Attendance User Manual
Contents
1. In the Date Range field click the Calendar icon then select the date range for which you want to display alerts Select the Alert Group for which you want to display alerts The list is updated to show any students with an alert record for the selected group and the specified date range The following information is shown for each student e Student The student s name e Alert Code The attendance alert code e Alert Date The date on which the alert was generated e Period The period for which the alert was generated if applicable e IsValid Indicates whether the alert is still valid Retroactive updates to attendance data can cause a previously generated alert to become invalid so SIS verifies that the earlier calculated alerts are still valid Y means the alert is still valid N means the alert is invalid only shown if a letter has already been printed for the alert e Printed Indicates whether a letter has already been printed for the alert To filter the list to show only students with alerts of a specified type select an Attendance Alert from the list Only those alerts in the selected alert group are listed To filter the list to show only students from a specified student group select a Student Group from the list Select check box es next to the names of the students for which you want to print an attendance letter Click the Print Letters button The Report Viewer appears2. Unverified UNV Illness LL Funeral FUN bs _ Athletics ATH Retreat RET School Activity SA Planned Absense PA Suspended SUS Unexcused Absense UNX Excused Absense EX Transferred Class TRN Note You can click a date and select an attendance code to apply to all time slots in the day or click a column header to select an attendance code to apply to a time slot for all dates in the list 5 Click the Notes field and type any notes related to the student s attendance for the day Optional 6 Click Submit Changes to save the attendance record and update the statistics to reflect your changes Caution If you do not click the Submit Changes button your changes will be lost when you navigate away from the Attendance tab 30 Pinnacle SIS Attendance User Manual Delete a Date from a Student s Attendance Record You can delete dates from a student s attendance record For example you might need to delete dates that were entered by mistake To delete a date from a student s attendance record perform the following steps 1 Find the student record you want to change 2 On the Attendance tab select the date range for which you want to view attendance information Select the check box in the date row you want to delete Click the Remove Selected Date button No confirmation message appears The page refreshes and the selected date is removed 5 Click Submi
3. e Attendance Tracking Option Select one of the following options to specify how attendance is tracked e Period Attendance Attendance is tracked at the period time slot level If a student is absent all day then an absence is recorded for each period in the day s schedule e Daily Attendance Attendance is tracked daily in one or more homeroom classes If you select this option type the number of times a day that attendance is taken in the text box This is typically used by elementary schools e Number of Days that an Att Mark Remains Pending before Given the Default Excuse Code Not currently used e Number of minutes to use for default class size for state reporting Type the number of minutes to use as the duration for all classes when calculating absences in minutes for state reporting If you leave this text box blank or set the value to 0 the duration of the relevant time slot in the school calendar is used as the class duration when calculating absences in minutes Pinnacle SIS Attendance User Manual e Enable Positive Attendance District level only Select this check box if your district tracks positive attendance meaning that Instructors must mark students as either present or absent when taking attendance Clear the check box if Instructors record absences and tardies only all students who are not marked as absent or tardy are assumed to be present 6 Click the Save Changes button Pinnacle SIS Attendance
4. If you select either Beg of Year or Last Alert or Beg of Term or Last Alert from the Since list the alert will generate multiple times first when the total number of absences or tardies reaches the specified threshold then every time the specified number of absences or tardies are accumulated again For example if the alert has a threshold of 3 daily absences the alert will generate first after three absences then again when the student has accumulated 6 9 and 12 absences etc Add Attendance Alerts To define attendance alerts perform the following steps Sign in at the school level 2 Goto Admin gt Policy Manager The Policy Manager page appears 3 Select the School Year for which you want to add attendance alerts 4 Click Attendance then click Attendance Alerts The Attendance Alerts page appears listing any current alert definitions Attendance Alerts P Add New Alert Code GroupCode Alert Type Consecutive Threshold Since Letter Report Name Student Group Attendance Codes Actions Day5 Al Daily Absences N 5 Beginning Of Year All Students ABS 8 pf 4 Bi bal Pagesiz 10 v 1 items in 1 pages 5 Click the Add New link The Add New Attendance Alert dialog box appears 13 Pinnacle SIS E Add New Attendance Alert 6 o xX Add New Attendance Alert Alert Details Code Group Code Or v Alert Type Daily Absences Custom Y C Code Description IsActive Attendance
5. Attendance Batch Editor The Attendance Batch Editor page appears Ea Attendance Batch Editor Attendance Information Date 1 2 3 4 5 6 7 Notes No Dates Added Add Date s Remove Selected Date Target Students d Last Name First Name Middle Name Grade Sex Student ID Add Students No records to display Add Students by Filter Add Students by Class Remove Selected Remove All Submit Replace Existing Records _Apply Batch Attendance 3 To select the dates for which you want to add or edit attendance do the following a Click the Add Date s button A calendar appears Specify a date x 4 March 2011 gt gt Remove Selected Date Su Mo Tu We Th Fr Sa 10 1 2 3 4 5 Submitchanges 1 6 7 8 901 BR Cancel Changes 2B 14 15 16 17 18 I9 13 2 21 22 23 24 25 26 jarning Statistics are computed only for dates within the current calendar 14 2 28 29 30 E5 which daily attendance processing 15 s been run No dates are processed Days Enrolled 0 ADM _0 00 OK Cancel Days Absent _0 00 b Click the dates for which you want to add or edit attendance Dates on which attendance is not taken such as weekends cannot be selected 22 Pinnacle SIS Attendance User Manual c Ifyou select a date by mistake click it again to deselect it When all dates are selected click OK The dates are added to the Attendan
