attend handbook v4.4 - san diego unified school district filecontents contents ..... 1 part i:...

Zangle Handbook

Attendance Version 4.4

April 19, 2012

Contents

Contents ................................................................................................. 1

Part I: Background Information ............................................... 1

About This Handbook .................................................................................. 2 Zangle’s Attendance Applications ................................................................... 3 Attendance Codes ...................................................................................... 4 Zangle’s Attendance Reports ......................................................................... 6 Attendance Clerk Responsibilities ................................................................... 8

Daily Procedures ................................................................................................ 8 Weekly Procedures ............................................................................................ 10 Monthly Procedures ........................................................................................... 10

Part II: Daily Procedures ......................................................... 11

Substitute Roster ...................................................................................... 12 Teacher Responsibilities ............................................................................. 15 Using Class Entry ...................................................................................... 16 Collection Status Report (Required Daily) ......................................................... 18 Phone Contact List (Required Daily) ............................................................... 20 Using Attendance History ............................................................................ 22

1. Understanding the Screen ................................................................................. 22 2. Entering/Updating Attendance Using the Keyboard .................................................. 23 3. Entering/Updating Attendance Using a Menu .......................................................... 23 4. Mass-Filling Attendance For a Range of Days .......................................................... 24 5. Printing an Attendance Report ........................................................................... 24 6. Other Information .......................................................................................... 25

Single Period Attendance Validation Form for all Schools that take Period Attendance (Required Daily, as needed) ......................................................................... 26 Master Absence List (Required Daily) .............................................................. 27 Daily Checklist ......................................................................................... 29

Part III: Weekly Procedures ..................................................... 31

No Required Weekly Procedures .................................................................... 32

Part IV: Monthly Procedures .................................................. 33

Monthly Accumulative Attendance Report (Required Monthly) ................................ 34 Printing Backup Attendance Rosters (Optional Monthly) ........................................ 36

Part V: Various Attendance Reports ..................................... 39

Detail Student Attendance Report .................................................................. 40 Class Attendance Analysis Report................................................................... 42 Excessive Absence Report ............................................................................ 45 Perfect Attendance Report .......................................................................... 49 Attendance Audit Report ............................................................................. 53 Teacher’s Summary of Attendance (Optional) ................................................... 55 Truancy Tracking: Generating Attendance Letters .............................................. 57

Attendance Warning Letter .................................................................................. 58 Attendance Warning Letter: English (Parent/Guardian’s Primary Language is not Spanish) ... 59 Attendance Warning Letter: Spanish (Parent/Guardian’s Primary Language is Spanish) ........ 68

Second Notification of Truancy Letter ..................................................................... 69 Second Notification of Truancy: English (Parent/Guardian’s Primary Language is not Spanish) ................................................................................................................. 70 Second Notification of Truancy: Spanish (Parent/Guardian’s Primary Language is Spanish) ... 76

Third Notification of Truancy ................................................................................ 77 Third Notification of Truancy: English (Parent/Guardian’s Primary Language is not Spanish) . 78 Third Notification of Truancy: Spanish (Parent/Guardian’s Primary Language is Spanish) ..... 79

Tardy Warning Letter ......................................................................................... 80 Tardy Warning Letter: English (Parent/Guardian’s Primary Language is not Spanish) ........... 81 Tardy Warning Letter: Spanish (Parent/Guardian’s Primary Language is Spanish) ............... 88

Part VI: Other Attendance Applications .............................. 90

Using Rapid Entry ...................................................................................... 91 1. Rapid Entry by Student .................................................................................... 91 2. Rapid Entry by Class ....................................................................................... 92 3. Rapid Entry by Group ...................................................................................... 94 4. Posting the Attendance .................................................................................... 96

Part VII: Other How-To's .......................................................... 98

Saving Your Report Settings ......................................................................... 99 Date Shortcuts Used in Most Zangle Date Fields ............................................... 101

Copyright ©2004-11, San Diego Unified School District. All rights reserved. This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without written permission of the San Diego Unified School District Information Technology Department, 4100 Normal Street, San Diego, CA 92103.

Attendance Handbook • Page 1

Part I: Background Information


About This Handbook

This handbook was created for SDUSD employees who will use Zangle to monitor student attendance at their schools. It is updated periodically by the SDUSD IT Training Team. It is designed to work in conjunction with policies and procedures outlined by the Pupil Accounting Department (http://www.sandi.net/pupil_acct/).

To contact Pupil Accounting, call (619) 725-7575.

Names used in the documentation are fictitious.

Instructions are explained with screenshots and numerical steps. Please follow the steps in numerical order.


Zangle’s Attendance Applications

The following diagram describes Zangle’s attendance applications.

Rapid Entry (p. 53) is used to enter/update attendance by student, class, or group. With this method, first you assign and save the desired attendance code for the students, then post the attendance all at once.

Phone Log Use of this application is optional.

Class Entry (p. 16) is used to enter/update attendance data for a student by viewing the student as part of a class. Your update overwrites what the teacher has posted and cannot be changed by the teacher. Class Entry must be used to enter attendance for a substitute teacher who took attendance using a paper roster (not TeacherConnection).

Student Attendance History (p. 22) is used to view and edit attendance data, one student at a time, in a spreadsheet format. It can be used to bulk assign attendance codes for a student for an entire day or a range of days.

The Reports button gives you access to a menu of attendance reports. See Part V (p. 40) for more information about reports.

The Substitute Roster (p. 12) is a quick way to access class rosters that can be formatted with a grid to collect attendance. These rosters need to be printed and distributed to visiting teachers.

An attendance clerk must also use the State Reporting module, located in Zangle FrontOffice, to run and print the Monthly Accumulative Attendance Report (MAAR) for the Pupil Accounting office at the end of each attendance month. For questions, contact the Pupil Accounting office at (619) 725-7575. Please see page 34 for detailed instructions about the MAAR.

Use the Communication Tracker module to record data such as Parent/Counselor meetings, mailed SARB letters and Saturday School make-up days. This application is also used in conjunction with the Behavior application.


Attendance Codes

The following table lists the district’s attendance codes. These codes are used in Zangle. An asterisk (*) signifies that the code is funded by the state and is not considered an absence. For questions on when to use a specific code, please contact the Pupil Accounting Department for more information at (619) 725-7575 or go to the Pupil Accounting website: www.sandi.net/pupil_acct. There are various places in Zangle that differentiate between excused absences, unexcused absences, and tardies. This table also identifies the attendance codes that Zangle classify as excused absences, unexcused absences, and tardies.

CODE DESCRIPTION EXCUSED ABSENCE

UNEXCUSED ABSENCE TARDY

. Present

A Unverified Absence Raw absence. Don’t know why student absent.

B Bus did not pick up student Absent entire day.

C Completed Independent Study (CIS)* Credit has been earned. Five days or more. Charter Schools are one day or more.

D Detained in School Office* Principal, VP, Nurse, Counselor.

E Excused Personal or family emergency. Polinsky Center and 1st grade physical exclusion.

F Field Trip*

G CIS No Credit Earned Credit not yet earned or Credit denied. No penalty to student.

H School Sponsored Event * Participating in a school sponsored activity.

I Illness Doctor or Dentist appointment, Immunization Exclusion, Injury, Lice.

J Juvenile Hall

K Saturday School (makeup)* Full day absence made up at Saturday School plus four periods of Tardy.

