Attendance User Manual
Contents
1. sentraleducation ENLIGHTENING EDUCATION Attendance User Manual pers f Attend U M I sentraleducation Pao 2 of 13 ENLIGHTENING EDUCATION CONTENTS Login One SION A E E EE OE 3 RE ee en E A 3 HOW VO PAC OC Gy ROIS E a ee 4 How to process a Late Arrival Early Leaver Timed Absence eeccccescccescesesscessccesccessceessscessceseeeessccsueeeeeeses 5 For Schools where Late or Leave Early Processed Through Office cccccccccccccccccssssssseseeeeecccccccseeeeeesaueeensnes 5 For Schools where Late or Leave Early are Processed by Classroom Teacher 6 Multiple Partial Absences in One Day sise ccenesssssscccccenensssseccccennnnnsseeese 6 HOW TO Submit VO RO a a ian en ada a a ii 6 Modifying Rolls After They have been Submitteduuy ne 7 How to Modify Absences in Bulk for Individual Student Aftendance ccccccccccccssseeeeesesecssseeeeeeeesess 7 DEC Official Absence VDS a de a ete a duo 8 OR Fa areca aces tesercc E sees uccbageeagae ai tacseagus sustsaeteectessetaseeeeecesaaes 10 Hag Anendanc Gt oa od 4 9 eRe ene Rene Nese rT nr reer er ee ere eee 10 WAM SLOMAN FA SOY acetate soe pcs pene gis a D a TT 1 FUNG sages A E E O 1 Print Complete Year s Attendance History uu ceeceesceccscccescssssecssccescessecessccsuccesesessseeueceuseesessceeuceuseesesssceuseeaeeeess 1 PS AFS se seavahisosnssl sacs seseanossesiaseadaaeaessseeiseuetaoesscoasetaeesseaessseusalinvss cuaeen2. What name to print on slips Leave blank to not display authorisation and signatures on slips Use colours on reports Yes Slip Authorisation Name Hone Save Cancel If you have multiple classes to mark you can use the shortcut buttons on the Home screen fo access your classes or choose the correct class from the left hand menu My Unsubmitted Rolls 3A Term 41 Week 2 Monday 3A Term 1 Week 1 Monday Tuesday Wednesday Thursday Friday HOW TO MARK TODAYS ROLL By default students are deemed to be present in Sentral Attendance This soeeds up the process of roll marking as absences only need to be manually entered To mark the current days roll click on the Mark Today s Roll button This will fake you to today s roll as configured in your My Settings options above Mark Today s Roll Mark today s roll for my default class The main roll marking area shows a view of the week s roll calls Teachers can navigate to other weeks by clicking on the arrows at the top of the page sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au pes A M I sentraleducation mendance ad 5 of 13 ENLIGHTENING EDUCATION Daily Roll 3A lt Term1 Week 11 gt sus Mon ms Tue as Wed sas Thu 1 4 Fri at x Options x Options x Options x Options x Options a ANSELL Rebecca a BOYCE Stella 8 CAMFIELD Brodie a
3. ahead of time When you have submitted the roll your tally will show a list of the days explained and unexplained absences as well as the total number of students present sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au 2 A M I sentralsducation ttendance User Manua oo ENLIGHTENING EDUCATION Page 7 of 13 Tally Sule Foll Present All Day Partially Whole Day Absences Unexplained Whole Day Absences Explained Whole Day Absences Mot Counted Total His slslk MODIFYING ROLLS AFTER THEY HAVE BEEN SUBMITTED Once a roll is submitted the icon at the top of the column changes from a red cross to a green tick and a padlock showing that the roll has been submitted and that it is locked to prevent accidental changes To unlock and edit a roll once submitted for example to change an unexplained absence to an explained absence click on the padlocked image and it will turn into a pencil image meaning the sheet is open for editing Mon 17 9 SP va G While it is unlocked changes to that day s roll can be made as normal When finished click on the lock icon again to protect the roll NOTE while in this mode ALL changes including user name time and date are automatically logged in the system To confirm correct attendance the roll still needs to be opened and submitted The submit button does not appear for days into the future However
4. office and will receive a receipt slip confirming that they have reported to the Office as required sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au ee sentraleducation Attendance ml He ENLIGHTENING EDUCATION For Schools where Late or Leave Early are Processed by Classroom Teacher Whole Day Late Timed Early Who Day late Tamed Early Whole Day Late Timed Early za a Unesgines Etes Den Declared ES sc a i a To 11 13 AM From 11 14 AM Comment Comment Comment 7 Ok Remove Cancel Ok Remove Cancel Ok Remove Cancel Multiple Partial Absences in One Day You can have multiple partial absences Double click on the absence select the tab for Partial Absence click on the New Partial radio button and add the times and comment etc Current Partials Whole Day Late Timed Early L TOD AM 11 15 AM Declared Ok Remove Cancel HOW TO SUBMIT YOUR ROLL When all students have been marked for absences then click on the submit button at the bottom of the day s column to submit the roll officially as being marked SLR Rll Important The submit button will NOT appear for days that are in the future This means that staff CANNOT submit a roll prior to the actual day Teachers can mark absences ahead of time e g extended family sick leave but cannot submit a roll
