z#01YA0:###.##. Your new code would be ~Z#[01YA0+02YA0]:###.##~. See “Special Register Code 1” on page 6-51 for an explanation of each variable.

Page SetupAdministrator’s Plus print jobs can be sent to any local or networked printer connected to your computer. Because different printers may be connected to different workstations, each report has a Page Setup and Printer Setup window specific to each Administrator's Plus user. Every time a user makes changes to the Page Setup and/or Printer Setup settings inside a particular report or program, they are saved inside the individual’s user folder. Consequently, the same report may be printed on different printers with alternate settings for each user.

Page Layout Menu Use the Page Layout menu to select paper type, source, orientation and margins.

A t t e n d a n c e R e p o r t W r i t e rPage Setup

Attendance 6-55

Printer Setup MenuFrom the Printer Setup menu you may change the default printer for the report. This menu also displays the printer’s status, type and network path. Click Properties to change options that are specific to the type of printer you have, such as paper source and duplexing features.

Page Layout Menu OptionsSize The Size drop down menu lists possible paper types available for

any report. The default size is letter (8½ x 11).

Source Source allows you to specify from what printer tray or manual feed source the paper will originate when printing.

Orientation Orientation can be set to either portrait or landscape. The initial default setting for all reports is portrait (except wide report cards and transcripts).

Margins The page margins are measured in inches. You may change left, right, top and bottom margins by typing a value in the corresponding boxes.

Printer Clicking Printer brings you to the printer setup menu.

Printer Setup MenuName Displays the name of the printer currently set to print the report.

Change printers using the drop down arrow to select a printer.

Status Indicates whether the printer is busy, paused, or is ready to print.

Type Displays the brand and model number of the currently selected printer.

Where Names the line printer port or network path to the selected printer.

Properties Activates the selected printer’s Properties menu (see below).

A t t e n d a n c e R e p o r t W r i t e rThe Default Reports

6-56 Attendance

Printer PropertiesThe printer Properties menu varies depending on the brand and model of your printer. You can access a printer’s Properties menu from the Windows/Printers folder, or by clicking on the Properties button in the Printer Setup menu.

The default printer settings will reflect the most commonly used page layout, paper source and paper type. If you need to change a setting for a particular report in Administrator's Plus, you should change it from the Printer Setup menu.

The Default ReportsIn this section each of the default reports is described with recommended specification settings as well as examples of how the generated report will look. In addition, a line-by-line description of the report body is given for selected default reports.

#1 Advisor’s ReportThe Advisor’s report lists the names of each student absent today along with parent home and work phone numbers. It can be used by students’ advisors to call the homes of absent students. The report is set up to search for all unexcused absences occurring on the most recent date of attendance. Specification 2) Print Letters/Reports For: should be set to Reg Code on Final Interval Date. If you wish for this report to include excused and pending absences change Specification G) Reg Searches: Which Att Code: to Excused, Unexcused & Blank.


Attendance 6-57

Body:

Line 1: This line is removed during printing by the ~REM~ code. It liststhe recommended top, bottom, left and right margins as well asthe report’s last modified date.

Line 2: The ~SHSTART~ code indicates the start of the search headerwhich prints at the beginning of each found search category. Eachline of text and code between the ~SHSTART~ and ~SHEND~codes make up the search header.

Line 3: The ~UNIVERS~ code allows the search header to act as a grandheader when a search is not being performed.

Line 4: The ~ENDPAGE~ code used within the search header causes anew page to be printed for each found search category.

Line 6: The ~CNNN:8.0~ centers the school name.

Line 8: This line prints the report title which consists of straight text:“ADVISORS REPORT (UNEXCUSED ABSENCES) for:”followed by the codes ~ZDAT:F~ which prints today’s date. The~ULINE:0.0:4.1~ produces an underline from the left margin to


6-58 Attendance

4.1 inches from the left margin.

Line 9: The text “BY” is followed by the ~SFC~ code which prints thesearch field(s) and criteria if a search criteria is used. A tab stop of6.85 inches separates the search field and criteria from the~GRHD~ code which prints either “GRADE X”, “ALLGRADES” or “INDIVIDUAL STUDENTS” depending on theoption you select from Report Writer Print Menu 1.

Line 10: ~HLINE:33~ underlines the information on line 10. The variables3 and 3 following the colon produce a thick line positioned at thetop of the line.

Line 13: This line consists of the headings for each column of the body ofthe report. Each heading: “ID, NAME, ATT CODE, HOMEPHONE, PARENT/GUARDIAN, and WORK PHONE” isseparated by a tab stop so that they will line up over the printeddata below. This line uses an underlined font selected byhighlighting the line and clicking the button.

Line 15: ~SHEND~ indicates the end of the search header.

Line 16: The ~ORPHANSTART~ and ~ORPHANEND~ codes cause allinformation for a particular student to be printed on the samepage. ~ORPHANSTART~ indicates the beginning of the text thatwill remain together.

Line 17: The ~GR~~ID~) combination prints students’ 5-digit recordnumber followed by an end parenthesis. ~FN~ ~LN~ printstudents’ first and last names respectively. The~ZCOD1:F~ codeprints the description of the attendance code found in the code 1slot for the most recent date of attendance. The default homephone number field is printed using the field code ~6~. Thecharacter | prints as text to create the vertical line seen between thehome phone number and Parent Name information. ~1~ prints theparents name as listed in field one of the Address program. ~10~prints the data from the default Emergency Phone field.

Line 18: The ~ZCOD2:F~ code will print the description of the code 2attendance code (if any) incurred on the most recent date ofattendance. It is preceded by a tab stop of 2.5 inches so that it willline up under the code 1 description (see line 17).

Line 19: ~HLINE:13~ produces a thin line that separates the informationfor each student.

Line 20: ~ORPHANEND~ indicates the end of the information that will


Attendance 6-59

remain together for each student.

Line 21: ~SFSTART~ indicates the start of the search footer. All lines oftext and code appearing between the ~SFSTART~ and ~SFEND~codes will print at the end of the data found within the searchcategory.

Line 23: The text: “TOTAL” is followed by the code ~SF~ which prints thename of the search field. ~SC~ prints the search category, and~SCT~ prints the total number of students within the searchcategory. For example, if you choose to print this report searchingon the Homeroom field and sorting by sex, this line may read“TOTAL FOR HOMEROOM”. This line is underlined using the

button.

Line 24: ~SFEND~ indicates the end of the search footer.

Line 25: The ~GFSTART~ code indicates the start of the grand footer. Alltext and code appearing on lines between the ~GFSTART~ and~GFEND~ codes are included in the grand footer and will print atthe end of the report.

Line 28: This line prints the text, “NAMES ON THIS REPORT” which isfollowed by the ~GCT~ which will print the total number ofstudents appearing on the report.

Line 29: ~GFEND~ indicates the end of the grande footer.

#2 Phone Master ExportThe Phone Master Export Report generates a tab delimited ASCII file consisting of students’ names and phone numbers. The ASCII file, named scratch.asc is exported to the data folder for the current school year, and is used by the Phone Master automatic dialer to call the homes of absent students.


6-60 Attendance

#3 Attendance Code ReportThis report lists students’ Attendance Codes within the date interval indicated by Specifications 5 and 6. This report should be printed for All Selected Students (Specification 2). All Attendance Codes incurred by students within the date interval will appear on the report except for those linked to entry and withdrawal codes (see “~TABLE2B~” on page 6-45).

Body:

The bodies of the Attendance Code Report, Register Code Report (see Report #4) and Table Report (see Report #5) are similar, with the exception of the table code used. In the attendance report writer the ~TABLEx~ codes produce a printed table of students’ attendance or register codes incurred within a date interval (see “Attendance Table Codes” on page 6-45).

Line 1: This line is removed during printing by the ~REM~ code. It liststhe recommended top, bottom, left and right margins for thereport as well as the report’s last modified date.

Line 2: The ~SHSTART~ code indicates the start of the search headerwhich prints at the beginning of each found search category. Eachline of text and code between the ~SHSTART~ and ~SHEND~codes make up the search header.

Line 3: The ~UNIVERS~ code allows the search header to act as a grand


Attendance 6-61

header when a search is not being performed.


Line 5: The ~DATE~ code prints the current date. This is followed by a9.8 inch tab stop and the current page number (~PG~).

Line 7: The ~CNNN:8.0~ centers the school name.

Line 9: The text ATTENDANCE REPORT (Attendance Code): isfollowed by ~GRHD~ which prints either “GRADE X”, “ALLGRADES” or “INDIVIDUAL STUDENTS” depending on theoption you select from Report Writer Print Menu 1. The~ULINE:0.0:4.0~ code produces an underline (from 0 to 4 inchesfrom the left margin).

Line 11: The text “BY” is followed by the ~SFC~ code which prints thesearch field(s) and criteria if a search criteria is used. A tab stop of


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5.25 inches separates the search field and criteria from the~ZBDT~ and ~ZFDT~ which prints the beginning and endingdates in the specified date interval.

Line 12: ~HLINE:33~ underlines the information on line 10. The variables3 and 3 following the colon produce a thick line positioned at thetop of the line.


Line 15: The ~PGSTART~ code indicates the start of the page header. Allcodes and text appearing on lines between the ~PGSTART~ and~PGEND~ codes will appear at the top of a new page.

Line 16: A tab of 7.15 inches, is followed by the text, “Page” and the ~PG~code which will print the current page number.

Line 18: ~PGEND~ indicates the end of the page header.