L Late or leave early (Excused)* Late or leave early due to Dr. Appt., Dental, Bus Late.

M Bereavement One day for funeral held in California; three days for funeral held out of California. Use I-code for extra days if mental distress.


CODE DESCRIPTION EXCUSED ABSENCE

UNEXCUSED ABSENCE TARDY

N In School Suspension*

O Other unique situation To be used for special circumstances only. Must be approved by Pupil Accounting Office.

P CIS < 5 Days Credit has been earned. Four days or less. Does not apply to Charter Schools.

Q Do not use.

R Religious Holiday approved by Board (Rosh Hashanah & Yom Kippur). Use E for any other religious or cultural holiday.

S Suspended

T Late/Tardy* 0 – 30 minutes late or leave early, unexcused.

U Unexcused

W Tardy > 30 Minutes* In excess of 30 minutes, unexcused.

X Exemption—Placement Pending

Y Do not use.

Z Truant Confirmed by parent.


Zangle’s Attendance Reports

The following table describes Zangle’s main attendance reports.

Report Page Reference Main Use

Printed how often?

Daily Weekly Monthly As

Needed

Substitute Roster p. 12 For visiting teachers. X

Collection Status p. 18 To determine which teachers did not post attendance.

X

Phone Contact List p. 20 To clear unverified absences. Write on it as you make phone calls.

X

Master Absence List

p. 27 To list all of the attendance entered for a particular day.

X

Monthly Accumulative Attendance Report (MAAR)

p. 34

To calculate ADA at the end of each attendance month. This report is to be printed, then signed and dated by both the Principal and the clerk. Make a photocopy of the report for your attendance files and mail the original report to the Pupil Accounting Department, Room 1008 at the Ed Center.

X


Report Page Reference Main Use

Printed how often?

Daily Weekly Monthly As

Needed

Detail Student Attendance

p. 40

To view the details of a student’s attendance for a specified date range.

X

Class Attendance Analysis

p. 42 To determine students who have remaining unverified absences.

X

Excessive Absence p. 45 To determine students who have remaining unverified absences.

X

Perfect Attendance

p. 49

To determine which students qualify as perfect as defined by each individual school.

X

Attendance Audit p. 53 To determine who posted attendance and when.

X

Teacher’s Summary of Attendance

p. 55

For teacher’s verification of attendance. Teachers verify, sign, and return to the office.

X


Attendance Clerk Responsibilities

DAILY PROCEDURES The following procedures are provided to help you establish a routine for efficiently processing attendance at your school. These procedures need to be followed every day, as early as possible each day.

1. Print attendance rosters for visiting teachers (if necessary). Visiting teachers will take attendance using paper class rosters. It is the responsibility of the office to print Substitute Rosters (p.12) so they are available for visiting teachers as they check in. Visiting teachers should be told to sign their rosters before returning them to the office.

2. Teachers take classroom attendance online. Teachers will use TeacherConnection (https://dwa.sis.sandi.net/zangleconnect/) to take attendance (p.14). They are expected to post attendance by the time specified by the administration at your school site.

3. Post attendance for visiting teachers. Visiting teachers take attendance using paper class rosters. It is up to your school to determine how the rosters will be collected. Once you have the rosters, signed by the visiting teachers, you will enter attendance using Class Entry (p.16). IMPORTANT! You must use the Class Entry application to post attendance for visiting teachers. This application clears the teacher’s name from the Collection Status Report (p.18) that is printed at the end of the day. The other attendance applications do not do this. Class Entry posts the attendance for the entire class, not just the absent students.

4. Determine which teachers have not posted attendance. Before you make calls on today’s unverified absences, you will want to determine which teachers have not posted attendance. Generate a Collection Status Report (p.18) and review it. You do not need to print the report at this time. Secondary schools: It is suggested that you review this report each period so you can see which teachers failed to post attendance for that period; you can then remind any teacher to post attendance while students are still in class.

5. Process late students. When late students arrive, issue Tardy Slips (22-T-1000) in duplicate, one for the student to give to the teacher and one for the file. The slips are available to order through the SDUSD ePro system, item 3096. There is a screenshot of the slip on the next page. If you prefer, you may also use the Tardy and Late Arrival Log. Record the student’s name, time in, room number, and reason for being tardy.


6. Listen to messages, receive phone calls, and enter absence codes. Listen to parent messages on the answering machine or voice mail. Receive phone calls regarding student absences. Use the SDUSD Absence Verification Log (a paper document available on the Pupil Accounting website) to document the following information: student name, date absence verified, date of absence, absence reason, family contact, and employee receiving absence verification. Then use Attendance Student History (p.22) to enter the student’s attendance codes.

7. Print a Phone Contact List. The Phone Contact List (p.20) will report all the students who were marked absent (A) today. You will use it when you are making phone calls to clear unverified absences. The report provides spaces to document the reason for the student’s absence and other important information. As a general guideline, it is best not to print this report more than once. If some names are missing because the absence had not been posted before the list was printed, write the names on the list. Sign, date, and retain each daily Phone Contact List.

8. Call to clear today’s unverified absences and update student attendance. It is necessary to make phone calls to clear unverified absences. Elementary schools should begin calling as soon as attendance is posted in the morning. Secondary schools should begin calling after second period attendance is posted. Use today’s Phone Contact List (p.20) as you make telephone calls. If you are able to contact a parent or guardian to clear an absence, record the reason for absence on the report. Include with whom you spoke, the relation of that person to the student, the date and time, and your initials. Then use Attendance Student History (p.22) to update the student’s unverified absences.

9. Call to clear previous days’ unverified absences. Use yesterday’s Phone Contact List (p.20) or Connect Ed phone list to make telephone calls to clear unverified absences from previous days. If you are able to contact a parent or guardian to clear an absence, record the reason for absence on the Phone Contact List. Include with whom you spoke, the relation of that person to the student, the date and time, and your initials. Then use Attendance Student History (p.22) to update the student’s unverified absences.

10. Distribute and collect Single Period Attendance Validation Form (Secondary Schools) All Secondary Schools, including K – 8s that do periods attendance, are required to distribute and collect the Single Period Attendance Validation Form (p. 26) from each teacher that marks a student Present when that student was marked Unverified Absent the period before and the period after her class. The teacher is asked to verify that the student was actually present in her class for that period.


11. Print the Master Absence List. A Master Absence List (p.27) needs to be printed, signed, and retained every school day. The Master Absence List reports every absence from today and is organized by attendance code (unverified absence, excused, ill, tardy, and so on).

12. Print a Collection Status Report for retention. At the end of the day, print a Collection Status Report (p.18) for retention. The purpose of the report is to show that attendance was posted by every teacher. The goal is to print a blank Collection Status Report with no names on it. The bottom of the cover page will read, “NO SECTIONS SELECTED FOR REPORT.” This report needs to be retained for the required retention period. If necessary, give a copy of the report to the appropriate administrator to follow-up with teachers who are not taking attendance.

13. Collect and sort paperwork for retention.

WEEKLY PROCEDURES There are no weekly procedures.

MONTHLY PROCEDURES These procedures need to be followed at the end of every attendance month.

1. Print a Monthly Accumulative Attendance Report (MAAR). The Monthly Accumulative Attendance Report (MAAR) (p. 34) needs to be printed at the end of every Pupil Accounting attendance month. The signatures of both the clerk and principal are required. There is a signature line at the bottom of the second page. Send the original to the Ed Center, Room 1008 on the first floor. Keep a copy for your records.