5. side of the screen when teachers login to mark a class roll A copy of the definitions supplied by the DET can be found on the following page DET procedures can be found under the Help tab within the Attendance module Legally Explained Unjustified needs to be approved by the Principal as an unjustified reason from a parent and that is why only Administration staff have the permission to provide that reason for an absence Definitions of the absence codes provided by the DET are tabled on the next page for your information Further information can be obtained by using the Help tab and following the links to DET information regarding absences Present Students are marked Present on every roll until otherwise marked off as an absence Partial Students are automatically marked as Partial when processed through Administration as a Late Arrival or Early Leaver Unexplained W Declared This is an absence that has been put into the system without a reason Attendance will change that to Unexplained Unjustified after 7 days this means that no adequate reason was given for the absence and If should be followed up Unjustified The student s absence is unexplained or unjustified This symbol must be used if no notice has been provided by parents within seven days of the occurrence of the absence Explained S The student s absence is due to sickness or as the result of a medical or paramedical appointment In these cases
6. CLEBURNE Alexis 3 amp CROWLEY Zachary 8 DUNCAN Jett a EAST Abby 3 a HAWKEN Stephanie a KOCH Lauren 3 amp MACRORY Ethan 3 a MAIS Taylah 8 MANNIX Jackson 3 amp MEIN Lucas a NAMATJIRA Anna 8 NUNAN Lincoln 3 a PELENSKY Kiara 3 amp PILPEL Jonathan 3 a PLOWMAN Lilian a SCARF Lola a SHIERS Laura amp TROUP Taj amp WOOLLEY Harry 3 e e e e Present All Day Partially 22 22 22 22 22 Whole Day Absences Unexplained 0 0 0 0 0 Whole Day Absences Explained 0 0 0 0 0 Whole Day Absences Not Counted 0 0 0 0 0 Total 22 22 22 22 22 To mark a student absent for a day click on the dot aligned to their name A dialog box appears allowing staff to choose whether whole or partial and what type of absence it IS Whole Day Late Timed Whole Day Late Timed Early Early Unexplained Explained Unexplained Explained Sick o o l Absent fam Comment Comment C T a C T ie TIP To add a student quickly as a whole day absence W just double click the dot next to their name If you make a mistake click on the absence again and choose the remove button HOW TO PROCESS A LATE ARRIVAL EARLY LEAVER TIMED ABSENCE For Schools where Late or Leave Early Processed Through Office You will not be required to take any action when students arrive late or leave early as the Office Administration staff will be responsible for this action Students will be required to check in out at the
7. a medical certificate is provided or the absence was due fo sickness and the principal accepts this explanation Principals may request a medical certificate in addition to explanations if the explanation is doubted or the duration of the absence Is more than four days Exempt The student was exempted from attending school Flexible Senior student participating in flexible timetable not present because they are sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au Attendance User Manual sentral Page 9 of 13 EE not required to be af school Principals may record up to 15 days in a school year for students of compulsory school age who have provided an explanation of the absence which has been accepted by the principal Additional days for students not of compulsory school age may be recorded at the principal s discretion This symbol is recorded where a student s absence is due to reasons accepted by the principal This may be due fo misadventure or unforseen event participation in special events not related fo the school domestic necessity such as serious illness of an immediate family member attendance at funerals recognised religious festivals or ceremonial occasions School The student is absent from the school on official school business This symbol is Business recorded where the principal approves the student leaving the school site to undertake e work experienc