Line 19: The ~ORPHANSTART~ and ~ORPHANEND~ codes cause allinformation for a particular student to be printed on the samepage. ~ORPHANSTART~ indicates the beginning of the text thatwill remain together.

Line 20: The codes ~FN~ and ~LN~ print students’ first and last namesrespectively. A tab of 2.75 inches separates the student namesfrom their ID numbers (produced by the code ~ID~).

Line 22: ~TABLE2B~ prints Attendance Codes that are linked to theRegister Codes Absent, Tardy and Dismissed.

Line 23: ~HLINE:11~ produces a thin line that separates the informationfor each student.

Line 24: ~ORPHANEND~ indicates the end of the information that willremain together for each student.

Line 25: ~SFSTART~ indicates the start of the search footer. All lines oftext and code appearing between the ~SFSTART~ and ~SFEND~codes will print at the end of the data found within the searchcategory.

Line 27: The text: “TOTAL” is followed by the code ~SF~ which prints thename of the search field. ~SC~ prints the search category, and~SCT~ prints the total number of students within the search


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category.



Line 32: This line prints the text, “NAMES ON THIS REPORT” which isfollowed by the ~GCT~ which will print the total number ofstudents appearing on the report.

#4 Register Code ReportThis report lists Register Codes and dates for each student included on the report. All Register Codes occurring within the date interval indicated by Specifications 5 and 6 are included. This report should be printed for All Selected Students (Specification 2). The body of this report is similar to that of report #3 Attendance Code Report except that it uses the ~TABLE1B~ code on line 22. ~TABLE1B~ prints a Register Code View table showing each occurrence of the Register Codes Absent, Tardy and Dismissed.


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#5 Table Report

The Table Report displays students’ Attendance Codes just as the calendar view window of the Correct program. This report should be printed for All Selected Students (Specification 2). The ~TABLE3~ code used on line 20 of this report prints all Attendance Codes found in both the code 1 and code 2 slots within a specified date interval.

#6 Attendance Code Search: All

This report searches for students with more or less than the specified Attendance Code limit within a date interval. For each student found, all Attendance Codes incurred within the date interval are printed along with dates. The Attendance Code used for the search is selected using Specification B) Attendance Code for Searches. The limit is selected using Specification C) Register/Attendance Code Limit. Specification 2) Print Letters/Reports For: must be set to Students Exceeding Attendance Code Limit, or Students with Less Than Attendance Code Limit.


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Body:

The body of the Attendance Code Search: All report is identical to that of the Attendance Code Report (see “#3 Attendance Code Report” on page 6-60). However, this report includes the line “Students with ~ZLES~ ~ZLIM~ of the code: ~ZATT~.” The ~ZLES~ code is replaced by the words “more than” if Specification 2 is set for Students Exceeding Attendance Code Limit. ~ZLES~ is replaced by the words “less than” is Specification 2 is set for Students with Lower than Attendance Code Limit. ~ZLIM~ is replaced by the Attendance Code limit selected using Specification C. ~ZATT~ is replaced by the Attendance Code selected using Specification B.

#7 Register Code Search: AllThis report lists students who have more than or less than the specified Register Code limit within a date interval. For each student found, all Register Codes are printed along with the dates on which they occurred. This report will search for students who have the Register Code selected using Specification A) Register Code for Searches. The limit is


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selected using Specification C) Register/Attendance Code Limit. Specification 2) Print Letters/Reports For, must be set to Students Exceeding Register Code Limit, or Students with Less Than Register Code Limit.

Body:

The body of the Register Code Search: All report is identical to that of the Attendance Code Report (see Report “#3 Attendance Code Report” on page 6-60). However, this report uses ~TABLE1B~ which prints each occurrence of the Register Codes Absent, Tardy and Dismissed. Similar to Report #6 Attendance Code Search: All, this report includes the line “Students with ~ZLES~ ~ZLIM~ of the code: ~ZREG~.” The ~ZLES~ code is replaced by the words “more than” if Specification 2 is set for Students Exceeding Attendance Code Limit. ~ZLES~ is replaced by the words “less than” if Specification 2 is set for Students with Lower than Attendance Code Limit. ~ZREG~ is replaced by the Register Code selected using Specification A.~ZLIM~ is replaced by the Register Code limit selected using Specification C.


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#8 Attendance Sch: Totals OnlyThis report searches for all students exceeding or falling short of an Attendance Code limit within a specified date interval. For each found student, the total amount of the searched Attendance Code is listed to the right of the student’s name.

#9 Register Code Sch: Totals OnlyThis report searches for all students exceeding or falling short of a Register Code limit within a specified date interval. For each found student, the total amount of the searched Register Code is listed to the right of the student’s name.


6-68 Attendance

#10 Att Search: 1 Dates This report lists students who have more than or less than the specified Attendance Code limit within a date interval. For each student found, the amount of the searched Attendance Code is printed along with the dates on which they occurred. The searched Attendance Code is selected using Specification B) Attendance Code for Searches. The limit is selected using Specification C) Register/Attendance Code Limit. Specification 2) Print Letters/Reports For, must be set to Students Exceeding Attendance Code Limit, or Students with Less Than Attendance Code Limit.

#11 Reg Search: 1 Dates

This report lists students who have more than or less than a limit of the specified Register Code within a date interval. For each student found, the amount of the searched Register Code is printed along with the dates on which they occurred. The searched Register Code is determined by Specification A) Register Code for Searches. The limit


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is selected using Specification C) Register/Attendance Code Limit. Specification 2) Print Letters/Reports For: must be set to Students Exceeding Register Code Limit, or Students with Less Than Register Code Limit.

#12 Entry Codes: Day 0This report searches for students who have an entry code on day 0. Because day 0 is reserved for entry codes the report will print any Attendance Code appearing in the code 2 slot. The Entry Codes: Day 0 report will print for all students, whether or not an entry code appears in day 0.


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#13 Entry Code SearchThe Entry Code Search searches for all students with one or more entry codes within the specified date interval. Each student found with at least one entry code is printed along with the entry code and date entry of the most recent entry.

#14 Withdrawal Code SearchThe Withdrawal Code Search report is identical to report #13 Entry Code Search except that it searches for and prints students’ withdrawal codes.


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#15 Enrollment Totals

The Enrollment Totals report prints the total number of students who are current members. This report can be searched/sorted by any data base criteria you choose (a search by homeroom, sort by sex is shown below). In order for this report to be accurate, Specification E) Active/Inactive Students must be set to Active Students Only. This report should be printed for All Grades (see “Report Writer Menu 1” on page 6-30).


6-72 Attendance

#16 Daily Records (1 cd)This report lists Attendance Codes appearing in the code 1 slot for each day within the date interval (Specifications 5 and 6). If you wish to print both code 1 and code 2, see reports 18 Daily Rec (2 cd) and 19 Daily Rec 2 cd wide.

The top portion of this report prints the school day number, date and membership value, (in parentheses), for each day within the specified date interval. Up to 38 days may be printed on this report. To include more dates see Report # 17.

Body:

Line 1: This line consists of the recommended page layout and marginsettings for this report. It begins with a ~REM~ code which tellsthe program to ignore the entire line when printing the report.

Line 2: ~SHSTART~ indicates the start of the search header.

Line 3: The ~UNIVERS~ code allows the search header to act as a grandheader when a search is not performed.


Line 5: The ~DATE~ code prints the current date. This is followed by a


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9.8 inch tab stop and the current page number (~PG~).

Line 6: ~CNNN:11~ centers your school’s name.

Line 8: The text, “DAILY RECORDS REPORT” is followed by the~GRHD~ code will be replaced by the text “ALL GRADES,”“GRADE X” or “INDIVIDUAL STUDENTS” depending on theoption selected from Report Writer Menu 1 (see “Report WriterMenu 1” on page 6-30). ~ULINE0.0:2.5~ produces the underlinefor the report title.

Line 10: The text “BY” is followed by the ~SFC~ code which prints thesearch field and category if the report is printed using a data basesearch criteria. A tab of 8.15 inches is followed by ~ZBDT~ Thru~ZFDT~ which will print as the date selected by Specification 5)Interval Beginning Date, the text “Thru” and the date selected bySpecification 6) Interval Ending Date (i.e. 09-01-2001 Thru 09-30-2001).

Line 11: The ~HLINE:3:3~ code creates a thick line positioned at the top of


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line 8, providing the underline for line 7.

Line 12: A tab of 0.4 inches is followed by ~TABLE4~ which prints thetable of dates between the report’s interval beginning and endingdates. Each school day is printed with dates and membershipvalue.

Line 14: This line provides the column headings for the student names anddaily attendance data. The text “NAME” is followed by a tab of1.7 inches. The character “|” is used to separate the school dayheadings and will line up with the “|” characters between theattendance data codes found on line 19.

Line 15: The ~HLINE:3:3~ code creates a thick line positioned at the top ofline 15.


Line 17: The ~PGSTART~ code indicates the start of the page header. Allcodes and text appearing on lines between the ~PGSTART~ and~PGEND~ codes will appear at the top of a new page.

Line 18: A tab stop of 9.8 inches precedes the text, “Page #” and the ~PG~code which prints the current page number.

Line 20: This line is identical to line 14. It is positioned within the pageheader codes, providing column headings on each new page.

Line 21: This line is identical to line 15. It provides the underline for thecolumn headings on each new page.

Line 22: The ~PGEND~ code indicates the end of the page header.

Line 23: ~LIN:4~ prints a dashed line every 4 students.