2. File all attendance documents. At the end of every Pupil Accounting Attendance Month, put the month’s attendance work in an envelope marked in the following format (Change the month, year, dates, and number of days accordingly): Zangle Attendance Month 1, 2009-10 9/7 – 10/2/2008 (19 days) Include the Master Absence Lists, Collection Status Reports, Monthly Accumulative Attendance Reports (MAARs), Excessive Absence Reports, Daily Phone Contact Lists, Notes from parents, Tardy logs and slips, and any Independent Study Contracts with supporting documentation attached.

3. Print backup attendance rosters (optional). If your school’s network goes down or a teacher cannot log in to TeacherConnection for any reason, it is wise to have backup attendance rosters on hand so teachers can take attendance for the day. It is recommended that on a monthly basis you print a complete set of attendance rosters using the “Attendance Rosters 4 Week” form (p. 36).


Part II: Daily Procedures


Substitute Roster

Visiting teachers will take attendance using paper class rosters. It is the responsibility of the office to print attendance rosters so they are available for visiting teachers as they check in. Visiting teachers should be told to sign their rosters before returning them to the office.

Follow the steps below to print attendance rosters for visiting teachers.

• Open Zangle. Click Attendance. Click Substitute Roster.

TIP: The first time you configure the Substitute Roster window, you might want to save your report settings so you do not have to configure the window again. See p. 99 for details on how to save report settings.

Verify the Effective Date.

Note: It defaults to the System Date.

Click the drop-down menu and choose Attendance Rosters 1 week.

2

Click Select to choose the teacher(s).

4

1

Select the three checkboxes as shown.

3 If your school has multiple cycle days (like A/B days or irregular meeting patterns), consider checking Unscheduled day and/or Non-school day and then entering any character that is not an SDUSD attendance code in the fields. This will mark out those days on the roster so that the substitute cannot mistakenly enter attendance on the wrong day.

Selecting a numerical value other than zero in this field will add that number of blank lines to the bottom of each roster.


Double-click Faculty to select the teacher(s) for whom you want to print Attendance Rosters.

5

Double-click the names of teacher(s) for whom you want to print Attendance Rosters.

The selected teachers will move to the right side of the window.

6

Click Done. 7

The ID #s of only the first three selected teachers will show here.

Click Preview. 8


This is a preview of what the report will look like. Notice the signature certification line at the bottom of the page.

The report will open to a cover page. To close the cover page, click either X in the upper right corner. This will open the actual report.

9

After closing the report, a Select Report Destination dialog box opens.

Uncheck Cover Page.

To print, click Continue.

Otherwise, click Cancel if you do not want to print the report.

To close the report preview, click the X in the upper right corner.

10

11


Teacher Responsibilities

Teachers log in to TeacherConnection (https://zangle.sandi.net/zangleconnect/) to take attendance. They are expected to post attendance by the time specified by the administration at your school site. Teachers are required to take attendance for their classes. See Ed.Code 44809 for more information.

Teachers are only allowed to mark their students Present, Absent, or Tardy. The default attendance code for each student is Present (except for schools or tracks taking positive attendance). It is possible for teachers to change attendance codes for students after they have posted them any time during that day. For instance, if a student is marked absent and then shows up to class after attendance has been posted online, the teacher is able to change the student’s code and re-post. This is only possible during that school day. Teachers cannot change attendance to prior days’ rosters. Additionally, any attendance added or changed by an attendance clerk will overwrite the teachers’ codes. If teachers need to modify attendance on prior days’ rosters, they must use the pink Absence Report Cancellation (22-A-0690) or the white Absence Report by Teacher (22-A-0685). The attendance clerk then updates the attendance using Zangle and retains the documentation for the required retention period.

NOTE: Visiting teachers take attendance using a paper roster, as described on p.12.

Form 22-A-0690 Form 22-A-0685

A TeacherConnection class roster. Teachers can mark students Present, Absent, or Tardy.


Using Class Entry

Use Class Entry to enter and update attendance data in a class roster format. This application is used for entering all substitute paper rosters after they have been turned in to the attendance office. IMPORTANT! You must use the Class Entry application to post attendance for visiting teachers. This application clears the teacher’s name from the Collection Status report (p. 18). The other attendance applications do not.

Follow the steps below to enter attendance using Class Entry.

• Open Zangle. Click Attendance. Click Class Entry.

Choose the teacher’s name from the menu.

Select a section.

The sections are listed in period order.

Click Edit. 4

1

Verify that the date is that for which the attendance is being taken.

2

3


Click the desired attendance code.

NOTE: This screen only shows 17 attendance codes by default. You can maximize the window to show all attendance codes.

Click Save.

If you have more attendance to enter for this teacher, start over at Step 3.

5

Click each student’s name or row to apply the selected code.

Repeat Steps 5 and 6 as necessary until all attendance has been recorded.

6

7 A Y will appear here after you click Save in Step 7. This clears the teacher’s name (for this section) from the Collection Status report.

NOTE: If every student is present, skip Steps 5 and 6. Instead, click the Attendance Taken checkbox shown here. Then proceed to Step 7.

You can maximize the window to see all attendance codes.


Collection Status Report (Required Daily)

During the day: Before you make calls on today’s unverified absences, you will want to determine which teachers have not posted attendance. Generate a Collection Status Report and review it. You do not need to print the report at this time. Secondary schools: It is suggested that you review this report each period so you can see which teachers failed to post for that period and then ask them to post attendance as soon as possible.

At the end of the day: Print a Collection Status Report for retention. The purpose of the report is to show that attendance was posted by every teacher. The goal is to print a blank Collection Status Report with no names on it. The cover page will read, “NO SECTIONS SELECTED FOR REPORT.” This report needs to be signed, dated and retained for the required retention period. If there are teachers who did not post attendance for that day, their names will show up the report. Important! If there are teacher names on the Collection Report, the report needs to be reviewed, signed and dated by the Principal before it is filed. All teachers are required to take attendance!

Follow the steps below to determine which teachers have not posted attendance.

• Open Zangle. Click Attendance. Click Reports. Select Collection Status.

Verify that today’s date is selected. 1

Verify that Sections NOT Reported is selected.

2

Click Preview.

After you preview the report, click the outer X in the upper right-hand corner of the screen. You will see a print window. Click Cancel. (If you want to print, click Continue.)

3

For secondary schools: To review this report at intervals throughout the day, click the Select tab. Double-click Track Period. Select the desired period(s) from the list and then click Done.

When you preview the report in Step 3, you will see who did not post for the period(s) you selected.


The goal of this report is to have the Number of Sections as: ***** NO SECTIONS SELECTED FOR REPORT***** This means that all classes had attendance posted for that day.

The report will open to a cover page. To close the cover page, click either X in the upper right corner. This will open the actual report if there are teachers who have not posted attendance yet. If everyone has posted attendance for that day, there will be no report, only a cover page.

IMPORTANT! After printing the report, sign and date the bottom of the cover sheet. (There is no certification line.) File the report.

4

If there are teachers who have not posted attendance or substitute rosters which have not yet been entered in Zangle, the teacher’s name will appear on the Collection Status report. If this is the case, you will need the Principal sign and date the report as well as the clerk. File the report.


Leave Cover Page checked.