6. Click the Print button Select the printer then click OK Close the Report Viewer to return to the Send Attendance Notifications dialog box The Printed column in the student list displays Y indicating that the letter has been printed for the student Print Mailing Labels for the letters as needed 25 Pinnacle SIS Attendance User Manual Print Mailing Labels After you have printed your attendance letters for the selected students you can choose to print mailing labels for the letters The names and addresses that are printed on the mailing labels are taken from each student s primary household record Use the following procedure to print mailing labels for students with attendance alerts 1 Follow the steps above to Print Attendance Letters 2 Select the check box es next to the names of the students for which you want to print mailing labels 3 Select an option from the Addressee Option list to specify the first line of text to print on the mailing labels e Use Text Use custom text Type the text in the text box for example To the parents of e Parent Names Use the name of the students parents from the relevant household record Click the Print Mailing Labels button The Report Viewer appears Load the printer with mailing labels Click the Print button Select the printer then click OK Close the Report Viewer to return to the Send Attendance Notifications dialog box On 002 NO OT e Cli
7. Select this option for the code to count pending attendance marks when computing daily attendance If you do not select this option absences and tardies are not counted until they are assigned an excuse code Count in Alerts Select this check box to include absences and tardies recorded with this attendance code in Alert calculations If you clear the check box absences or tardies recorded with this code will not count towards the attendance alerts defined at the school level Select the following check boxes to indicate the types of absences and tardies to which this code applies in Gradebook SIS considers all absences to be period absences Period Daily Hourly Teacher Click the Insert link or icon The new code is added to the list 10 Pinnacle SIS Attendance User Manual Attendance Alerts Attendance alerts define different categories of notifications for absences and tardies at the school Attendance alerts are set up and managed at the school only and cannot be viewed at the district level For each attendance alert specify the number and type of absences or tardies that trigger the alert to be generated the period in which to count absences and tardies and the attendance letter to send to students when an alert of this type is generated Running daily attendance processing creates an attendance alert record for each student that exceeds the specified number of absences and or tardies After daily proce
8. and A indicates a day when the student was absent In this example attendance processing is run once a week on a Friday Example 1 Three alerts in the same alert group In the first example three attendance alerts have been set up in the same group These alerts are generated when a student has accumulated 3 5 and 7 non consecutive daily absences since the beginning of year 11 Pinnacle SIS Attendance User Manual Code Type Name Group Codes Day7 Group1 Daily Beginning DailyLetter7 All Absences of Year Students Code Group Alert Consecutiv Threshol Since Letter Report Student Attendance e d Lf Day5 Group1 Daily 5 Beginning DailyLetter5 All ABS Absences of Year Students EARR Day3 Group1 Daily Beginning DailyLetter3 All Absences of Year Students When attendance processing is run for the first time the following alerts are generated for each student e Student 1 Day3 alert generated e Student 2 No alert generated When attendance processing is run for the second time the following alerts are generated e Student 1 Day7 alert e Student 2 Day5 alert Although both students qualify for 2 alerts when the second processing is run only the alert with the highest threshold in the group is generated Example 2 Three individual alerts In this example the same three attendance alerts have been set up but this time they are each in their own group and are processed individually
9. if you enter 80 and a student s daily absences for the week are 0 50 100 100 and 0 the student is considered to have been absent for 2 consecutive days The number of consecutive absences are displayed in the Attendance statistics area on the Student record Attendance tab in SIS Attendance alerts can also be generated when the number of consecutive absences or tardies reaches a specified number Click the Save Changes button Pinnacle SIS Attendance User Manual Attendance Code Groups Attendance code groups are used to categorize the attendance codes that your district uses to record different types of absences and tardies For example your district may have attendance code groups for unexcused and excused absences and tardies When you define an attendance code you can associate the code with an attendance code group You can add edit and delete attendance code groups at both the district and school level To define attendance code groups perform the following steps Sign in at the district or school level 2 Goto Admin gt Policy Manager The Policy Manager page appears 3 Select the School Year for which you want to add attendance code groups 4 Click Attendance then click Attendance Code Groups The Attendance Code Groups page appears Attendance Code Groups Add New Level Code Description 8 EA Excused Absence 2 aA ET Excused Tardy 8 a P Present 8 a SA School Activity 8 a U