Line 24: ~LN~; ~FN~ prints the student’s last name, and first nameseparated by a semicolon. A tab of 1.7 inches is followed by the~ZACD1:2~ code which prints a line including any AttendanceCode found in the code 1 slot of a student’s record within the dateinterval. The number 2 following the colon in this code indicatesthe number of characters of the Attendance code name to print.

Line 25: ~SFSTART~ indicates the start of the search footer. All lines oftext and code appearing between the ~SFSTART~ and ~SFEND~codes print at the end of the data found within the search category.

Line 27: The text: “TOTAL” is followed by the code ~SF~ which prints thename of the search field. ~SC~ prints the search category, and


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~SCT~ prints the total number of students within the searchcategory. For example, if you choose to print this report searchingon the Homeroom field and sorting by sex, this line may read“TOTAL FOR HOMEROOM.” This line is underlined using the

button.



Line 32: This line prints the text, “GRAND TOTAL” which is followed bythe ~GCT~ which will print the total number of students appearingon the report.

Line 33: ~GFEND~ indicates the end of the grand footer.

#17 Daily Records 1 cd wideThis report is identical to Report #16, (see page “#16 Daily Records (1 cd)” on page 6-72), except that it prints up to 53 days worth of attendance data. In order to provide sufficient space for 53 days the report must be printed in Landscape orientation.

#18 Daily Records (2 cd)This report is identical to Report #16 (see page “#16 Daily Records (1 cd)” on page 6-72) except that it prints both attendance codes found in the code 1 slot and code 2 slot of a student’s record. Attendance data for up to 27 days can be printed on this report.

#19 Daily Records 2 cd wide This report is identical to Report #16 (see page “#16 Daily Records (1 cd)” on page 6-72) except that it prints both attendance codes found in the code 1 slot and code 2 slot of a student’s record. This report is designed to print in Landscape orientation so that attendance data for up to 40 days can be printed.


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#20 Att on Final DtThis report prints a list of students with any attendance code found in the code 1 slot on the most recent date of attendance. The specifications for this report should be similar to those of the Advisor’s Report (#1) except that Specification 2) Print Letters/Reports For: should be set to Att Code on Final Interval Date.

#21 Letter HeadThis report can be copied into an **UNUSED** report number as a basis for creating a new attendance letter. After copying the report, type the body of the letter including text and Report Writer codes below the student first and last name codes.


Attendance 6-77

Body:

Line 1: This line is removed during printing by the ~REM~ code. It liststhe recommended top, bottom, left and right margins as well asthe report’s last modified date.

Line 2: The ~ENDPAGE~ code starts a new page.

Line 3: ~CNNN:7.5~ prints the school name in the center of the page.

Line 4: ~CNCN:7.5~ prints the school street address in the center of thepage.

Line 5: ~CNSN:7.5~ center-prints the city, state and zip code of theschool.

Line 6: ~CNPN:7.5~ prints the centered phone number of the school.

NOTE: The information for each of the codes: ~CNNN~, ~CNCN~, ~CNSN~, and ~CNPN~ as well as the names for Admin #1-4, can be entered into the database under File Customize School Information.

Line 8: The~L6~ code prints the title of Admin #1. This is followed by~L5~ which prints the name of Admin #1. A tab stop of 5.2 inches


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precedes ~L10~: ~L9~ which prints the title and name of Admin#3.

Line 9: ~L8~ prints the title of Admin #2. This is followed by ~L7~ whichprints the name of Admin #2. A tab stop of 5.2 inches precedes~L15~: ~L14~ which prints the title and name of Admin #4.

Line 12: The ~DATE~ code will print the current date.

Line 15: The text “To” is followed by a tab of 0.4 inches and the ~1~ codewhich prints the contents of the Parent Guardian field.

Line 16: The ~EMPTY~ code tells the program not to print a blank line ifthe contents of the field designated by the code on the next line (inthis case ~2~ for parent street address), is blank.

Line 17: A tab of 0.4 inches is provided before the ~2~ which prints thecontents of the Parent Street Address field.

Line 18: A tab of 0.4 inches is provided before the ~3~, ~4~ and ~5~ codeswhich print the parent city, state and zip code.

Line 20: The text “RE:” is followed by the ~FN~ and ~LN~ codes whichprints the student’s first and last name respectively.

Line 24: The text “Dear” is followed by a tab of 0.4 inches and the code ~1~which prints the contents of the Parent Guardian field.

Line 26-27: The ~WRAPON~ and ~WRAPOFF~ codes are provided so thatany text or code inserted into the letter will wrap from one line tothe next. Without the wordwrap codes, the body of the letter maytruncate at the end of a line.

#22 Letter with TableNOTE: When printing letters, if Specification 5) Duplicate Letter Check is set to On, any letters

printed for students will be recorded in their attendance records and may be viewed or printed with the Correct program. Moreover, if a letter has already been printed for a student, it will not be printed again.

This report prints a generic search letter intended to be printed for students exceeding a register code limit. All Attendance Codes which occurred within the specified date interval are printed along with dates. The table, printed in the middle of each letter is in the same format as the attendance code view window in the Correct program, (see“Attendance Code View” on page 5-7). It displays students’ totals and dates for all attendance codes in which they have at least one Attendance Code. Note that in the following example, although the search was for students exceeding 3 of the Register Code, Absent, the table prints the actual Attendance Codes linked to Absent. When


Attendance 6-79

doing a search based on a Register Code, Specification G) Reg Searches: Which Att Code allows the search to be limited to excused, unexcused, pending or all occurrences of the Register Code.

Body:


6-80 Attendance

NOTE: The body of any letter can be easily edited to suit your needs and preferences. To make this letter appropriate for a search on tardies, replace each occurrence of the word “absences” with the word “tardies.”

Line 1-24: Lines 1-24 of this report are identical to those of Report #21)Letter Head (see “Body:” on page 6-77).

Line 26: ~WRAPON~ turns wordwrap on. All lines appearing between the~WRAPON~ and ~WRAPOFF~ codes will wrap to the next lineas needed.

Line 27-29: These lines make up the first paragraph of the letter. The text ofthese lines may be edited by typing the desired text. The ~L1~code on line 15 prints your school’s name.

Line 31: This line consists of a combination of text and code. The codes~ZBDT~, ~ZFDT~, ~SEX~, ~FN~ and ~ZAMT~ print theinterval beginning date, the interval ending date, the word “son” or“daughter” (based on the code found in the student’s SEX field inthe Address program), the student’s first name and the totalnumber of absences (or other searched register code).

Line 32: ~WRAPOFF~ turns wordwrap off.

Line 34: ~TABLE2B~ prints Attendance Codes the student received thatare linked to the Register Codes Absent, Tardy and Dismissed.

Line 36: ~WRAPON~ turns word wrap on.

Line 37-39: These lines make up the second paragraph of the letter. The ~L11~code on line 27 prints the school phone number.

Line 40: ~WRAPOFF~ turns wordwrap off.

Line 42: A tab of 5 inches is provided before printing the word “Sincerely.”

Line 45: A tab of 5 inches is provided before printing the name of Admin #1as listed in Customize School Information.

Line 46: A tab of 5 inches is provided before printing the position of Admin#1 as listed in Customize School Information.

#23 Tardy Today LetterThis letter is designed to be printed for every student that is tardy on the most recent calendar day. Specification 6) Interval Ending Date will always default to the current date.


Attendance 6-81

When printing this letter, must set Specification 1) Print Letters/Reports For to Register Code on Final Interval Date, and Specification A) Register Code for Searches to Tardy.

#24 Letter Abs DatesThis letter is similar to #22, however, instead of printing the table, it prints only those dates on which the student was absent.

#25 10 Abs LetterThis letter is designed to be printed for any student with 10 or more absences. In order to search for only those students exceeding 10 absences, Specification 2) Print Letters/Reports For should be set to Students Exceeding Register Code Limit. Specification A) Register Code for Searches should be Absent. Specification C) Reg/Att Code Limit should be 9. Specification G) Reg Searches: Which Att Code determines whether to include excused, unexcused and/or pending absences in the search (see “Excused or Unexcused Register Code Links” on page 1-10).

When used in conjunction with reports 26 and 27, you can send three different letters to parents after students’ have exceeded 10, 15 and 20 absences. To ensure that a student with between 10 and 14 absences does not receive the 10 Abs letter a second time, you must set Specification 4) Duplicate Letter Check to On before printing each report. The body of report 25, 26 and 27 are identical to report #24, but can be modified to suit your needs and preferences.


6-82 Attendance


When used in conjunction with reports 25 and 27, you can send three different letters to parents after students’ have exceeded 10, 15 and 20 absences. To ensure that a student with between 15 and 19 absences does not receive the 10 or 15 Abs letter a second time, you must set Specification 4) Duplicate Letter Check to On before printing each report. The body of report 25, 26 and 27 are identical to report #24, but can be modified to suit your needs and preferences.


When used in conjunction with reports 25 and 26, you can send three different letters to parents after students’ have exceeded 10, 15 and 20 absences. To ensure that a student with more than 20 absences does not receive the 10 or 15 or 20 Abs letter a second time, you must set Specification 4) Duplicate Letter Check to On before printing each report. The body of report 25, 26 and 27 are identical to report #24, but can be modified to suit your needs and preferences.


Attendance 6-83

#28 Tardies OnlyThis report lists students’ total tardies and gives a break-down of tardies by pending, excused and unexcused designations. Using Specification 2) Print Letters/Reports For, the report will search for and print only those students with greater than or less than a specified number of tardies, where Specification A) Register Code for Searches is set to Tardy.