8. aesisaessadeaseaaeetaees reese 12 sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au Attendance User Manual sentral Page 3 of 13 Login to the Staff Sentral Once you are logged in to Sentral s dashboard click on Student Management in the left hand menu and select the Attendance Icon Sentral Demo School a Enrolments amp Timetables Wi Messaging Welfare a Admin Enquiry amp Rosters W Attendance PxP sue Tracking student Plans Resource Booking Student Profiles ay Markbook Reports Curriculum Ref hoodie Student Actrities ay Continuum Tracker QE Strategic Planning Library Enquiry Calendar Webmail Document Manager TEACHER VIEW You are now at the teacher home page of Attendance if teachers will be marking directly in this interface Daily Attendance jee Mark Today s Roll 3A Mark today s roll for my default class Attendance Administration Lac My Unsubmitted Rolls Attendance Registers JA Term 1 Week 11 Men Tue Wed Thu Fri 34 Term 1 Week 10 Tue Wed Thu Fri Notifications JA Term 1 Week 9 Mon Tue Wed Thu The initial screen provides links to and information about e Marking the day s roll e Paper rolls where you can print out roll lists without absences for excursions etc This can be found on the right hand side menu when in a roll class Paper Rolls Class 3A il jm Print This Week s R
9. ded absence button in the top right hand corner and enter the details in pertaining to the extended absence and Save Add Extended Absence A Adding an extended absence is a simple way to fill in a students absences sheet if they are or are going to be absent for more than a few days Start Date 19 04 2013 End Date 19 04 2013 Overwrite Current ve No Absences Frequency Every Day x Length Whole Day Late Timed Early Type Unexplained Explsined Reason Absent Flag Attendance Concern To assist with tracking students who are becoming an Attendance Concern you can use the Flag Attendance Concern button to highlight that student on your Daily Roll screen so that at a glance you re aware that student is to be taken note of photo Year 3 3A Set Attendance Goncem sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au gee A M l sentraleducation ttendance User Manta ENLIGHTENING EDUCATION INCURSION HISTORY Sentral Attendance also has the ability to keep track of Sick Bay registry and Toilet Passes if staff wish to record these entries Incursions are also useful for visits to the principal or counsellor or any other in school absence You can view individual students Sick Bay history by clicking on the Incursion History tab on the student s Attendance Record Attendance History Incursion History Unexplai
10. e e school sport regional and state carnivals e school excursions Shared The student is attending two or more education settings for a period of time Enrolment shared enrolment This symbol is recorded where a student accesses a specialist educational setting on a sessional or full time basis in line with the Department s Enrolment Policy Enrolment of Students in NSW Government Schools A Summary and Consolidation of Policy 1997 The symbol is recorded where a student accesses education settings separate to their mainstream school such as e tutorial centre and programs e behaviour schools e juvenile justice e hospital schools Suspended The student was susoended from school Unjustified This is a special code that only administrators by default can use It is used to record that a reason was given for the absence but the school believes that the reason provided was not an acceptable one sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au see A Manual sentraleducation manana ee er ENLIGHTENING EDUCATION EXTENDED ABSENCES To add an extended absence click on the student s Class 20 surname BARMAN Victosis F CHE Taj Mi AIALE 1 Bethany F CONVIE Katie F DECOM Lara F A student information screen appears showing a photo the absence history and extended absence dialog box in the top right hand corner of the screen Click the green Add exten
11. ect the template you want to generate Templates SERT DEC Absentee Letters He molate 2 a 2 a DEC Absentee Notice Letter 1 Sample Absence Notification C4 ae Clicking on the con will give a preview of the letters content When you are happy with all the settings press the gt Ga utton to find the data and then click on the Generate button to make the letter el Generate Print the letters sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au