10. Absences in a Class Count absences in the same class The sum is calculated for each class separately and an alert is generated for the class where the threshold is met first If the alert is recurring then the alert restarts calculating for each class from the last time the alert threshold was met If the alert is not recurring you will only receive one alert for the class for which the threshold was met Total Tardies Count all tardies Tardies in a Period Count tardies in the same period Tardies are calculated for each period separately and an alert is generated for the period where the threshold is met first 14 Pinnacle SIS Attendance User Manual e Tardies in a Class Count tardies in the same class Tardies are calculated for each class separately and an alert is generated for the class where the threshold is met first e Attendance Codes Select one or more attendance codes in the table Only absences or tardies with the selected codes will count toward the alert If you do not select at least one Attendance code SIS uses all codes in calculating alerts e Consecutive Select the check box to restart counting absences or tardies every time there is a break between absences or tardies Each alert type can calculate consecutive or non consecutive absences When a consecutive alert is set each student s schedule is taken into consideration to determine the days periods classes that are consecutive for that student and then
11. Code Type INET Group Codes Day7 Group1 Daily Beginning DailyLetter7 All Absences of Year Students Code Group Alert Consecutive Threshold Since Letter Report Student Attendance EAER Day5 Group2 Daily 5 Beginning DailyLetter5S All ABS Absences of Year Students EAER Day3 Group3 Daily Beginning DailyLetter3 All Absences of Year Students When attendance processing is run for the first time the following alerts are generated for each student e Student 1 Day3 alert generated e Student 2 No alert generated When attendance processing is run for the second time the following alerts are generated e Student 1 Day5 and Day7 alerts generated e Student 2 Day3 and Day5 alerts generated Because the alerts are in separate groups both alerts for which each student qualifies are generated 12 Pinnacle SIS Attendance User Manual Recurring Alerts You can set up alerts so that they generate only when the specified threshold is first met or generate multiple times each time the threshold is met The Since option defines whether an alert is recurring or one time only If you select either Beginning of Year or Beginning of Term from the Since list the alert will generate one time only when the total number of absences or tardies from the start of the year or term reaches the specified threshold The alert will not be generated again during the term or year even if the student accumulates more absences
12. Create attendance letter templates 3 Setup attendance alerts at your school and identify the letter template to print for each alert 4 Run daily attendance processing and ensure that the Post Attendance Alerts check box is selected Print Attendance Letters Typically you will print and mail the attendance letters associated with new alerts every day after daily processing has been run Use the following procedure to print attendance letters for students with attendance alerts 1 Log into the appropriate school for the current year 2 Goto Attendance gt Send Attendance Notifications The Send Attendance Notifications dialog box appears 24 10 11 12 13 Pinnacle SIS Attendance User Manual a as eRe pp 5 Cancel Alert Groups Group1 Attendance Alerts ABS v Student Group All Students L Indude Inactive Groups E Student Alert Code Alert Date IsValid Printed Ee at Print Letters Adger Joeann Lajuana ABS 10 05 2010 Y N E Adkison Dexter Emmett ABS 10 05 2010 Y N a aa ael Addressee Option Aguinaldo Don Leonardo ABS 10 05 2010 Y N Use Text E Alcazar Lamar Rocky ABS 10 05 2010 Y N E Alden Cherri Ying ABS 10 05 2010 Y N E Alfano Arden Kris ABS 10 05 2010 Y N Algarin Kurtis Valentin ABS 10 05 2010 Y N E Allis Alene Cheryll ABS 10 05 2010 Y N a s 1j2345678 910 w gt Pagesize 10 834 items in 84 pages
13. User Manual Attendance Computation Options The attendance computation policy options specify how daily attendance is calculated based on the attendance marks taken in class periods in Gradebook SIS uses the following calculation to determine the percentage of the day that a student was absent Number of periods in the day Number of periods the student was absent You can use the attendance computation policy options to specify how the denominator and numerator in the calculation are determined and how the resulting daily absence percentage is rounded up and reported by SIS To define attendance computation options perform the following steps 1 Sign in at the district or school level 2 Goto Admin gt Policy Manager The Policy Manager page appears 3 Select the School Year for which you want to define computation options 4 Click Attendance then click Attendance Computation Options The Attendance Computation Options page appears Attendance Computation Options Student s Day count all periods in that day g Override Default O count only periods student has a dass Daily Absences Computation Options Actual fraction of absent periods g Override Default Round up to nearest half day Round up to whole day O absent all day if absent period absent morning period afternoon period Present all day if present at least one period Present all day if present more than 1 2 day present 1 2 day if pres
14. be selected If you select a date by mistake click it again to deselect it 5 When all dates are selected click OK The dates are added to the Attendance Information section 6 Record attendance for any time slots in the days you have added 29 Pinnacle SIS Attendance User Manual Record or Change Attendance for a Student You can record or change attendance codes for time slots displayed in the Attendance tab of a student s record in SIS For example you might want to change an attendance code if a student was incorrectly marked as absent by an instructor in the Gradebook The Enable Positive Attendance setting in the Attendance General Options Policy determines whether an attendance code must be recorded for all time slots or only those in which a student was absent or tardy Note If you need to record or change attendance codes for multiple students simultaneously use the Attendance Batch Editor To record or change attendance for a student 1 Find the student record you want to change 2 On the Attendance tab select the date range for which you want to view attendance information 3 Ifthe dates for which you want to record or change attendance do not appear in the Attendance Information table follow the steps to Add a Date to a Student s Attendance Record 4 Click a time slot in the Attendance Information section then select an attendance code from the pop up menu 3 4 5 6 7 8 9 Notes