#30 Table Report: 1 PerThis report is similar to Report #5 Table Report except that it prints one student per page. It lists all Attendance Codes for both the code 1 and code 2 slots which occurred during the specified date interval.

#36 Absences OnlyThis report is similar to Report #30 Tardies Only except that it provides a break-down of students’ absences. Using Specification 2) Print Letters/Reports For, the report will search for and print only those students with greater than or less than a specified number of absences, where Specification A) Register Code for Searches is set to Absent.

NOTE: The report slots numbered 41-60 are reserved for register reports. When copying an Attendance Code report it is important to use an unused report number in a column other than column 3.


6-84 Attendance

#42 RegisterThis report prints attendance statistics for any interval of dates and for the year-to-date. For each student, it shows total membership days, days present, absences, tardies and dismissals. The last page of the report prints overall attendance totals (see “#43 Register Totals” on page 6-87).

The register may be sorted by any Data Base field criteria, such as homeroom. When you choose this option (see“Report Writer Menu 2” on page 6-31), a register for students in each homeroom is followed by the totals page for that homeroom. The final page of the report prints attendance totals for all students.


Attendance 6-85

Body:

Line 1-12:Lines 1-12 produce the report heading for the register. Thecodes used are similar to those in the Daily Records Report(see “#16 Daily Records (1 cd)” on page 6-72).

Line 13: This line prints the interval beginning date (Specification 5)with the code ~ZBDT~ “to” the interval ending date (Specifi-cation 6) with the code ZFDT~, and “Year Thru” the year todate ending date (Specification 7) using the code ~ZYDT~.

Line 14: This line consists of headings entered as straight text that willprint at the top of each column.

Line 15: ~HLINE:33~ underlines the information on line 10. The vari-ables 3 and 3 following the colon produce a thick line posi-tioned at the top of the line.


Line 17: The ~PGSTART~ code indicates the start of the page header.All codes and text appearing on lines between the


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~PGSTART~ and ~PGEND~ codes will appear at the top of anew page.

Line 18: The text Page # is followed by ~PG~ which prints the currentpage number.

Line 20-22:Are identical to lines 14-16 and produce the same headingsin the page header (at the top of each new page) that is seen onthe first page of the report.

Line 23: ~PGEND~ indicates the end of the page header.

Line 24: The ~LIN:4~ code causes a dashed line to be printed afterevery 4 students.

Line 25: This line of code produces the students’ names as well asattendance data for the date interval and year-to-date. Varia-tions of Special Register Code One (see page “Special Regis-ter Code 1” on page 6-51).

Line 26: ~SFSTART~ indicates the start of the search footer. All linesof text and code appearing between the ~SFSTART~ and~SFEND~ codes will print at the end of the data found withinthe search category.

Line 27-29:These lines are identical to lines 4-6 and produce a newpage with the page number and school name for the totals por-tion of the report.

Line 32-108: The remainder of the report is explained under Report#43 Register Totals.


Attendance 6-87

#43 Register TotalsThis report prints only the totals page from Report #42. Use this report to show just the register totals for your entire school without printing the data for each student.


6-88 Attendance

Body:

The description of the body of report 43 begins with line 13 and ends with 41. It includes only those codes that produce the register sort totals. The three sections of this report are the sort totals, the search totals, and the grand totals. If no search is performed, only the grand totals page will print. If a search without a sort is performed one page will print for each found search category (i.e. male and female), plus the grand totals page. If a search and sort is performed, one page will print for each found search/sort category (i.e. males in homeroom 100, females in homeroom 100 when searching on sex and sorting by homeroom).

NOTE: Descriptions of the headers are excluded, however they are similar to those described under report 42 (see “Body:” on page 6-85).

Line 1-11:Lines 1-12 produce the report heading for the register. Thecodes used are similar to those in the Daily Records Report(see “#16 Daily Records (1 cd)” on page 6-72).

Line 13: The text “NUMBER OF STUDENTS”: is followed by ~TCT~which prints the total number of students found with the sortcategory (if a sort is performed).

Line 16: This line produces the underlined heading for the first block ofregister totals. It prints the word “INTERVAL”: followed bythe interval beginning date and interval ending date.

Line 18: The word “SESSION” is followed by the code~ZYDIS:#####.##~ which prints the number of days in ses-sion within the date interval (Specifications 5 and 6).

Line 19-26: These lines consist of text and variations of Special Regis-ter Code 1, used to produce the interval totals (see “SpecialRegister Code 1” on page 6-51).

Line 31: This line consists of the words “YEAR THROUGH” followed


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by the code ~ZYDT~ which prints the Year-to-Date EndingDate (Specification 7).

Line 33: The word “SESSION” is followed by the code~ZYDIS:#####.##~ which prints the number of days in ses-sion from the beginning of school to the year-to-date indicatedby Specification 7.

Line 34-41:These lines consist of text followed by variations on Spe-cial Register Code 1.

Line 42: The ~TFEND~ code indicates the end of the sort footer.

The remainder of the report consists of the same codes as lines 3-41. However, lines 44-84 are located within a search footer, and therefore produce a separate page of totals for each search category. Lines 85-124 are located within a grand footer and therefore make up the grand totals page. If no search or sort is performed only the grand totals page will print.

#44 Daily Rec/RegisterThis report combines the Daily Records Report #16 (see page “#16 Daily Records (1 cd)” on page 6-72) and the Register Report #42 (see page “#42 Register” on page 6-84) into a single report. There is room for up to 32 days on the daily records portion because only the code 1 attendance code is printed.


6-90 Attendance

#46 Register Search & Sort

This is the same as the Register report #42 except that it supports both searching and sorting as well as totals. For example, you could search by city and sort by bus to get a report showing separate statistics for students who live in each town. The statistics are then further broken down by bus number. A grand totals page is included at the end of the report.

#47 Grade-by-Grade RegisterThis report shows the register totals broken down by grade level. It should be run for All Grades one at a Time (see “Report Writer Menu 2” on page 6-31).


Attendance 6-91

#48 Register: Absence Ex & UnexThis report is the same as the Register Report #42 except that it prints excused and unexcused absences separately.

A t t e n d a n c e R e p o r t W r i t e rPrinting Attendance Reports

6-92 Attendance

Printing Attendance ReportsUse the following procedure to print an attendance report.

To Print an Attendance Report:

1 After navigating to the Attendance Report Writer, select the desired task from the task menu.

NOTE: If you wish to print a report that is not setup with one of the available tasks, you can select any task. This will open the Specifications window where you can change the specifications (including the active report) as desired.

2 Select the desired specifications (see“Specifications” on page 6-25) and then click Done.The specifications window appears.


Attendance 6-93

3 Select a grade level, All Grades or Staff from Report Writer Print Menu 1 (see “Report Writer Print Menus” on page 6-29).

4 Select All Students/Staff, Resume, Individual Students/Staff, Search by one Field (all categories) or Search by Fields (you enter criteria) from Print menu 2 (see “Report Writer Print Menus” on page 6-29).


6-94 Attendance

•If you choose Search by one field (all categories) you will be prompted to select the search field from the menu pictured.

• If you choose Search by fields (you enter criteria), you must select both the search field and search criteria you wish to use, and then click or press F10 (Accept).


Attendance 6-95

5 After selecting either of the search options, you may also select a sort field.

If Specification F) Print Preview is set to Yes, the report will appear in the print preview window.

6 Press F9 (Print) to send the report to the printer.7 Use the Print menu shown below to select the printer, all or selected pages

and the number of copies.

A t t e n d a n c e R e p o r t W r i t e rEditing Reports

6-96 Attendance

Editing ReportsUse the following procedure to edit your attendance reports.

To edit your Attendance reports:

1 Follow steps 1-2 from “Printing Attendance Reports” on page 6-92.2 From Report Writer Menu 1, choose View/Edit Letters/Reports. See “Report

Writer Print Menus” on page 6-29 for more information on the report writer menus.The Viewing and Editing Attendance Reports window appears.

3 Select the report you want to edit using one of two methods:• Typing the report number and pressing Enter• Highlighting and double-clicking the report.

The View/Edit Letters/Reports window will display the body of the selected report. The editing tools in the report editing window are described under “View/Edit Letters/Reports” on page 6-32.