12. if is possible to mark absences ahead of time How to Modify Absences in Bulk for Individual Student Attendance In your roll marking screen click on a student name or use the Search Attendance field in the top right to go fo the Student Attendance record Attendance Overview 2 Prin History Collapse Term Term 2 Term 3 Term 4 MT WT F MT WT F MT WTF MT WTF W1 Ww W1 4 Term 1 2 2 w OE we we W2 Term 2 ns G B gt we il Term 3 a i H wa wa wa VAS WS WS WS Term amp Ve we BULLE WE We WE overa 92 2 Y w BES WT WT WT ws E Wwe w8 VUE aici ial W410 W410 E wii MENN sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au Attendance User Manual sentral Page 8 of 13 Scroll through the term view to find the absence dates you wish to modify then using the checkboxes you can highlight the days you wish fo modify and then use the Mass Actions links to Add Modify or Remove Absences for these dates Mon 23rd Apr Add absence Modify absence M Remove absence Ra Expand Absences List Tue 24th Apr To perform a Mass Action on the Attendance History record by using checkboxes check the days you wish to Add Modify or Remove absence data for and use the options in the Mass Actions link DEC Official Absence Types Different Absences are applied a certain code by the DET as you will see outlined in the table This legend is visible on the right hand
13. ned Absences Explained Absences Exempt Absences PRINT ROLLS To print a roll for the manual marking of a day click on the green print rolls button on your roll submission homepage The desired date Is above the print rolls button This will generate a report of all of your classes listed on your roll marking home screen for that day This function is useful for casual teachers or other relief teachers that do not have access fo sentral or excursions Daily Roll 3A Temi viese gt ER Mon 25 5 Tue 26 3 Wed 27 3 Thu 26 3 i 29 ee x x X Options x Res To print a roll for a summary of the week once marked press the black print roll button in the top right hand corner of the daily roll summary page for the desired class This will then generate a summary of the absences for the week as shown at the top of the page from where the pressed print roll occurred You also have the option for odf printing ea Print Roll PRINT COMPLETE YEAR S ATTENDANCE HISTORY You also have the ability to generate the Years absences by clicking on the Print History to generate individual students yearly attendance history This can be done in the advanced student search in the top right hand corner sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au A Manual gt sentraleducation ra ENLIGHTENING EDUCATION LETTERS To create absence letter
14. o Print Term Print Photo Ro sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au Pr A M l gt sentraleducation pendence ol pares ENLIGHTENING EDUCATION e Teachers default class and settings To edit your settings click on the hyperlink Edit My Settings and select options from the drop down boxes My Settings Edit My Settings Default Class 3A ly Set the active class for the Mark Today s Roll button as well as the default class in the quick roll Refresh Classes Edit Student Sorting Year Last name First name Affects the sorting of your roll marking sheet Default class 3A Results Per Page 20 x The default results per page for various actions within WebAttend Student sorting Year Last name l Show Birthdays No x First Mame Put an icon next to a student on the roll marking screen if it is their birthday today Show Photos In Tooltips Yes x Display the students photo when hovering over their name Results per page 20 Pa Hide welcome message No Show birthdays Mo Hide the infomation message that is displayed on the home screen when you have no classes assigned to you r Use colours on reports Yes Show photos In tooltips Yes Affects whether eports will have background colours Set this to No if your black and white printer does not support dithering Hide welcome message Ho Slip Authorisation Name _
15. s click on the blue Notifications item on the Diese l Daily Attendance left and select Letters to Parents It will take you to a screen like the one below Attendance Administration amp Attendance Registers Ci Notifications Letters to Parents SMS amp Email Notifications Analysis Unexplained This Fortnight Between 01 01 2013 2 _ 19 4 2013 Order results by Year Last name First name For Current students that have Any amount of these type of absences for Roll Classes i Select All Select None PKA Elvi KC 1 74 10E ia 10F 3A BE E 11B E aF Plaic E 46 Fan Esa L sE E 128 E 7H 12C Select a range of dates and the classes that you want to generate absence letters for Once you have done that press the Search button and a list of student will be displayed sentraleducation helpdesk support p 02 9029 3993 e help sentral com au url http help sentral com au ee sentraleducation E toren ENLIGHTENING EDUCATION Unexplained Order results by ear Last name First name For Current students that have Any amount of these type of absences for Roll Classes B Select All Select None E KA Elvi E 100 Elke E F E 10E Elia lap E 10F F1 34 C a E 11B E 38 E aF Elice E 45 E s0 E 11D E sA E sE E 128 E 74 E 9F E 12c Select the students that you want to generate absence letters for Sel
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