15. A Unexcused Absence P a UT Unexcused Tardy 5 Click the Add New link The top row in the table expands Level Code Description Code Description j la Insert X Cancel 6 Define the following information e Code required Type an ID code for the group After you save the item you cannot change the Code value e Description Type a brief description of the code group in the text box This description appears on menus lists and reports in SIS and Gradebook 7 Click the Insert link or icon The new group is added to the list Pinnacle SIS Attendance User Manual Attendance Codes You must define the attendance codes that your district uses to record different types of absences and tardies When Instructors take attendance in Gradebook they select an attendance code to record attendance for each student in the class Attendance code statistics appear on reports and may be reported to the state Typically attendance codes are defined at the district level but you can also add edit and delete additional codes at the school level If no codes exist you cannot create and save attendance records in the Gradebook or SIS To define attendance codes perform the following steps Sign in at the district or school level 2 Goto Admin gt Policy Manager The Policy Manager page appears 3 Select the School Year for which you want to add attendance codes 4 Click Attendance then
16. Code E Consecutive Threshold gt Since Beginning Of Year v Letter Report Name Student Group All Students v E Indude Inactive Groups Reset All Cancel Add 6 Define the following information Code Type a code that describes the alert such as 10DA for ten daily absences This code appears on reports Group Code Type a new group code or click the arrow in the Or field to select an existing group code For more information see Alert Groups Note If you select an existing group code you can only define the Alert Code Threshold and Letter Report Name for the new alert All other settings will be automatically set to the same values as other alerts in the group Alert Type Select an option to specify the types of absences and tardies that will be counted for the alert Attendance User Manual Daily Absences Count daily absences Daily Absences Custom Count custom absences as defined during implementation By default this alert type counts unexcused absences Total Absences Count all absences Absences in a Period Absences in each period are totaled separately An alert is generated for the period where the threshold is met first If the alert is recurring then the alert restarts calculating for each period from the last time the alert threshold was met If the alert is not recurring you will only receive one alert for the period for which the threshold was met
17. Lad PinnacleS S STUDENT INFORMATION SYSTEM PINNACLE SUITE ATTENDANCE User Manual Pinnacl 800 473 4572 solutions globalscholar com www globalscholar com by GlobalScholar PROPRIETARY RIGHTS WARNING Copyright 2012 GlobalScholar Inc All rights reserved GlobalScholar Pinnacle Web and Pinnacle System are registered trademarks of GlobalScholar Inc All other trademarks are the property of their respective owners Qlik View when used in this manual refers to the QlikTech Inc reporting software Windows and Excel when used in this guide refer to the Microsoft application and Windows operating system respectively DISCLAIMER Information in this manual is subject to change without notice For more information regarding the content herein or any other GlobalScholar product visit our web site at www globalscholar com Table of Contents INERODU CUIOM a 1 Atendante AGMIMISthAtl ON zscesscssssssssesssesssesesesssesesesacesesesasecesesasesesesesususesesosesesasecesesasecucesauecaousees 3 Attendance General Options ccccccccccssssssesceeeccceeceesseecceeeesesaeeeeeeeseeeeeeseeseeeeeeeeeeaaaagseeeess 4 Attendance Computation Options cccssssccccccecssesceeeseeceeesseeeceeceeeeessesauaeaescesesseagaseeeeees 6 Attendance Code Groups cccccccccccccccceeeee cece eeeeee eee ee eee ee eee eeeEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEES 8 Attendance COdES snscsssseaciiivicveiseveiivins sss v
18. Private folder on the Reports server Note If you are a hosted customer you can request the default attendance letter templates from your GlobalScholar support representative or implementation manager Create Attendance Letter Templates You can use the default attendance letter template Attendance Letter 1 to create your own templates for each attendance alert that has been defined in your school Your attendance letter templates can be designed to use any of the standard Pinnacle report parameters including e Districtld Required District ID e Calendarld Required Current calendar ID of your school The following non standard report parameters are passed to the Report Viewer when attendance letters are printed from the Send Attendance Notification page e AttendanceAlertID Attendance alert ID e AlertCode Code of the associated alert Required e Alert Date Date on which the attendance alert was generated e StudentidList Comma separated list of Student IDs for the students for which letters are being printed e Threshold The number of absences or tardies that triggered the alert to be generated e Consecutive flag Indicates whether the attendance alert counts consecutive absences or tardies 16 Pinnacle SIS Attendance User Manual e Timeslot The timeslot period in which the threshold was reached if applicable e SectionlD The section in which the threshold was reached if ap