Attendance 7-1

7Calendar

Introduction . . . . . . . . . . . . . . . . . . . . . 7-2Building the Calendar . . . . . . . . . . . 7-2Editing the Calendar . . . . . . . . . . . . 7-3

Navigate to Calendar. . . . . . . . . . . . . . 7-3Navigation Menu . . . . . . . . . . . . . . . 7-3Shortcut Bar. . . . . . . . . . . . . . . . . . . 7-4Toolbar Menu. . . . . . . . . . . . . . . . . . 7-4

Calendar Program Window . . . . . . . . . 7-5Editing the Calendar . . . . . . . . . . . . . . 7-6

Editing a Calendar Day . . . . . . . . . . 7-6Inserting a Calendar Day. . . . . . . . . 7-7Deleting a Calendar Day . . . . . . . . . 7-8Printing the Calendar . . . . . . . . . . . . 7-8View/Edit the Period Rotation . . . . . 7-9

Alternate Calendars. . . . . . . . . . . . . . . 7-10Accessing the Alternate

Calendars Feature . . . . . . . . . . . . . . 7-11Creating an Alternate Calendar. . . . . . 7-12Assigning Alternate Calendars . . . . . . 7-14

Assigning Alternate Calendars to Grade Levels . . . . . . . . . . . . . . . 7-14

Assigning Calendars to Existing Students . . . . . . . . . . . . . . 7-16

Setting Rules for Adding Days to Alternate Calendars . . . . . . . . . . . . . 7-19

Editing Membership Values for Existing Days. . . . . . . . . . . . . . . . . . 7-22

Reporting Which Students are Assigned to Which Calendars . . . . . . . . . . . . . . . 7-25

Selecting an Alternate Calendar When First Opening an Attendance Program . . . . . . . . . . . . 7-26

Changing the Membership Value of a Calendar . . . . . . . . . . . . . . . . . 7-27

Changing the Membership Value of a Calendar for a New Day . . . . . 7-28

Changing the Calendar Used by an Existing Student in Attendance Correct . . . . . . . . . . . . . 7-30

Selecting a New Student’s Calendar in the Data Base Module . . . . . . . . . 7-31

C a l e n d a rIntroduction

7-2 Attendance

Introduction You use the Calendar program to view, edit or print the school calendar. The information stored for each calendar day includes the date, rotation day #, and membership value. It is possible to store up to 250 calendar days per school year.

Building the CalendarAdministrator’s Plus builds your school calendar automatically. Each time the daily attendance is recorded using the Enter Daily Attendance program, a new calendar day is added. Although it is possible to pre-build the calendar using the Calendar program’s Insert option, it is not recommended. Allowing the program to automatically build the calendar over the course of the school year ensures that cancelled school days will not have to be deleted in the future. Furthermore, the final day in the calendar is used throughout the Attendance Plus module as a default current date. For example, when a new student is added to the program, the entry date is automatically recorded as the most recently added day in your calendar. The Attendance Report Writer also uses the last calendar day as the default interval ending date for reports.

C a l e n d a rNavigate to Calendar

Attendance 7-3

Editing the CalendarIf you need to make changes to the school calendar, you may do so from the Calendar program screen (see “Calendar Program Window” on page 7-5). The following changes can be made to the school calendar:

• Insert Days: If the daily attendance was not recorded for one or more school days, you can insert the missed days. When a day is inserted, all attendance recorded for days after the inserted day will be pushed forward.

• Delete Days: If a user accidentally opens the Enter Daily Attendance program on a non-school day, a calendar day will be added. Any erroneous calendar days can be deleted from the Calendar program screen. When a day is deleted, all attendance data appearing in subsequent days will be moved back one day.

• Change the Rotation Day Number: If your school has defined rotation days for use with the Period Attendance module, you may edit the rotation day number. The Calendar program screen also allows you to view and edit your period rotation. The default rotation number for each school day is 0.

• Change the Membership Value: You can change the membership value to 1/2 for half days and 0 for staff in-service days, (days for which attendance was taken for staff, but not students).

Navigate to CalendarUse any of the following methods to open the Calendar program.

Navigation Menu

1 From the Master Program Selector:


• Double click 2. Attendance Plus. OR


C a l e n d a rNavigate to Calendar

7-4 Attendance

2 From the Attendance Plus menu:


• Double click 7. CalendarOR

• Single click 7. Calendar and single click Next.

3 At the Attendance Plus screen, click 7) Calendar or press the 7 key

Shortcut Bar

1) Click Attendance.

2) Click Calendar.

Toolbar Menu1 In the Modules menu, choose Attendance Plus Calendar.

C a l e n d a rCalendar Program Window

Attendance 7-5

Calendar Program Window The Calendar Program window lets you view, edit, or print the calendar. The information in each column of the Calendar screen is described below. The function keys and editing options available from the Calendar program screen are described in the step-by-step pages beginning on page “Editing the Calendar” on page 7-6.

For information on creating calendars, see “Alternate Calendars” on page 7-10.

Calendar WindowOption Description

Day The school calendar starts with day one. Each subsequent school day (up to 250) is listed below.

Day of Week Displays the day of the week matching the date.

Date The date associated with the particular school day.

Rot # If you are using the Period Attendance module, the rotation number tells Attendance Plus the order in which classes will meet on a particular day.

C a l e n d a rEditing the Calendar

7-6 Attendance

Editing the Calendar

Editing a Calendar DayUse the following procedure to edit the Date, Rotation number, or Membership value.

Member A Membership day is any day on which school is in session. Each day has a default membership value of 1. You may edit the membership value for any day in the calendar. For example for half days you will change the membership value to.5. If you give a calendar day a membership value of 0, that date will be excluded from the totals calculated on your attendance register. You might choose to assign a membership value of 0 on a day in which you need to take attendance for staff but not for students.

Calendar Window


Attendance 7-7

To Edit a Calendar Day:

1 Use the up and down arrow keys or the mouse to scroll to the desired calendar day.

2 Press F3 (Edit).This lets you edit the Calendar window.

3 Click in the row you want to edit, and then use the Tab key to move your cursor to the Date, Rotation # or Membership column.

4 When complete, click F10 Accept.

Inserting a Calendar DayTypically, you will use the insert function to add a missed day of attendance after you have already entered attendance for subsequent dates. Once the day has been inserted, you may use the Enter Daily Attendance program’s Change Date function to enter the day’s attendance and print the daily bulletin (see “Adding a Day to the Calendar” on page 4-6).

NOTE: When you insert a day into the calendar, all attendance data for each subsequent date moves forward one calendar day.

To Insert a Calendar Day:

1 Use the up and down arrow keys or your mouse to scroll to and highlight the desired calendar day.

2 Click F7 (INSERT).The message box pictured below appears.

3 Type the desired date for the inserted day, and then click Next.4 If you use the Period Attendance module, type in the appropriate Rotation

day for this date.5 Under MEMB, type in the desired membership value for this school day The

default membership value is 1.


7-8 Attendance

Deleting a Calendar DayTypically you will use the delete function when a user has accidentally opened the Enter Daily Attendance program on a non-school day.

NOTE: When you delete a day from the calendar, all attendance data for each subsequent date moves back one calendar day.

To Delete a Calendar Day:

1 Use the up and down arrow keys or your mouse to highlight the desired calendar day.

2 Click F8 (DELETE).

Printing the CalendarThe print function will generate the print-out similar to the one shown above. It displays all 250 possible school days. School days that have not yet taken place show ##-##-#### for the date.


Attendance 7-9

To Print the Calendar:

1 From the Calendar Program screen, press or click F9 (Print). The printed calendar appears in a print preview screen.

2 Click F9 (Print) to send the document to the printer.

View/Edit the Period RotationUse the following procedure view and edit the period rotation schedule.

To View/Edit the Period Rotation:

1 From the Calendar Program window, click F6 (Rotat). For more information on setting up the period rotation, see the Period Attendance manual.

C a l e n d a rAlternate Calendars

7-10 Attendance

Alternate CalendarsThe Alternate Calendars feature is most useful for schools with PK or K grade levels or vocational programs whose membership days differ from the rest of the school population. This especially includes alternate day or half day programs.

By default, each school has a MASTER CALENDAR defining the dates school is in session. This MASTER CALENDAR is automatically created as the attendance is done each day. By default, each day is worth ONE membership day. In the event of an early dismissal day for a snow storm or parents' conferences, the MASTER CALENDAR may be edited to define a date as only being worth 1/2 membership day (or any other value). All values in the MASTER CALENDAR apply to every student in your school UNLESS you create ALTERNATE CALENDARS.

An unlimited number of ALTERNATE CALENDARS may be created and then assigned to entire grade levels or even to individual students.

For example, assume that we have an every other day kindergarten. Half the students go on one day and the other half on the other day. (Day A and Day B kindergarten). Create a data base field to identify which group a child is in. Two ALTERNATE CALENDARS will be created and named “Day A Kindergarten” and “Day B Kindergarten”. Using the data base field, these can easily be assigned to the appropriate students. Your attendance registers will now correctly calculate the membership statistics and Average Daily Attendance for these students. These kindergartners should all show 90 membership days and NOT the 180 membership days that all other students in your school will have.

While the MASTER CALENDAR shows a “1” as the membership value of almost all days, your new ALTERNATE CALENDARS will show the following membership values:

If you do not use ALTERNATE CALENDARS, in order for your register to be accurate, you would have to batch add an “N” (NON-membership code) to all kindergartners who were not in school that day.

NOTE: The attendance codes for a student may not exceed the membership value for that student's calendar for that day. For example, a full absence or a 1/2 absent on a day with 1/2 Membership will count just 1/2.

Example Calendar Definition

Master Calendar 1-1-1-1-1-1...

Day A Kindergarten 1-0-1-0-1-0...

Day B Kindergarten 0-1-0-1-0-1...

C a l e n d a rAccessing the Alternate Calendars Feature

Attendance 7-11

Accessing the Alternate Calendars FeatureThe alternate calendar feature is part of the Calendar program within the Attendance module. Users must have the propers rights and connections to access this feature.

To Access the Alternate Calendars Setup Feature:

1 In the Attendance module, click Calendar.The Calendar window appears.

2 In the upper-left-hand corner of the window, click Alternate Calendar Setup.

The Alternate Calendar Setup window appears. This window allows you to start every function of the Alternate Calendar feature, described in the following sections.

C a l e n d a rCreating an Alternate Calendar

7-12 Attendance

Creating an Alternate CalendarYou must first create an alternate calendar before you can apply it to your students.

To Create an Alternate Calendar:

1 In the Alternate Calendar Setup window, select Create/edit Alternate Calendars, and then click Next.The Create/Edit Alternate Calendars window appears.