5


Phone Contact List (Required Daily)

The Phone Contact List will report all the students who were marked with the unverified absence code (A) today. You will use it when you are making phone calls to clear unverified absences. The report provides spaces to document the reason for the student’s absence and other important information. As a general guideline, it is best not to print this report more than once. If some names are missing because the absence had not been posted before the list was printed, write the names on the list. Sign, date, and retain each daily Phone Contact List.

Note: Schools that choose to have the district make automated calls home via Connect-ED (see the Zangle System Administration for Power Users handbook) may choose to record absence information on the Absence Verification Log instead.

Follow the steps below to print a Phone Contact List.

• Open Zangle. Click Attendance. Click Reports. Select Phone Contact List.

Tip: The first time you configure this window, consider saving your report settings so you do not have to configure this window each day. See p. 99 for more information about saving your settings.

Verify that the desired date appears.

It defaults to the System Date. 1 Deselect All to select

your main track. 2

Click both boxes as shown.

Click Preview.

3

Scroll to the top of the list and click Unverified Absence.

This should be the only attendance code highlighted.

4

5

Secondary schools might consider changing the Threshold to 2 periods and running this report after attendance has been posted for the second period. Only students marked A in both periods 1 and 2 would then appear on this report.


The report will open to a cover page. To close the cover page, click either red X in the upper right corner. This will open the actual report.

6


Uncheck Cover Page.



8


7

This is a preview of what the report will look like. Notice the signature certification line at the bottom of the page. After printing the report, sign and date it before filing.


Using Attendance History

Use Attendance History to view and edit attendance data, one student at a time, in a spreadsheet format. It can be used to mass assign attendance codes for a student who will not be coming to school for an entire day or a range of days. Using this application, you can print a student’s attendance data for a specified range of dates. However, the recommended report for printing a student’s attendance data is the Detail Student Attendance report found on page 40. Follow the steps on the following pages to enter a student’s attendance in Attendance History.

• Open Zangle. Click Attendance. Click Student History.

1. UNDERSTANDING THE SCREEN

Click the Contacts button to see the student’s contact phone numbers.

The student’s attendance data are in the middle portion of the screen. Attendance is entered in cells. Each row is a different period. Each column is a different day.

A dot signifies that the student is marked Present. By default, students are marked Present.

Select a term from the menu to view the student’s term total absences and tardies by period.

When you are not in Edit mode, you can enter a date range to display the student’s attendance history. Click All Year to see the entire school year. Click System Date to see a 60-day range (30 days before today’s date and 30 days after).

Course details (course number, section number, description, room number, teacher, cycle day, etc.) are displayed for the selected period.

Click the scroll arrows to go back and forward days.

Click Print to print attendance for the student. Click Find to find a student. Click List to see a list of students. Click Edit to edit the student’s information. Click Save to save changes.


2. ENTERING/UPDATING ATTENDANCE USING THE KEYBOARD

3. ENTERING/UPDATING ATTENDANCE USING A MENU

Click Save to save the changes.

3

C

Find the desired student. In edit mode, click once in the cell that needs to be updated. Type the letter (either lower- or upper-case) of the appropriate attendance code. If necessary, refer to the list of attendance codes on pages 4 and 5.

If you need to fill the code down, make sure the cursor is in the first cell. Then press Control + Down Arrow (both on your keyboard) to fill the code down.

1

2

Click the appropriate attendance code. (Or double-click if you want to apply this code to the selected cell only.)

2 A) Find the desired student.

B) In Edit mode, right-click in the cell that needs to be updated. A window with attendance codes opens.

1

Apply the code using one of these buttons: • Set Period Only: This will set

the selected cell only. • Set Period to End of Day:

This will apply the code to the selected cell and the ones after it.

The code(s) will be applied.

3

Click Save to save the changes.

4


4. MASS-FILLING ATTENDANCE FOR A RANGE OF DAYS This technique is useful for entering the “G” code (for contracts) or other attendance codes that occur over a range of days. The “G” code is the only code that should be used for future dates.

5. PRINTING AN ATTENDANCE REPORT

A) Find the desired student.

B) In edit mode, right-click the cell that needs to be updated.A window with attendance codes will appear.

1Click the appropriate attendance code.

2

Enter the date of the last day that you want the code to be applied.

3

Click Save to save the changes. 5

Click Set Period to End of Day. The codes will be applied.

4

Click Preview to preview the report. Or click Print to send the report directly to the printer.

A) Find the desired student.

B) Click Print. A window will appear.

1

Set the desired date range.

3

2

NOTE: There is another method to print a student’s attendance report discussed on p.40 called the Detail Student Attendance report.


6. OTHER INFORMATION Other Methods for Entering Attendance You can enter attendance by using the TAB key, the arrow keys, or the mouse to select a particular cell. Use the down-arrow to move down if necessary.

Viewing a List of Codes While in edit mode, right-click any cell (or press Shift+?) to see a list of attendance codes. You can also choose Change Codes from the Codes menu while in edit mode to see the same list.

Setting Preferences From the File menu, choose Preferences when you are not in edit mode. A screen will appear. You can set the following:

• Reposition Student to Today’s Date. The default setting is On. This feature will position the screen so that today’s date is displayed near the center of the screen when launching the application and will reposition in this way when changing students. If you turn this setting Off, the screen will launch with today’s date in the first column and will not reposition in any way when changing students.

• Merge Cells. The default setting is Off. This displays all sections for which the student has been scheduled. For instance, if the student has a schedule change for Period 1, the screen will list Period 1 two times. By turning this On, the sections will merge and Period 1 displays once.

• Color of cells with no schedule. The default color for unmerged cells is red. To change the color, click Color. Choose a color and click OK. To change the color back to red, click Default.

Entering Saturday School Attendance The Saturday School attendance code is K. To enter Saturday School attendance, replace the absence codes with the K code.

Note: Saturday school attendance can also clear period absences. Post a K code for any period absences that are cleared.

Review the Pupil Accounting Saturday School Procedures at the following link:

http://www.sandi.net/pupil_acct/pdf/Sat%20School%20%20Procedures%202009.pdf

In this example, the student has two rows for Period 1 because he had a schedule change on 9/29. The rows can be merged together by turning Merge Cells off in the Preferences dialog box.

Four K codes are used to replace the student’s unverified absences to reflect which day was made up by Saturday School.


Single Period Attendance Validation Form for all Schools that take Period Attendance (Required Daily, as needed)

All schools that take period attendance (secondary schools and K – 8 schools) must distribute and collect the Single Period Attendance Validation Form to any teacher that marks a student Present when that student was marked Absent the period before and the period after her class.

Single Period Attendance Validation Form

Teacher Name:

The following student was not marked absent from your class on the specified date. However, the student was marked absent both the period before or after your class. Please check your attendance records carefully and verify by checking the appropriate box as to whether or not the student listed was absent or present in your class on the date shown.

Student Date being verified Period

Absent Present

I verify that the above information is accurate and recorded on my permanent attendance record. Teacher signature___________________________________ D t


Master Absence List (Required Daily)

A Master Absence List needs to be printed, signed, and retained every school day. The Master Absence List reports every absence from the school day that it was printed and is organized by attendance reason (Unverified Absence, Excused, Illness, Tardy, and so on).

Follow the steps below to print a Master Absence List.

• Open Zangle. Click Attendance. Click Reports. Select Master Absence List.

Verify the correct date appears.

1

Click Preview.

After you preview the report, click the outer X in the upper right corner of the screen.