19. aamendiic docwabsean cecide suena bauan E AE Sbaaatenaedeagen E EE SR ERR 24 Print Attendance Letters cccccccccccccccccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 24 Prints Mailing LAD OLS 2ecccsievsece ce se vecseivsesawcaecvecuiesdaed ceacls vaste veadalee SeacScecidsacveeeee dsc dese aie 26 Remove Student Attendance Alerts cccccccccccccccccececcceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 26 Manage a Student s Attendance Information cccccccccccceceeeeeseeeeeeeeeeeeeeeeeeeseseeeeeeseeeesennss 27 View a Student s Attendance INformation ccccccccccccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 27 Add a Date to a Student s Attendance Record cccccccccccecceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 29 Record or Change Attendance for a Student cccccccccccscseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeess 30 Delete a Date from a Student s Attendance Record ccsssseececeeeeeesssnneeeeeeeessesssaees 31 Pinnacle SIS Attendance User Manual Introduction This document provides instructions for using SIS to track and manage Attendance in your school or district The following chapters describe how to set up and use the Attendance features in SIS e Attendance Administration Describes how to set up policy settings that affect how attendance is calculated tracked and reported in SIS e Managing Attendance Describes how to run daily attendance processing generat
20. alerts are calculated accordingly e Threshold Type the number of absences or tardies that trigger the alert When the count of absences or tardies reaches this limit for a student an alert is generated e Since Select an option to specify the start of the time period in which absences or tardies will be counted e Beginning of Year Count absences or tardies since the beginning of the school year e Beginning of Term Count absences or tardies since the beginning of the current term quarter semester etc e Beg of Year or Last Alert Count absences or tardies since the date of the last alert of this type for the student or since the beginning of the year if this is the first alert for the year e Beg of Term or Last Alert Count absences or tardies since the date of the last alert of this type for the student or the beginning of the current term if this is the first alert for the term e Letter Report Name Type the name of the attendance letter report to be sent to students who trigger this alert This is a required field If you want to use the default letter template type Attendance Letter 1 For more information on creating letter templates see Attendance Letters Note If the letter report name and the name entered here do not match exactly you cannot print letters when sending attendance notifications e Student Group Processes the alert for students in the selected group only Select the Include I
21. ance The Processing Batch Attendance dialog box appears showing the status of the process gt Pinnacle Process Windows Internet Explorer fe exl local Processing Batch Attendance Number of dates to be processed 1 4 1 2011 Number of students to be processed 9 Replace Existing Records No Status Rumning Recording attendance Total to be processed 9 Total processed 6 internet 9 When processing is complete click Close 23 Pinnacle SIS Attendance User Manual Send Attendance Notifications The Send Attendance Notifications dialog box accessed from the Attendance menu allows you to print attendance letters and mailing labels for students with attendance alerts Attendance alerts can be generated at the end of each day when daily attendance processing is run for your school The following sections describe how to set up and generate attendance letters in your school e Prerequisites e Print Attendance Letters e Print Mailing Labels e Remove Student Attendance Alerts Note The Send Attendance Notifications dialog box is available when working at the school level for the current year only Prerequisites Before you can generate attendance letters for students you or an administrator must complete the following tasks 1 Setup attendance codes and ensure that the Count in Alerts check box is selected for any codes that you want to trigger attendance alerts
22. ce Information section e Toremove dates that you do not need select the check box next to a date then click Remove Selected Date 4 Click atime slot in the Attendance Information section then select an attendance code from the pop up menu This is the code that will be applied to the time slot for all students who you select in the next step Note You can click a date and select an attendance code to apply to all time slots in the day or click a column header to select an attendance code to apply to a time slot for all dates Repeat step 4 to select attendance codes to apply for any other time slots To select the students to whom you want to apply the attendance codes for the selected dates do the following e Click Add Students then find and select students to add e Click Add Students by Filter then define a student filter that specifies the students to add e Click Add Students by Class then select the class from which you want to add students The selected students are added to the Target Students list To remove students select the check box next to their names then click Remove Selected or click Remove All to remove all students from the list 7 To replace any existing attendance data that has already been recorded select the Replace Existing Records check box Clear the check box if you do not want to overwrite existing attendance data for the selected students and dates 8 Click Apply Batch Attend
23. ck Cancel to close the dialog box Remove Student Attendance Alerts If after generating attendance letters you want to delete the associated attendance alerts you can do so from the Send Attendance Notifications dialog box The following procedure removes a selected attendance alert from the selected students records 1 Log into the appropriate school for the current year 2 Goto Attendance gt Send Attendance Notifications The Send Attendance Notifications dialog box appears 3 Inthe Date Range field click the Calendar icon then select the date range for which you want to display alerts 4 Select the Alert Group for which you want to remove alerts The list is updated to show any students with an alert record for the group for the specified date range The Printed column displays a Y for any students that have had a letter printed Filter the list by Attendance Alert and Student Group as needed Select check boxes next to the names of the students then click Remove Alert A confirmation message appears 7 Click OK The alerts are removed from the list 26 Pinnacle SIS Attendance User Manual Manage a Student s Attendance Information Instructors record attendance in the Gradebook assigning attendance codes for each student that is absent or tardy in each class In Pinnacle SIS you can view each student s attendance records on the Student page Attendance tab The Attendance tab shows a student s attendance r