2 Click New.The Enter New Alternate Calendar Name window appears.

3 In the text box, enter the name for your new calendar, and then click Save.

C a l e n d a rCreating an Alternate Calendar

Attendance 7-13

The Rules for Adding Days to Alternate Calendars window appears.

4 In the Calendar drop-down menu, select the alternate calendar for which you want to set rules.

5 Use the appropriate radio button to indicate whether the calendar will reflect a Daily Pattern or be a calendar with Alternating Days:• Daily Patterns: You set the membership values for each day of the week.• Alternating Values: The calendar sets the membership values for each day based on

the previous day. 6 Set the values for the days of your selected calendar in the corresponding

text box.

NOTE: Any calendar can have any membership value as long as the value in an alternate calendar does not exceed the value for the same date in the master calendar.

7 To save the membership values for the selected alternate calendar, click Save [F10].An information window appears stating “The rules for this calendar have been successfully saved.”

8 Click Done to close the information window.

C a l e n d a rAssigning Alternate Calendars

7-14 Attendance

You can change the values for other selected alternate calendars by repeating steps 4 thru 8. When complete, click Exit [Esc] to close this window, and then click Exit again to close the Create/Edit Alternate Calendar window.

Assigning Alternate CalendarsYou have two options when assigning alternate calendars.

• The Assign Calendars to Grade Levels (for future students) option only affects new students, not existing students. It also determines the default calendar to use with new students in selected grades.

• The Assign Calendars to Existing Students option lets you apply the alternate calendar to existing students or staff.

Assigning Alternate Calendars to Grade LevelsThe Assign Calendars to Grade Levels feature determines the default calendar to use for new students. You can specify which alternate calendar to apply to any new student added to a specific grade level.

NOTE: To apply an alternate calendar to existing students, see “Assigning Calendars to Existing Students” on page 7-16.

To Assign Alternate Calendars to Grade Levels:

1 In the Alternate Calendar Setup window, select Assign Calendars to Grade Levels, and then click Next.The Assign Calendars to Grade Levels window appears.


Attendance 7-15

2 Use the Browse button next to each grade level to display the Select a Membership Calendar window.

3 Choose an alternate calendar, and then click Select.The sample above has Morning Kindergarten selected.

The Assign Calendars to Grade Levels window re-appears.


7-16 Attendance

Assigning Calendars to Existing StudentsBatch assigning calendars allows you to apply an alternate calendar to existing students, whether it’s entire grade levels or individual students. To only apply an alternate calendar to new students, see “Assigning Alternate Calendars to Grade Levels” on page 7-14.

To Assign Calendars to Existing Students:

1 In the Alternate Calendar Setup window, select Assign Calendars to Existing Students, and then click Next.The Calendar Batch Entry window appears.

Before assigning a calendar, you must first set the specifications to choose the grade range, as well as whether to include active and/or inactive students.

2 Click Inspect/Change Specifications.The Specifications: Batch Assign Calendars window appears.

3 Set the specification as desired.See the table on the next page for a description of each Specification.


Attendance 7-17

4 Click Done to confirm and exit this window and return to the Calendar Batch Entry window.The options for the Calendar Batch Entry window are described in the table below.

5 Select your range, and then click Next.

NOTE: Remember, if you select All Grades, the Specifications window re-appears for you to define.

Batch Assign Calendar SpecificationsSpecification Description


Choose the start grade; Only students inside the Start Grade to End Grade interval will be included in the assignment list.


Choose the end grade. Only students inside the Start Grade to End Grade interval will be included in the assignment list.

3) Active/Inactive Students

Choose whether to include active, inactive, or both types of students

Calendar Batch Entry WindowOption Description

Grade Number Batch enters a calendar only for students in a particular grade level.

All Grades Batch enters an alternate calendar for students in all grade levels or a range of grade levels. The specifications window appears, allowing you to change or confirm the grade range.

Staff Batch enters an alternate calendar for staff members.


7-18 Attendance

The Select a Calendar window appears.

6 Select the calendar you want to apply to your range, and then click Select.The Batch Enter for Which...? window appears.

7 Use this window to further define the range of students or staff to which you want to apply the alternate calendar.The option you select determines which window appears. The table below defines each option and the results of selecting that option.

C a l e n d a rSetting Rules for Adding Days to Alternate Calendars

Attendance 7-19

After applying your option, the calendar applies, then displays a prompt window, giving you the option to view the log file.

The log file shows you the changes made to the affected students or staff.

8 Decide whether to view the change log. You are then returned to the Calendar Batch Entry window.

Setting Rules for Adding Days to Alternate CalendarsWhen adding days to the master school calendar in the daily or period attendance programs, each day has a default value of one day. This option sets the default membership values for alternate calendars.


Rules, or properties, can make it easier when adding days to alternate calendars. For example, if a kindergarten meets every other day, you can make a rule so that membership days automatically alternate between 1 and 0.

NOTE: Rules only apply to the membership values of future dates that will be added. To modify the membership values of existing dates, use the procedure detailed as “Editing Membership Values for Existing Days” on page 7-22.

Option ResultsOption Selecting This Option Will:

All Students Include all students within the limits set using the Batch Entry Specifications.

Individual Students

Opens a new window in which you can select individual students to include in the batch entry. You can use the Windows-standard Shift-click and Ctrl-click multi-select options.

Students Matching your Data Base Criteria

Opens an Address window showing each of the database fields for students. Highlight any fields on any page and type in the criteria students must meet in order to be included in the batch entry.


7-20 Attendance

To Set Rules for Adding Days to Alternate Calendars:

1 In the Alternate Calendar Setup window, select Create/Edit Alternate Calendars, and then click Next.The Create/Edit Alternate Calendars window appears.

2 Click Properties.


Attendance 7-21

The Rules for Adding Days to Alternate Calendars window appears.

3 In the Calendar drop-down menu, select the alternate calendar for which you want to set rules.

4 Use the appropriate radio button to indicate whether the calendar will reflect a Daily Pattern or a be a calendar with Alternating Days:• Daily Patterns: You set the membership values for each day of the week.• Alternating Values: The calendar sets the membership values for each day based on

the previous day. 5 Set the values for the days of your selected calendar in the corresponding

text box.


6 To save the membership values for the selected alternate calendar, click Save [F10].An window appears, stating, “The rules for this calendar have been successfully saved.”

7 Click Done to close the information window.You can change the values for other selected alternate calendars by repeating steps 3 thru 7. When complete, click Exit [Esc] to close this window.

C a l e n d a rEditing Membership Values for Existing Days

7-22 Attendance

Editing Membership Values for Existing DaysYou can change the value for any day already existing in any alternate calendar. You do this through the Create/Edit Alternate Calendar feature.

To Edit Membership Values:

1 In the Alternate Calendar Setup window, select Create/Edit Alternate Calendars, and then click Next. The Create/Edit Alternate Calendars window appears.

2 Select the calendar whose membership values you want to edit, and then click Properties.


Attendance 7-23

The Rules for Adding Alternate Days to Calendars window appears.

3 Click Assign/Edit Values to Existing Calendar Days.


7-24 Attendance

The Assign/Edit Values to Existing Calendar Days window appears.

4 In the New Membership Value field, enter the new value.5 In the list of days, select the days for which you want to change to the new

membership value. You can use the Windows-standard Shift-click and Ctrl-click multi-select options.

6 Click Save [F10] to save the changesAn information window appears stating “The rules for this calendar have been successfully saved.”

7 Click Exit to close this window and return to the Rules for Adding Days to Alternate Calendars window.

NOTE: To return to the Alternate Calendar Setup window, click Exit twice more.

C a l e n d a rReporting Which Students are Assigned to Which Calendars

Attendance 7-25

Reporting Which Students are Assigned to Which CalendarsThe Alternate Calendar Setup window lets you generate a list of which students use which calendar.

To List Which Students are Assigned to Which Calendars:

1 In the Alternate Calendar Setup window, select Report: Which Students are Assigned to Which Calendars, and then click Next.The Alternate Calendars lookup window appears.

2 Choose the calendar for which you want to generate a list, and then click Select.The sample above has Master School Calendar selected.

A report generates, listing all students that use the Master School Calendar.

C a l e n d a rSelecting an Alternate Calendar When First Opening an Attendance Program

7-26 Attendance

Selecting an Alternate Calendar When First Opening an Attendance ProgramWhen you add a new day to the calendar in either the Enter Daily Attendance or Enter Period Attendance program, you are prompted to select a calendar and membership value. You can change the calendar you use for that particular day (or period) as well as change the actual membership value for that Calendar.

NOTE: The very first time you open either Enter Daily Attendance or Enter Period Attendance will display a warning message that asks you to confirm that you are entering a day to the calendar. Click Yes to proceed.

To Select an Alternate Calendar When First Opening an Attendance Program:

1 Opening either Enter Daily Attendance or Enter Period Attendance displays the Adding a Day to the Calendar window appears:

2 Choose a calendar to use by selecting it from the list, and then clicking Next.


Attendance 7-27

Changing the Membership Value of a CalendarYou can change the membership value for a selected calendar within the Attendance module’s Calendar program.

You can also change the calendar used by a particular student in the Attendance Correct program. See “Changing the Calendar Used by an Existing Student in Attendance Correct” on page 7-30. Also see “Changing the Membership Value of a Calendar for a New Day” on page 7-28 to learn how to change the membership value when you create a new day in the attendance calendar.