You will see a Select Report Destination dialog box.

Click Continue to print. (Otherwise click Cancel.)

3

Check Print Certification Line.

2




Uncheck Cover Page.


Otherwise, click Cancel.


5

4

6

This is a preview of what the report will look like. Notice the signature certification line at the bottom of the page. After printing the report, sign and date it before filing.


Daily Checklist

1. Substitute rosters have been signed and turned in to the attendance office.

2. All attendance information from paper (Substitute) rosters has been entered into Class Entry.

3. The bottom of the cover page of the Collection Status report reads, ***** NO SECTIONS SELECTED

FOR REPORT*****. If the Collection Status Report has teacher’s names on it, get your Principal to review it, sign it, and date it before filing.

4. The Collection Status report has been signed by the attendance clerk.

5. The Phone Contact List has been generated and filled out with the reason the child was absent, who the clerk spoke to, the date the clerk made the call, and the clerk’s initials.

6. Have the Absence Verification Log filled out for that day for received phone calls regarding absence verification from parents. The clerk must initial or sign each line.

7. The reason why each student was absent has been entered into Zangle.

8. The Tardy code has been entered for each student who was no more than 30 minutes late to school. Tardy slips have been collected.

9. Secondary schools have distributed and collected the Single Period Attendance Validation Forms.

10. The Master Absent List has been generated and signed by the attendance clerk.

11. All reports have been filed.


Part III: Weekly Procedures


No Required Weekly Procedures

There are no weekly procedures. (The Teacher’s Summary of Attendance report is not required. If you’d like to run this report nonetheless, see page 55.)


Part IV: Monthly

Procedures


Monthly Accumulative Attendance Report (Required Monthly)

The Monthly Accumulative Attendance Report (MAAR) needs to be printed at the end of every Pupil Accounting attendance month. The signatures of both the clerk and principal are required. There is a signature line at the bottom of the second page. Send the original to Pupil Accounting at the Ed Center, Room 1008 (on the first floor). Keep a copy for your records. Important: If you have any questions regarding this report, please call the Pupil Accounting Department at (619) 725-7575.

Follow the steps below to print a Monthly Accumulative Attendance Report.

• Open Zangle. Click State Reporting. Click Reports. Select CA Monthly Accum. Attendance.

Click Print Certification Line.

From the Calculation Period drop-down, choose one of the following:

o P-1 for months1 through 3. o P-2 for months 4 through 7. o Annual from months 8 and higher.

1

Choose Traditional or Single. 2 Choose the relevant Attend. Month Range.

Always set the first field to 1.

3

4Click Preview to preview the report.

A new window will open displaying the cover page.

5


A signature line is on the second page of the report.

View the first page of the report and then click the red arrow to view the second page.

7

After viewing the second page of the report, click the X to close the report.

A Select Report Destination dialog box will appear.

Click Continue to print. Otherwise, click Cancel.

Note: If you print the report, you probably want to uncheck the Cover Page option.

8

To close the cover page, click either red X in the upper right corner.

This will open the actual report.

6


Printing Backup Attendance Rosters (Optional Monthly)

If your school’s network goes down or a teacher cannot log in to TeacherConnection for any reason, it is wise to have backup attendance rosters on hand so teachers can take attendance for the day. It is recommended that, on a monthly basis, you print and file a complete set of attendance rosters using the “Attendance Rosters 4 Week” form. Then, as necessary, the rosters can be distributed to the teachers. In this situation, if the office is able to connect to Zangle, then the attendance rosters can be collected, and the person responsible for maintaining attendance can use Class Entry to enter the teachers’ attendance. If the office is not able to connect to Zangle, then the attendance rosters can be re-used until the system works again; at that time, the person responsible for maintaining attendance can use Class Entry to enter the teachers’ attendance.

Note: Due to schedule changes, the roster might not be accurate for the entire month. Teachers will need to be told to add or delete students if necessary.

Follow the steps below to print backup attendance rosters.

• Open Zangle. Click Attendance. Click Substitute Roster.

Click the drop-down menu and choose Attendance Rosters 4 week.

Click Preview. 4

1

Click the three checkboxes as shown.

Set the effective date. 2

To select specific teachers, use the Select tab and see page 12 for more information.

3



Uncheck Cover Page.




7

6


5


Part V: Various

Attendance Reports


Detail Student Attendance Report

The Detail Student Attendance report produces a week-by-week summary of attendance for a specific student. The student’s attendance for an entire school year for one track will fit on one page (if the student has fewer than seven different attendance codes entered).

NOTE: You can also print a simple attendance report from Attendance Student History application as described on p. 24. However, that report will be about three pages long.

Follow the steps below to print a Detail Student Attendance report.

• Open Zangle. Click Attendance. Click Reports. Select Detail Student Attendance.

NOTE: For more information about the options on this report, press F1 on your keyboard and refer to the Zangle Help document online.

Set the date range.

In this example, the entire 2006-07 academic year was selected.

1

Select the track(s) for which you would like to view attendance.

2

Click the Select tab.

3

Click Contacts to include contact information. Select the contact type from the list, control-clicking to choose multiple contact types.

Note: Only the first two contacts will be shown on the report.

Click Abbreviated Report Format.

The Abbreviated Report often fits on a single page and does not show weekends.

4

Check or uncheck the various options you would like to appear on the report.


The student’s attendance is printed in a week-by-week view.

There is a legend and tally at the bottom of the page.

Click the X to close the screen. A dialog box will appear.

If you want to print the report, click Continue.

If you do not want to print the report, click Cancel.

7

Click Preview. 6

Double-click Student to select a specific student.

Select the desired student(s) and click Done.

5


Class Attendance Analysis Report

The Class Attendance Analysis report gives you an attendance breakdown in a spreadsheet view. This report automates the creation of an Excel Pivot Table that accesses Zangle attendance data to provide extended data analysis capabilities.

It can be used to look at attendance data in various ways. By default, information is displayed by period. Examine the columns to see the number of times a student has a particular attendance code entered for that period. The directions below show you how to use the report to view all the remaining unverified absences from the beginning of the year (or any date you choose).

Follow the steps below to generate a Class Attendance Analysis report.

• Open Zangle. Click Attendance. Click Reports. Select Class Attendance Analysis.

Click Create Pivot Table to preview the report.

An Excel Pivot Table will open.

Select a date range.

The report will only include attendance data within this range.

1

2

In this example, the report is configured to show attendance from the first day of school through 11/19/03.


Click the filter arrow next to att.

In the dropdown list, select A only and click OK. This means that you will filter the list to show only unverified absences.

3

The report is sorted by period, then student.

The Grand Total column displays the number of unverified absences each student had for that period.


Use the scrollbar to see all of the information.

Scroll down until you reach the total for Period 1.

4 Double-click the total number. A new worksheet will open.

5

The report lists the students who had unverified absences for period 1. It includes grade, date of absence, teacher name and course, as well as additional information.

If you want to see all periods, not just period 1, do Step 4 as follows: Scroll down until you reach the Grand Total (at the bottom of the page).

If desired, click the disk icon (or from the File menu, choose Save) to save the pivot table.

6 Click the X (or from the File menu, choose Exit) to exit the pivot table.

7

Click Sheet 1 to return to the main page.

Click the printer icon (or From the File menu, choose Print) to print the page.