24. click Attendance Codes The Attendance Codes page appears Attendance Codes F Add New Count Count Level Code Description Status Type Group Weight Active in Att in Period Daily Hourly Teacher Comps Alerts A ea Set Excused Absent Excused 1 000 Absence Absence A ET Gaased Tandy Buse tady S 1 000 p y Tardy A ya Unexcused Unexcused Absent Unused 4 999 Absence Absence Unexcused Unexcused a UT Tardy Unexcused Tardy Tardy 1 000 3 SD Snow Day Excused Other ria 0 000 sence amp S School Activity Excused Present Present 0 000 A AP Absent Present Excused Absent Excused 0 500 Absence R 4 Excused PA Present Absent Excused Absent 0 500 Absence amp w P Unexcused Absent Unexcused 1 999 Suspension Absence 5 Click the Add New link The top row in the table expands Count Count Level Code Description Status Type Group Weight Active in Att in Period Daily Hourly Teacher Comps Alerts Code L Ae v Period Description Daily Status Unknown EIDE aa Hourly Type l Other 4 Count in Alerts Teaches Group wj Weight lH inset Cancel 6 Define the following information e Code Required Type a one or two character ID code for the attendance code After you sa
25. dance dialog box appears showing the status of the process globalscholar com Processing Daily Attendance Effective Date 9 9 2009 Recompute From Beginning Of Year No Post Attendance Alert Records No Create Call File No Status Initializing Total to be processed Total processed Internet f 100 8 When processing is complete click Close 21 Pinnacle SIS Attendance User Manual Attendance Batch Editor Attendance marks recorded by Instructors in the Gradebook can be edited as needed on the Student record Attendance tab in SIS However if you need to record attendance data for multiple students it can be time consuming to update each student s record individually The Attendance Batch Editor allows you to record attendance for multiple selected students simultaneously For example if you know that the football team will play a road game ona future date and that players will miss an afternoon of school for travel you can use the Batch Editor to record the students as absent on that date in advance Any attendance data that you record for a future date will appear in the Gradebook when an Instructor takes attendance for that date Note The Attendance Batch Editor page is available when working at the school level for the current year only To edit attendance for multiple students do the following 1 Log into the appropriate school for the current year 2 Go to Attendance gt
26. e attendance letters and edit attendance for one or more students Note Typically attendance is recorded by Instructors using the Gradebook For more information see your Gradebook documentation Pinnacle SIS Attendance User Manual Attendance Administration If you want to track attendance in your system you must set up various attendance policies at the district and school levels Attendance policies define the attendance codes that are used to track attendance in Gradebook and SIS specify options that control how attendance is calculated and reported and set options used to generate attendance alerts and phone notifications for students who are absent or tardy Attendance policy settings and codes are typically defined at the district level You can override these settings at the school level if your district allows it For details on overriding default district options at the school see Overriding Default Settings in the online help Attendance alerts can be set up at the school only See the following topics for information about setting up attendance policies at the district or school e Attendance General Options e Attendance Code Groups e Attendance Codes e Attendance Computation Options e Attendance Alerts e Phone Notification Options Note In addition to defining attendance policies you must set up the school calendar to define the periods on the calendar in which attendance is taken and specify
27. e Default location for daily call file created during attendance processing Type the path of the location in which to save the daily call file e Default Message ID Type the default message ID to use for attendance calls e Add Grade Level to End of Message ID Select this check box to append the student s grade level to the end of the message ID specified in the Default Message ID text box Select this option if you have different messages for different grades e Include only Pending Absences Select this check box if you only want to include only pending absences in the daily call file 6 Click the Save Changes button 18 Pinnacle SIS Attendance User Manual Managing Attendance Attendance is tracked and recorded by Instructors in the Gradebook For each class the Instructor records the students who are absent or tardy by assigning an attendance code to each student s attendance record For more information see your Gradebook documentation In Pinnacle SIS you can use the Student record Attendance tab to view and edit attendance data recorded for a student in the Gradebook In addition options on the Attendance menu allow you to mark attendance for a set of students run daily attendance processing to update all attendance records and print attendance letters for students who have attendance alerts See the following topics for more information about viewing and managing attendance at your school e Run daily attendance