To Change the Membership Value of a Calendar:

1 In the Attendance module, click Calendar.The Calendar window appears.

2 Select the date whose membership value you want to change.3 Click F3 Edit.

The F5 Batch Edit option becomes available.

4 Click F5 Batch Edit.


7-28 Attendance

The Assign Membership Values window appears.

5 In the Membership Column, select and change the value as desired.

NOTE: Clicking Duplicate will change the values for all calendars in the list to the membership value currently highlighted.

6 Click Done to save and exit the Assign Membership Values window and return to the Calendar Program window.

Changing the Membership Value of a Calendar for a New DayOptionally, you can change the membership value for a selected calendar when adding a day to the calendar.

You can also change the calendar used by a particular student in the Attendance Correct program. See “Changing the Calendar Used by an Existing Student in Attendance Correct” on page 7-30.


Attendance 7-29

To Change the Membership Value of a Calendar for a New Day:

1 The first time that you open either Enter Daily Attendance or Enter Period Attendance when adding a day to the calendar, the Adding a Day to the Calendar window appears:

2 Choose a calendar to use by selecting it from the list.3 Click Change Member Value.

The Assign Membership Values window appears.

C a l e n d a rChanging the Calendar Used by an Existing Student in Attendance Correct

7-30 Attendance

4 In the Membership Column, select and change the value as desired.

NOTE: Clicking Duplicate will change the values for all calendars in the list to the membership value currently highlighted.

5 Click Done to save and exit the Assign Membership Values window and return to the Adding a Day to the Calendar window.

Changing the Calendar Used by an Existing Student in Attendance CorrectThe the Attendance Correct program lets you change the calendar used by an existing student.

To change the Calendar Used by an Existing Student in Attendance Correct:

1 In the Attendance module, click Correct.The Correcting Attendance window appears.

2 Click Lookup to select a student whose calendar you want to change.3 The top-right corner of the student’s attendance record displays the

calendar used by the student. For example, following the student uses the Morning Kindergarten calendar.

C a l e n d a rSelecting a New Student’s Calendar in the Data Base Module

Attendance 7-31

4 Click the Browse button to the right of the field to display a list of calendars.

5 Select the desired calendar and then click Next to change the calendar.

Selecting a New Student’s Calendar in the Data Base ModuleThe Data Base module’s New Files program lets you select a new student’s calendar from the list of available, alternate calendars. The program uses the master school calendar as the default calendar value.

To learn how to change the calendar used by an existing student, see “Changing the Calendar Used by an Existing Student in Attendance Correct” on page 7-30.

To Select a New Student’s Alternate Calendar:

1 In the Data Base module, select New Files to display the Add or Edit Names for Students or Staff window.

2 In the Grade drop-down menus, select the appropriate grade level.3 Click Add to make the Calendar field available.4 Select the desired alternate calendar from the Calendar drop-down menu.5 Use the Enter ID or Name field to select a student.6 Click F10-Accept to confirm and exit this window.

C a l e n d a rSelecting a New Student’s Calendar in the Data Base Module

7-32 Attendance

Attendance 8-1

8Batch Entry

Navigating to Batch Entry . . . . . . . . . . 8-3Navigation Menu. . . . . . . . . . . . . . . . 8-3Shortcut Bar . . . . . . . . . . . . . . . . . . . 8-4Toolbar Menu . . . . . . . . . . . . . . . . . . 8-4

Specifications. . . . . . . . . . . . . . . . . . . . 8-4Batch Entry Menus . . . . . . . . . . . . . . . 8-6How to Batch Enter Attendance Codes 8-7

Batch Entering Attendance Codes for Students or Staff . . . . . . . . . . . . 8-8

Viewing the Batch Entry Log . . . . . . 8-10

B a t c h E n t r y

8-2 Attendance

Introduction The Batch Entry program allows you to automatically enter attendance codes for more than one student at a time. For example, if all students who play baseball will have a field trip on a particular school day, you can batch enter the code FT with a time of 11:30. Any Attendance Code, (including Present), can be batch entered into either the code 1 or code 2 slots. Optionally, the time for each attendance code can also be included in the batch entry. A batch entry can be performed for the following groups:

• All students or staff in your school• All students within a range of grade levels• All students within a grade level• Individual students or staff• All students/staff with a matching data base field entry Batch entries that were performed prior to the actual calendar day can be printed on the daily bulletin. In order to view and print these entries, you must select the Include Previous Attendance option on the Enter Daily Attendance menu (see “Including Previous Attendance Data” on page 4-7). The results of any batch entry can be viewed using the View Log option on the Attendance Batch Entry Menu 1 (see “Batch Entry Menus” on page 8-6). Alternatively, you can use the Correct program to view or edit the batch entered attendance code for any student. Selecting View Log from Print Menu 2 produces a Batch Entry Report, similar to the one shown below.

B a t c h E n t r yNavigating to Batch Entry

Attendance 8-3

Navigating to Batch EntryUse any of the following methods to navigate to the Batch Entry program.

Navigation Menu.

1 From the Master Program Selector:


• Double click 2. Attendance PlusOR


2 From the Attendance Plus menu:


• Double click 8 Batch EntryOR

• Single click 8. Batch Entry, and single click Next

B a t c h E n t r ySpecifications

8-4 Attendance

Shortcut Bar1 Click Attendance.2 Click Batch Entry.

Toolbar Menu1 Click Modules.2 Choose Attendance Plus Batch Entry.

SpecificationsThe Batch Entry Specifications window appears as follows.

B a t c h E n t r ySpecifications

Attendance 8-5

Specifications: Attendance Batch EntrySpecification Description

1) Which School Day Number

Select any school day currently in the calendar. You may also select Year Start for a day 0 entry code, or Next Day for the date following the most recent calendar day.

2) Attendance Code 1 Select the Attendance Code to be recorded in the code 1 slot. Not Selected <Leave as Is> means that no new code or time will be entered. All other Attendance Codes or blanks in this slot will remain after the batch entry.

3) Attendance Time 1 Type in the time associated with the batch entered attendance code. You may also select Not Selected <Leave As Is> to leave whatever time is currently in the field.

4) Attendance Code 2 Select the Attendance Code to be recorded in the code 2 slot.

5) Attendance Time 2 Type in the time associated with the Attendance Code in the code 2 slot.

6) Start Grade for all Grades

7) End Grade for all Grades

To batch enter Attendance Codes for a range of grade levels, you must indicate the start and end grades to include in the range. Once you have indicated a range, select All Grades from Batch Entry Menu 1.

8) Include Active/Inactive Students

Choose whether to include or omit inactive students (students who have been withdrawn using the New Files program).

B a t c h E n t r yBatch Entry Menus

8-6 Attendance

Batch Entry MenusBatch Entry Menu 1 can be used to limit the batch entry to a single grade level or range of grade levels, or to staff members. The date selected for the batch entry is listed at the top of this menu. Batch Entry Menu 2 can be used to further limit the batch entry to specific students or staff members.

Attendance Batch Entry Menu 1Grade Number If batch entering only for students in a particular grade level,

select the grade level here.

All Grades Choose this option if batch entering for students in all grade levels or a range of grade levels (determined by specifications 6 and 7).

Staff You may choose to batch enter attendance codes for staff members using this menu option.

Inspect/Change Specifications

Opens the Batch Entry Specifications Screen.

View Log Generates a printed log which includes the school day number and date, the attendance code(s) and time(s) and each student included in your last batch entry.

B a t c h E n t r yHow to Batch Enter Attendance Codes

Attendance 8-7

How to Batch Enter Attendance CodesUse the Batch Entry program to enter Attendance Codes for several students at one time. You may batch enter to all students in a specific grade level or range of grade levels, to individual students, or to all students who share a common data base field entry. After navigating to the Batch Entry program, you begin by setting the desired specifications.

Attendance Batch Entry Menu 2Option Description

All Students Includes all students within the limits already set using the Batch Entry Specifications and Batch Entry Menu 1.

Individual Students Opens a new window in which you can select individual students to include in the batch entry.

Students Matching your Data Base Criteria

Opens an Address window showing each of the database fields for students. Highlight any field or fields on any page and type in the criteria students must meet in order to be included in the batch entry.

Main Menu Brings you back to Batch Entry Menu 1.


8-8 Attendance

Batch Entering Attendance Codes for Students or Staff

To Batch Enter Attendance Codes for Students or Staff:

1 Use the Batch Entry Specification window to select the school day, codes, grade range (for All Grades) and students (active or inactive) to include in the batch entry. Refer to page “Specifications” on page 8-4 for a description of each specification.

2 To accept the selected specifications, press Enter or click Done.


Attendance 8-9

3 From Attendance Batch Entry Menu 1 specify a grade level, all grades, or staff to include in the batch entry. Press Enter or click Next.

4 From Attendance Batch Entry Menu 2 (see page “Attendance Batch Entry Menu 2” on page 8-7), Select the students to include in the batch entry.


8-10 Attendance

Viewing the Batch Entry Log

To View the Batch Entry Log:

1 From the Batch Entry Specifications window, click Done. See “Specifications” on page 8-4. The Batch Entry Menu 1 window appears.