Excessive Absence Report

You can use the Excessive Absence report to find students with unverified absences (A). It is recommended that you do this on a weekly basis. Since this report lists names only (and no phone numbers), use Student History to view contact numbers to call parents to clear the absences. This report is optional and not required to be saved or filed.

Note: The Class Attendance Analysis Report (see p. 42) also can determine students with remaining unverified absences.

Follow the steps below to print an Excessive Absence Report.

• Open Zangle. Click Attendance. Click Reports. Select Excessive Absence.

Enter the desired dates into the Count absences from fields. For example, if you are running this report for a one week range, enter the start and end dates of that week.

NOTE: This report, or the Class Attendance Analysis report, should also be generated to determine the remaining unverified absences since the first day of school. To do this, enter the date range that begins on the first day of the school year until the current day.

Set the minimum number of period absences >=1. Any student absent for at least one period during the date range selected in Step 2 will appear on the report.

NOTE: If you are running this report for a purpose other than identifying students with at least one period absence, set the fields as needed.

1

2

Click Select Attendance Codes and choose only Unverified Absence.

3If you need to select a different track, do so here.


Click the single arrow to the right.

This will move the code to the selected side of the screen.

Click Unverified Absence.

Click the double arrow pointing to the left.

The attendance codes on the right side move to the left side of the screen.

6

5

4

Click the Done button. 7

The Unverified Absence code has now been selected.


Click the Preview button. 8

Only the Unverified Absence code has now been selected.

If you need to select a different track, do so here.




Uncheck Cover Page.




This is a preview of what the report will look like. There is no signature certification line at the bottom of the page. File the report after printing.

9

10

11


Perfect Attendance Report

The Perfect Attendance report is a customizable report that will list the students who have only the present codes selected by the school’s principal during a specified date range. Because the district does not have an official definition of what constitutes a student having perfect attendance, the principal at each school in conjunction with the attendance clerk decides which attendance codes a student may have and be considered perfect.

Note: It is strongly recommended that once the principal decides which codes count as perfect and the Perfect Attendance dialog box is configured with those codes, you save those settings. See p. 99 for instructions on saving settings in Zangle pre-defined reports.

Follow the steps below to print a Perfect Attendance report.

• Open Zangle. Click Attendance. Click Reports. Select Perfect Attendance.

Click Change Codes.

Set a date range.

In this case, the entire 2006-07 academic year was selected.

1

2


Click Select Tab Tracks. 5

Click the Select tab. 6

Double-click a code in the left column to move it to the right column.

Any code that a student can have and be considered Present needs to be moved to the right column.

(Each school decides which codes count as Present.)

3

Click Done. 4


Choose the track you’re counting perfect attendance for.

8

Click Preview…10

Double-click Track. 7

Click Done.9


After examining the report, click the X to close it.

A Select Report Destination dialog box will appear. Click Continue to print; otherwise click Cancel.

12


11


Set a date range.1Use these dates to view attendance for those dates.

Use these dates to view attendance that was changed on those dates.

Click Preview … 2

If you need to select a different track, do so here.

Use the Select tab to select specific teachers.

Attendance Audit Report

The Attendance Audit report provides a listing of changes that have been made to student attendance records. It displays the date and time that any attendance code change was made. It also displays who made the change.

Follow the steps below to print an Attendance Audit report.

• Open Zangle. Click Attendance. Click Reports. Select Attendance Audit Report.




Uncheck Cover Page.




4

5

3


Teacher’s Summary of Attendance (Optional)

The Teacher’s Summary of Attendance report is no longer required!

Follow the steps below to print the teachers’ attendance rosters for the week.

• Open Zangle. Click Attendance. Click Reports. Select Teacher’s Summary of Attendance.

Click Week.

Notice the Start and End dates automatically adjust to the correct week.

1

Click Preview.

After you preview the report, click the outer X in the upper right corner of the screen. You will see a Select Report Destination dialog box. Click Continue to print. (Otherwise click Cancel.)

3

Click Select if you want to select only certain teachers’ rosters to print. You may need to do this if any teacher misplaced his or her roster.

Click the Print Certification Line checkbox.

2

Select Current only if you are running the reports for the current week. If you need to run the reports on Monday, make sure you select Previous.

Leave the check marks on for One Class Per Page and Print landscape Report.




Uncheck Cover Page.




4

5

6

This is a preview of what the report will look like. Notice the signature certification line at the bottom of the page. After printing the report, teachers are to sign and date it before returning it to the attendance clerk.


Truancy Tracking: Generating Attendance Letters

Use the Truancy Tracking report in the Attendance module to generate attendance letters in English or Spanish based on the parent/guardian Primary Language. This report will generate a list of students who meet specific absence or tardy criteria. After running the report, you can choose to create attendance letters that include details about each student’s absences/tardies. You will then have the opportunity to select which students receive the attendance letter. After each letter has been generated, you can choose to create records in Communications Tracker that identify that an attendance letter was sent to the parent/guardian.

Report settings have been created to make it easier to use the Truancy Tracking report for generating attendance letters. These report settings will be refreshed each year in September. If you do not see the report settings when using the Truancy Tracking report (as described in step 1, below), please contact the ITSS Help Desk at 619-209-HELP for assistance.

Note to Charter Schools: In some of these settings default dates were set to Labor Day in the Count From and Communication Date >= fields. If your school begins before then, you might want to manually change those dates to the day your school actually begins.

Schools typically generate the following attendance letters: • Attendance Warning Letter • Second Notification of Truancy • Third Notification of Truancy • Tardy Warning Letter

Note: There is also a Notification of Truancy letter. Schools do not generate the Notification of Truancy Letter. Instead, Mandated Cost sends out the Notification of Truancy letter after a student accumulates three days at an elementary school or three periods at a secondary school of Unexcused Absences (U), Truants (Z), or misses more than thirty minutes of school for an unexcused reason (W), and in any combination. Mandated Cost will notify the sites one week before the letter goes out so that schools can make sure absences are verified. If the site wants this letter to be mailed in between regular monthly mailings, the counselor can call Mandated Cost, who will e-mail the letter to them.

Contacts: For questions regarding these Attendance Letters and guidelines for their use, please contact your SARB Attendance Specialist:

• Lourdes Cisneros, [email protected], 619.725.7334 • Sofia Cervantes, [email protected], 619.725.7299


ATTENDANCE WARNING LETTER It is recommended that you generate an Attendance Warning letter in both English and Spanish each month to find any students who are at risks of becoming truant.

Follow the steps below to generate the Attendance Warning Letter in both English and Spanish.

• Open Zangle. Click Attendance. Click Reports. Select Truancy Tracking.

You will see the following when you open the Truancy Tracking report:


Attendance Warning Letter: English (Parent/Guardian’s Primary Language is not Spanish) The following instructions explain how to generate the Attendance Warning letter in English. The report will include students who have too many absences or tardies based on the date range and attendance codes you select (or you can simply use the default selection of codes if you prefer). Students are included only when the primary contact has a language other than Spanish entered the Primary Language field on the Contacts tab in Student Editor.

Click the Settings menu, and choose Attendance Warning Letter -EN.

1


By default, the W, Z, and U codes were selected for you. If you would like to change which codes are used in your search, click the Select Attendance Codes button.

A new window will open.

Note: If you choose to search for students with the default attendance reasons selected, go directly from Step 6 to Step 7.

Check Examine Communications Tracking.

4

Click Attendance Warning Letter.

5

The date entered here will prevent the student from getting another Attendance Warning Letter if he already received one this academic year.