28. ecords for the selected dates in the current school year and displays various attendance statistics for the student You can use the Attendance tab to edit any existing attendance records or to record attendance for new dates Note You can work with a student s attendance information at the school level for the current school year only The Attendance tab is not available at the district level or when working in the next school year This topic covers the following procedures e View a Student s Attendance Information e Adda Date to a Student s Attendance Record e Record or Change Attendance for a Student e Delete a Date from a Student s Attendance Record View a Student s Attendance Information The Attendance Information section of the Student record Attendance tab displays a student s attendance marks for a specific range of dates Each row is a date for which an attendance record exists for the student Each column is a timeslot in the school calendar To view a student s attendance records perform the following steps 1 Log into your school for the current year 2 Go to View gt Students The Students page appears 3 Find the student for whom you want to view attendance 4 Click the Attendance tab 27 Pinnacle SIS Attendance User Manual 3 Students M4 bn F 9 New Student Enroll Existing Student nE T No FIVE RAJA SOR RA HIGH SCHOOL RA HIGH SCHO 22 Photo Student ID 03732 3732 Status Active a i
29. ent 1 2 day or less For consecutive absences greater than g Override Default 100 gt Reset Save Changes 5 Select one of the following options in the Student s Day section to specify how the length of the student s day is determined e Count all periods in that day Select this option to count all periods in the day as specified in the calendar when calculating daily absences For example if there are 8 periods in the day calendar and a student is absent for 4 periods the daily absence is 4 8 50 e Count only periods student has a class Select this option to count periods in which the student has a scheduled class only For example if there are 8 periods in the day calendar a student has classes scheduled for 6 periods and is absent for 4 periods then the daily absence is 4 6 66 Pinnacle SIS Attendance User Manual Select one of the following Daily Absences Computation Options to specify how daily absences are calculated and reported Actual fraction of absent periods Select this option to calculate a specific percentage of the day that the student was absent For example if the student was absent 2 periods of a 6 period day the daily absence is 2 6 33 3 Round up to nearest half day Select this option to round up the specific percentage of the day that the student was absent to the nearest half day For example if the student was absent 2 periods of a 6 period day the daily absence is rounded up t
30. i Son RA HIGH SCHOOL AR 4 Grade 12 Male Age 24 Class Of 2011 Team Nia Vallable General Attendance l Citizenship Confidential j Photos Grade History Grades I Graduation if Enrollment if Requests Schedule ili Plan l Activities amp Awards if Services amp Guidance if Programs if Health Transportation Discipline li Notes if ELA Date Range Alldates gt gt ittendance Information Add Date s Date 1 2 3 4 5 Notes Remove Selected Date 1 14 2011 F S 14 17 2011 M S l Submit Changes 4 18 2011 ay S Cancel Changes 1 19 2011 w S Warning Statistics are computed only for dates within the current calendar for which daily attendance processing has been run No dates are processed Days Enrolled 95 ADM 0 64 Days Absent _0 00 Days Present 95 00 ADA _1 00 Times Tardy 0 Max Consecutive Days T Absent Note Statistics are not updated until you submit changes The following information is displayed e Date Range The range of dates for which attendance information is displayed e Attendance Information Each cell in the table represents a specific time slot on a specific day Time slots in which attendance is taken display the attendance code that was assigned to the student in that class If your district assigns attendance codes to students who are absent or tardy only the cel
31. istrict uses a telephone notification system to call the parents of absent students you can set up a number of phone notification options These options are used to generate a daily call file when daily attendance processing is run Any students who were absent for the day will be added to the daily call file The telephone number to use for attendance calls is specified in the Telephone for Attendance Calls field on the student s household record Note If you do not already know the appropriate telephone system related information to enter contact your system administrator for assistance To define telephone notification options perform the following steps 1 Sign in at the district or school level 2 Goto Admin gt Policy Manager The Policy Manager page appears 3 Select the School Year for which you want to specify phone notification options 4 Click Attendance then click Phone Notification System The Telephone Notification Options page appears Telephone Notification Options Telephone Notification System None v M override Default Default location for daily call file created during daily attendance processing Default message ID Dada grade level to end of message ID Indude only pending absences Reset Save Changes 5 Define the following information e Telephone Notification System Select the name of the auto dialer system such as Phonemaster that is used in the district or school
32. ls are blank if the student was present taken for the class are grayed out Note Time slots in which attendance is not taken either because the student has no scheduled class because school is not in session that day or because attendance is not e Attendance Statistics The following attendance statistics are displayed for the student in the bottom right corner of the page e Days Enrolled Number of days that the student has been enrolled at the school e ADM Average daily membership days in the school year days enrolled e Days Absent Number of days the student has been absent in the specified date range e Days Present Number of days the student has been present in the specified date range e ADA Average daily attendance days present days enrolled e Times Tardy Number of times the student has been tardy in the specified date range e Max Consecutive Days Absent Maximum number of consecutive days that the student has been absent Run Daily Attendance Processing Note Statistics are displayed for the selected Date Range only Statistics are computed only for dates for which daily attendance processing has been run For more information see 28 Pinnacle SIS Attendance User Manual 5 To select the date range for which you want to view attendance information click the calendar icon next to the Date Range box select a range of dates then click OK Any existing a