2 Choose View Log, and then click Next.The sample report shown below shows the details of your last batch entry.

I n d e x - i

Numerics1 Student Per Phone #, 6-37

AActive Letter/Report, 6-26

AddingAttendance Codes, 1-15Calendar Days, 4-6, 7-7Days to the Calendar, 4-6Register Codes, 1-12

Adding Days to the Calendarsetting rules, 7-19

Advisor’s Report, 6-56

Alternate Calendar Setupaccessing, 7-11

Alternate Calendarsaccessing, 7-11assigning, 7-14assigning to exisiting students, 7-16assigning to grade levels, 7-14assigning to new students, 7-14creating, 7-12setting rules, 7-19

ASCII ExportExport

ASCII, 6-37Attendance Code View

in Correct, 5-7Print, 5-7Report, 6-60

Attendance CodesDefault List of, 1-8How to Add, Edit or Delete, 1-15 to 1-17Overview, 1-7Program Screen, 1-10 to 1-11

Attendance Correctusing alternate calendars, 7-30

BBatch Edit

membership values, 7-22

Batch EntryLog, 8-10Menu 1, 8-6Navigate to, 8-3Overview of, 8-2Specifications, 8-4 to 8-5Step-by-Step, 8-7

Blank Search/Sort Categories, 2-10, 6-10, 6-28

Bulletin, 4-21

Buttonsin View/Edit Letters/Reports, 6-33 to 6-35

CCalendar

Building, 4-3, 7-2Days, 7-5Editing, 7-3How to Delete Days, 7-8How to Edit, 7-6How to Insert Days, 7-7How to Print, 7-8Navigating to, 7-3Overview of, 7-2Program Screen, 7-5 to 7-6Step-by-Step, 7-6 to 7-9

Changing Attendance Default Calendar inAttendance, 7-26

Changing Membership Value of a Calendar, 7-

27

Changing Membership Value of a Calendar fora New Day, 7-28

Code 1 Slot, 4-17, 5-6

Code 2 Slot, 4-17, 5-6

CodesAttendance Report Writer, 6-45 to 6-53Data Base Report Writer, 6-42 to 6-43for Attendance Search Reports, 6-47

I n d e x - i i

for Register Reports, 6-50 to 6-54for tables in reports, 6-45Specific to a Date or School Day Number, 6-48Specific to an Attendance or Register Code, 6-49

ConsecutiveAbsences, 4-23Tardies, 4-25

CorrectAttendance Code View, 5-7Calendar View, 5-6Navigating to, 5-3 to 5-4Register Code View, 5-8Specifications, 5-11, 5-11 to 5-12Step-by-Step, 5-13 to 5-15

Creating Alternate Calendars, 7-12

CumulativeAbsences, 4-23Tardies, 4-25

Current Task, 6-25

Current Time, 4-12

DDaily Records

Report, 6-72 to 6-75Tasks, 6-13 to 6-14

DataBase Moduleusing with alternate calendars, 7-31

DateBatch Entry, 8-5Calendar, 7-5

DefaultAttendance Code, 4-11, 4-16Attendance Code for Swiper Mode, 4-12Attendance Code List, 1-8Grade Level, 4-10, 4-16Register Code List, 1-5Tasks, 6-11 to 6-23Time, 4-11

DeletingAttendance Codes, 1-17

Calendar Days, 7-8Register Codes, 1-14Reports, 6-34

Duplicate Letter Check, 6-27

EEdit

Attendance Data for one Student, 5-15Period Attendance Data for one Student, 5-16

Edit Menuin View/Edit Letters/Reports, 6-34 to 6-35

EditingAttendance Codes, 1-16membership values, 7-22Register Codes, 1-13the Calendar, 7-3

Enrollment Report, 6-71

Enter Daily AttendanceAdding a Day to the Calendar, 4-6Building the Calendar, 4-3Entry Specifications, 4-10 to 4-14Include Previous Attendance Data, 4-7Manual Entry Screen, 4-15 to 4-17Menu, 4-8Navigating to, 4-4Overview of, 4-2Scanner Entry, 4-18 to 4-20

Enter Time, 1-11

Entry, 5-9

Codes, 5-9Reports, 6-69

Entry and Withdrawal Codes, 5-9

Excused/Unexcused and Blank, 1-10, 1-11, 1-16, 6-28

Exisiting Studentsassigning alternate calendars, 7-16

ExportAdvisor’s List, 6-11

I n d e x - i i i

FFile Menu

in View/Edit Letters/Reports, 6-33 to 6-34

Fixed Length Fields, 6-37

FontsColor, 6-39in the Daily Bulletin, 4-25in the Report Writer, 6-38 to 6-39Size, 6-39

Function Keysin View/Edit Letters/Reports, 6-38

GGrade Levels

assigning alternate calendars, 7-14

Grade QuickAttendance Code Link, 4-14Export Homeroom Rosters 2-8Import Attendance

from Grade Quick, 4-8

HHeadings

on Homeroom Attendance Forms, 2-8on Period Attendance Forms, 3-7, 3-11

Homeroom Fieldin Address, 2-3, 2-8

Homeroom Roster, 2-3

IInclude

Blank Search/Sort Categories, 2-10Previous Attendance Data, 4-7

InsertingCalendar Days, 7-7

Inspect/Change Specifications.See Specifications

Interval Beginning Date, 6-27

Introdictionalternate calendars explained, 7-10

LLetter Codes, 5-6

Letters, 6-21 to 6-22, 6-76 to 6-82

Line Spacingon Homeroom Attendance Forms, 2-8on Period Attendance Forms, 3-7, 3-8

MManual Attendance Entry Forms, 2-8, 2-13

Membership DaysCalendar, 7-6

Membership Valuesbatch editing, 7-22setting for alternate calendars, 7-19

NNew Students

assigning alternate calendars, 7-14

Non-Member Codes, 5-9

Nurse Dismissals, 4-8

OOptions Menu

in View/Edit Letters Reports, 6-37

PPage Setup

in the Report Writer, 6-40

Partial WeekEntering, 5-16

Period Attendanceby teacher, 3-15

Phone Master ExportExport

Phone Master, 6-59

I n d e x - i v

PreviewGenerate Report, 6-37

Primary Filter, 6-6 to 6-7

Print Attendance Data for one Student, 5-14

Print Homeroom Attendance FormsNavigating to, 2-4Overview of, 2-2Print Menu 1, 2-11Print Menu 2, 2-12Specifications, 2-6 to 2-10, ?? to 3-14Step-by-Step, 2-17

Print Period Attendance FormsNavigating to, 3-3Overview of, 3-2Page/Printer Setup, 3-9 to 3-16Print Menu, 3-16 to ??Specifications Page 1, ?? to 3-11Step-by-Step, 3-5 to 3-19

Print Preview, 2-10, 4-24

Reports, 6-28

Printingthe Calendar, 7-8

RRegister

Tasks, 6-12 to 6-13

Register and Attendance CodesNavigating to, 1-2Overview of, 1-2Step-by-Step, 1-15 to 1-17

Register Code LinkValue, 1-16

Register Code Links, 1-8 to 1-10, 1-16

Excused or Unexcused, 1-10, 1-16Values, 1-9, 1-11

Register Code List, 1-5

Register Code Report, 6-63

Register Code Viewin Correct, 5-8

Register CodesDefiniton of, 1-5How to Add, Edit or Delete, 1-12 to 1-15How to Define, 1-5Program Screen, 1-6The Default List, 1-5

Register Reports, 6-84 to 6-91

Rename Reports, 6-39

Report WriterNavigating to, 6-4Overview of, 6-3, 6-6Print Menu 2, 6-31Report Writer Print Menu 1, 6-30Specifications, 6-25 to 6-28Tasks, 6-8

Reportingwhich students use which calendar, 7-25

Rotation Day Number, 7-5

Rulesfor adding days to the calendar, 7-19

SScan Link Codes, 4-13

Scan/GQ Replace Existing Codes, 4-14

Scanner Attendance Entry, 4-18 to 4-20

ScanningDaily Attendance Entry, 4-18Entry Forms, 2-8

School Day Number, 7-5

SearchAttendance Code, 6-27in the Report Writer, 6-40Register Code, 6-27, 6-28

Search Menuin View/Edit Letters/Reports, 6-35 to 6-36

Search ReportsAttendance Code, 6-63, 6-64, 6-67, 6-68Register Code, 6-65, 6-67, 6-68

Secondary Filter, 6-6 to 6-7, 6-26

Size of Scanning File, 3-11

I n d e x - v

SpecificationsAttendance Report Writer, 6-25 to 6-28Batch Entry, 8-4 to 8-5Correct, 5-11 to 5-12Enter Daily Attendance, 4-10 to 4-14Print Homeroom Attendance Forms, 2-6 to 2-10, 3-14

StaffAttendance Entry, 4-8Print Codes, 4-23Print on Bulletin, 4-23

Studentsassigning alternate calendars, 7-14

Substitute, 4-12

Swiper Mode, 4-16

TTardy Slips, 4-24

TasksAttendance Report Writer, 6-8Current, 6-25Default, 6-11 to 6-23User Defined, 6-24User-Defined, 6-24

Time 1 Slot, 4-17, 5-6

Time 2 Slot, 4-17, 5-6

Time Link Time, 1-11

Time Linked Codes, 1-7, 1-11, 1-15

Toolbarin View/Edit Letters/Reports, 6-33 to 6-38

VView Attendance Data for one Student, 5-14

View LogBatch Entry, 8-6, 8-10

View/Edit Letters/ReportsToolbar Menus, 6-33 to 6-38

View/Edit Period Rotation, 7-9

WWindow Menu

in View/Edit Letters/Reports, 6-38

Withdrawal, 5-9

YYear-to-Date, 6-27

administrator’s plus attendance manual - rediker software · 2020-05-21 · administrator’s...

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