There is no reason to change this date.

6

Set the desired date range. 2 Enter the minimum number of days that the student must be considered absent or tardy to be included in this report.

Note: A day is defined by the value set in the # of Periods drop-down menu, below.

3


Adding an attendance reason to be included in search:

To add another attendance code to be included in your search, double-click the desired reason from the Not Selected column on the left to move it to the Selected column on the right.

If you need to remove any attendance reasons from your search, continue directly to the following page.

If not, simply click Done. You will return to the Options tab of the Truancy Tracking dialog box and continue with Step 7.


Removing an attendance code from search:

To remove a previously selected reason from your search, double-click the desired reason from the Selected column on the right to move it to the Not Selected column on the left.

Click Done when finished.

You will return to the Options tab of the Truancy Tracking dialog box.

Continue with Step 7.


Click Preview.

The cover page displays. 7

Close the cover page.

The first page of the report appears. 8


Uncheck Printer.10

Check Mail Merge.

11

Click Continue.

The Select Students dialog box opens. 12

The report displays the following information:

• Student Name

• Date

• Grade Level

• Course Code and Description

• Period

• Attendance Code

• Instructor

• Total Days

Scroll through the report to ensure the results match your expectations.

If you wish to print a copy of the report, click

If not, simply click the X to close it.

The Select Report Destination dialog box appears.

9


When finished, click Done.

The Letters & Labels for Truancy Tracking dialog box displays.

13

The students listed in the Selected column on the right will have a letter generated.

If you do not want a letter generated for a particular student, double-click the name to move it to the Not Selected column on the left.

If you want all of these students to have a letter generated, simply continue with Step 13.

Click Display.

After several seconds, the first Attendance Warning Letter in English appears.

15

Confirm that Attendance Warning Letter – EN is selected. If it isn’t, click it.

14


Important: Examine this letter to make sure the top line reads: San Diego Unified – Attendance Warning Letter.

If you desire, use the red arrows to move to the next student’s letter. (You can only preview approximately the first ten letters.)

Once you are satisfied you have the correct letter selected, close the report by clicking the X.

You will return to the Letters & Labels for Truancy Tracking dialog box.

16

Click Print.

These letters are sent to your default printer.

17

Click Quit.

A Report Complete dialog box opens.

18


Click OK.

The Post communications Records? dialog box opens.

19

If you would like Zangle to add a record to the Zangle Communications Tracker module for each student receiving a letter, click Create communications tracking records. If not, simply click Continue, instead.

20

Choose Attendance Warning Letter (TRLAN)from the drop-down menu.

21

Click Continue.

Please wait patiently while Communications records are created. The window will close once the records have been created.

22


Attendance Warning Letter: Spanish (Parent/Guardian’s Primary Language is Spanish) The steps for running this report for students whose parent’s or guardian’s Primary Language is Spanish is identical to the steps (starting on Page 59) for running this report for students whose parent’s or guardian’s Primary Language is not Spanish except for Steps 1 and 14.

Note: Students are included only when the primary contact has Spanish entered in the Primary Language field on the Contacts tab in Student Editor.

Begin with Step 1, immediately below, and then flip back to Page 59, and continue with Step 2. When you get to Step 14, click Attendance Warning Letter - SP instead.

Note: In Step 16, the sample letter will be in Spanish, and the top line will read, San Diego Unified – Carta De Alerta De Asistencia.

From the Settings menu, choose Attendance Warning Letter -SP.

1


SECOND NOTIFICATION OF TRUANCY LETTER The purpose of the Second Notification of Truancy letter is to identify students who have accumulated six (6) days of Truant (Z) or Unexcused (U) absences. Students should only be included if they were absent the entire day. It is recommended that you generate a Second Notification of Truancy letter in both English and Spanish each month to find any habitually truant students.

Follow the steps below to generate the Second Notification of Truancy Letter in both English and Spanish.


You will see the following when you open the Truancy Tracking report:


Second Notification of Truancy: English (Parent/Guardian’s Primary Language is not Spanish)

From the Settings menu, choose 2nd Notification of Truancy -EN.

1


Set the ending date. 2

Click Preview.

The cover page opens. 3





• Student Name

• Date

• Grade Level


• Period

• Attendance Code

• Instructor

• Total Days





5


Uncheck Printer.6

Check Mail Merge.

7

Click Continue.




9





Important: Click 2nd Notification of Truancy - EN. 10

Click Display.

After several seconds, the first letter in English appears. 11

Important: Examine this letter to make sure the top line reads: San Diego Unified – Second Notification of Truancy (Habitual).

If you desire, use the red arrows to move to the next student’s letter. (You can only preview approximately the first ten letters.)



12


Click Print.


13

Click OK.

The Post Communications Records? dialog box opens.

15

Choose 2nd Notification of Truancy (TRLCN) from the drop-down menu.

17

Check Create communications tracking records.

16

Click Continue.


18

Click Quit.


14


Second Notification of Truancy: Spanish (Parent/Guardian’s Primary Language is Spanish) The steps for running this report for students whose parent or guardian’s Primary Language is Spanish is identical to the steps (starting on Page 70) for running this report for students whose parent or guardian’s Primary Language is not Spanish except for Steps 1 and 10.

Begin with Step 1, immediately below, and then flip back to Page 70, and continue with Step 2. When you get to Step 10, choose 2nd Notification of Truancy –SP instead.

Note: In Step 12, the sample letter will be in Spanish, entitled, San Diego Unified – Segunda Notificacion De Ausentismo (Habitual):

From the Settings menu, choose 2nd Notification of Truancy -SP.

1


THIRD NOTIFICATION OF TRUANCY It is recommended that you generate a Third Notification of Truancy letter in both English and Spanish each month to find any habitually truant students.

Important: Students should not receive this letter unless a SARB referral is going to be submitted.

Follow the steps below to generate the Third Notification of Truancy Letter in both English and Spanish.


You will see the following when the Truancy Tracking dialog box opens:


Third Notification of Truancy: English (Parent/Guardian’s Primary Language is not Spanish)

Flip back to Page 70, and continue with Step 2. When you get to Step 10, choose 3rd Notification of Truancy –EN instead. Of course, in Step 12, the letter will be different. The top line of the letter will read, San Diego Unified – Third Notification of Truancy and Referral to SARB.

From the Settings menu, choose 3rd Notification of Truancy -EN.

1


Third Notification of Truancy: Spanish (Parent/Guardian’s Primary Language is Spanish) The steps for running this report for students whose parent or guardian’s Primary Language is Spanish is identical to the steps (starting on Page 70) for running this report for students whose parent or guardian’s Primary Language is not Spanish except for Steps 1 and 10.

Begin with Step 1, immediately below, and then flip back to Page 70, and continue with Step 2.

When you get to Step 10, choose 3rd Notification of Truancy –SP instead. Of course, in Step 12, the letter will be different. The top line of the letter will read, San Diego Unified – Tercera Notificacion de Ausentismo/Referir Caso a SARB.

From the Settings menu, choose 3rd Notification of Truancy -SP.

1


TARDY WARNING LETTER It is recommended that you generate a Tardy Warning Letter in both English and Spanish each month to find any habitually tardy students.

Follow the steps below to generate the Tardy Warning Letter in both English and Spanish.


You will see the following when the Truancy Tracking dialog box opens:


Tardy Warning Letter: English (Parent/Guardian’s Primary Language is not Spanish)

From the Settings menu, choose Tardy Warning Letter -EN.

1


Set the desired date range.

Click Preview.

The cover page opens.

Enter the minimum number of days that the student must be considered absent or tardy to be included in this report.

Note: A day is defined by the value set in the # of Periods drop-down menu, below.

3 2

4





• Student Name

• Date

• Grade Level


• Period

• Attendance Code

• Instructor

• Total Days





6


Uncheck Printer.7

Check Mail Merge.

8

Click Continue.




10





Important: Scroll down and click Tardy Warning Letter - EN. 11

Click Display.

After several seconds, the first letter in English appears. 12

Important: Examine this letter to make sure the top line reads: San Diego Unified – Tardy Warning Letter.

If you desire, use the red arrows to move to the next student’s letter.



13


Click Print.


14

Click OK.

The Post Communications Records? dialog box opens.

16

Choose Tardy Warning Letter (TARDY)from the drop-down menu.

18

Check Create communications tracking records.

17

Click Continue.


19

Click Quit.


15


Tardy Warning Letter: Spanish (Parent/Guardian’s Primary Language is Spanish)

The steps for running this report for students whose parent or guardian’s Primary Language is Spanish is identical to the steps (starting on Page 81) for running this report for students whose parent or guardian’s Primary Language is not Spanish except for Steps 1 and 11.

Begin with Step 1, immediately below, and then flip back to Page 81, and continue with Step 2. When you get to Step 11, choose Tardy Warning Letter –SP instead.

From the Settings menu, choose Tardy Warning Letter -SP.

1


Part VI: Other Attendance

Applications


Using Rapid Entry

Rapid Entry is an application which allows you to quickly enter attendance data for individual students, a class or set of classes, or a student group, then post it at once. The screen has three tabs: Student, Class, and Group. Here are some examples of when you might use Rapid Entry:

• Student tab. To enter the Tardy code for Period 1 for all of the students who had tardy slips. • Class tab. An entire class of students is going on a field trip. • Group tab. All of the 10th graders are being detained for testing.

IMPORTANT! In this application, Save is not the same as Post. After saving, you must post the records (p.96) in order to write the data to the student’s attendance history.

Follow the steps below to enter attendance using Rapid Entry.

1. RAPID ENTRY BY STUDENT • Open Zangle. Click Attendance. Click Rapid Entry. • Complete Steps 1-4 shown below. Then complete Steps 1-7 on p. 96 to post the attendance.

Find your student.

Type the last and first name (only part of the name is necessary), then hit Enter on your keyboard (or click Find).

NOTE: You can also search by ID.

3

Enter the date, start and end periods, and attendance code.

For efficiency, you can press Tab to move to the next field and use the keyboard to enter the information.

2 Click Save, or press Enter on your keyboard. (You might need to hit Enter twice.)

The record is saved (but not posted) and the screen clears. Repeat Steps 3 - 4 for other students if necessary.

4

Click the Student tab. 1

IMPORTANT! You still need to post the saved records. See p.96 for directions on posting the attendance.


2. RAPID ENTRY BY CLASS • Complete Steps 1-11. Then complete Steps 1-7 on p. 96 to post the attendance.

Enter the periods that you want to mark with the code selected in Step 3.

8

Set the date range.

Click the Class tab. 12

Check the section(s) that you want to mark with the code selected in Step 3.

5

Click Continue.

The screen will change. 7

Click Select a Period Range. 6

Click a column heading to sort by that column.

4 Choose the attendance code that you want to apply to a section.

3

Click Continue.

The screen will change. 9

If your school has multiple cycles (A-Day/B-Day), you might decide to check Show Classes that meet on.



Click Yes. 11

If you want to enter a different attendance code during the selected periods for a specific student, click the Code drop down menu and choose the desired code.

If you do not want to enter an attendance code during the selected periods for a specific student, uncheck that student’s name.

10 Review the attendance and make changes as necessary. You can change the attendance code or uncheck students that you do not want to include.

When you are ready to save the records, click Save.

A message appears.


3. RAPID ENTRY BY GROUP • Complete Steps 1-10. Then complete Steps 1-7 on p.96 to post the attendance.

Click the Group tab. 1

Set the attendance code that you want to apply to a section.

3

Set the date range. 2

Click Set Group.

A new window will appear.

4

Click the desired group.

NOTE: The power user at your school sets up site-specific groups using Group Editor.

Click Select. 6

5


Review the attendance and make changes as necessary. You can change the attendance code or uncheck students that you do not want to include.

When you are ready to save the records, click Save.

9

Click Show Students.

A new window will appear.

Choose a start and end period. These can be the same.

7

8

Click Yes.

10

If you want to enter a different attendance code during the selected periods for a specific student, click the Code drop down menu and choose the desired code.

If you do not want to enter an attendance code during the selected periods for a specific student, uncheck that student’s name.



4. POSTING THE ATTENDANCE • Enter attendance using the tabs described on the previous pages. • Then complete Steps 1-7. Steps 1-3 are shown below. Steps 4-7 are on the following page.

Click Review to review the records that you have saved and want to post.

A progress bar will appear, and then a new window will appear.

1

Review the pending attendance and make changes as necessary. You can change the attendance code for any student or delete students.

When you are ready to post the attendance, click Post.

2

Click the Code menu to change a code.

Click Delete to delete any records that have a checkmark next to them.

IMPORTANT! Make sure that you uncheck the names that you want to save prior to clicking Delete.

Click Yes.

A progress bar will appear, and then a log report will be displayed.

3


The log report displays what actions were taken for which students.

Review the report, and then close the window.

4

Click Yes if you want to print the report.

5

Click OK. 6

The message describes the number of actions taken.

Click Done to keep the application open, or click Quit to exit.

7

Important: Any student that already has an attendance code other than Present, Unverified Absence, or Late/Tardy will keep that code rather than be replaced by the Rapid Entry code used for the rest of the students.


Part VII: Other How-To's


Saving Your Report Settings

Since you will use certain reports often, it is helpful to save your report settings so you do not have to configure the report each time you access it.

Note: Any report that displays an Effective Date field on the Options tab will display the date you saved your settings unless you deselect Effective Date in the Configure command under the Settings menu. (See Step 2, below.)

Follow the directions below to save report settings.

• Launch Zangle. Select the desired report.

Configure the report, including information under the various tabs.

NOTE: The tabs on your screen could look different from this picture.

1

2

Type a title for your settings. The title should be something meaningful to you.

If you want this to be the default setting, click Make default. By choosing this setting, the report will automatically open to this setting in the future.

3

Click Save. 4

Important Note: For some reports, including Substitute Rosters, you want to uncheck the Effective Date checkbox. This can be found by choosing Configure from the Settings menu. Uncheck only the Effective Date checkbox. Leave the other checkboxes as they are.

From the Settings menu, choose Save Settings As > Create New Set…


If you create more than one setting, they are listed in alphabetical order. The one with an asterisk (*) is the default setting.

The name of your setting will appear at the top of your screen.


Date Shortcuts Used in Most Zangle Date Fields

Y = Will display the date your school year startss

R = Will display the date your school year ends

M = Will display the first day of the calendar month you are currently viewing

H = Will display the last day of the calendar month you are currently viewing

T = Will display the date that the System Date is set to, usually today’s date

+ = Will display the next calendar day

- = Will display the previous calendar day

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