33. nactive Groups check box to include student groups with an Inactive status in the list 7 Click the Save icon when you are finished 15 Pinnacle SIS Attendance User Manual Attendance Letters You can generate attendance letters for any attendance alert records that have been created for students in your school Attendance alert records are generated when a student s absences or tardies reach the threshold specified by an attendance alert that has been set up at your school When attendance alerts are set up the administrator specifies the name of the attendance letter template that is associated with the alert You must create any attendance letter templates that are referenced by alerts in your school When templates have been set up attendance letters can be generated from the Send Attendance Notifications page after daily attendance processing has been run for the day Default Attendance Letter Templates Attendance letter templates are created as Microsoft SQL Server Reporting Services SSRS reports GlobalScholar provides the following templates in rdl format that you can customize to create your own custom attendance letters and mailing labels e Attendance Letter 1 Default attendance letter template e Attendance Mailing Labels Default mailing label template This template is always used when you click Print Mailing Labels in the Send Attendance Notifications dialog box Both templates can be found in the
34. o 50 Round up to whole day Select this option to round up the specific percentage of the day that the student was absent to the nearest full day For example if the student was absent 2 periods of a 6 period day the daily absence is rounded up to 100 Absent all day if absent period x Select this option to set the daily absence to 100 if the student was absent for the selected period regardless of whether the student was present for other periods Absent morning period x afternoon period x Select this option to report daily absence for the two selected periods only This option is for schools who take attendance for every period but the state only wants attendance to be reported for 2 periods AM PM attendance Present all day if present at least one period Select this option to set the daily absence to 0 if the student was present for at least one period of the day regardless of whether the student was present for other periods Present all day if present more than 1 2 day present 1 2 day if present 1 2 day or less Select this option to set the daily absence as 0 if the student was present for at least half the day and set absence to 50 if the student was present for less than half the day Type a percentage in the For consecutive absences greater than text box This is the percentage of a day that a student must be absent for the day to be counted when determining the number of consecutive days absent For example
35. ocessing A dialog box appears E Pinnacle G6 xX Process For OK O Today Cancel O Previous Day specified Date 1 17 2011 Recompute from beginning of year Cost attendance alert records Not Defined 3 Inthe Process For section select an option to specify the date for which you want to run attendance processing e Today Select this option to process attendance for the current day e Previous Select this option to process attendance for the previous day e Specified Date Select this option to process attendance for a different date then type the date in the field or select a date from the calendar Note The date must be a day on which the school is open For example you cannot select a Saturday if the school calendar specifies that the school is closed on weekends 4 Torecalculate all daily attendance figures from the start of the year select the Recompute from Beginning of Year check box 5 To create an alert record for each student that exceeds the number of absences and or tardies specified in the school s Attendance Alerts Policy select the Post Attendance Alert Records check box 6 To generate a call file for phone notifications select the Create Call File in Folder check box This check box is only available if a Phone Notification Policy has been set up at the school or district 20 Pinnacle SIS Attendance User Manual 7 Click OK The Processing Daily Atten
36. osadeecvssvvessvaeevesevevsesdadadascssvecavercieceusarsseseddaeeeeuseenceces 9 Attendance Alerts scscssevsecececesssecevedssedscteasevsscuscedeccdvcedecedecedectsieusineds coc vecveedeccdecececssasisicecedeces 11 Add Attendance AlErtSiscsisssissssrsnrsinsnieistessnsdadsnsasbacevesessietebetntenetesasadanabanenereeereesteeseedeeess 13 Attendance Letters cccccccccccccccccee cece eee ee cece eee e eee EEE EE EEE EEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEES 16 Default Attendance Letter Templates ccccscssssseccccecceeeceeeeecceeeeseuaaseeeceeeesssaeaeneeeees 16 Create Attendance Letter Templates ccccceeeeeeeeeeeeeeeeeeeeeeeeeeseseeeeeseeeeeeeeeees 16 Save Attendance Letters ccccccccccccccceeeee eee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEES 17 Phone Notification Options cccccccccssssssseecceececaeeesseecccecesseeeeseeeecessesseaaeseeeeeeeeseaaaneeeeees 18 Managing Attendam Ge iicccccccccecececececcbececececccececevecececevececocevececocececscecececscecececscececececocececscesscataxte 19 Run Daily Attendance Processing cccccccssssesseeeceececcaaeesseeccececcsaaeuseeeceeeeessauaaeeseeeeessaaaaness 20 Attendance Batch Editor eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeseeeeeseeeees 22 Send Attendance Notifications cccessssccccccesssesssneeeececsessecnnaeeeeeceesssesnnaeeeeeeesseessnaeeesess 24 PHELEQUISITES rrine suc stceae s
37. plicable e Date Range The date range in which absences or tardies were counted for the alert For example since the beginning of the year or since the last letter sent on mm dd yyyy e List of Attendance Code Descriptions A list of descriptions of attendance codes that can be included in the letter text e List of Attendance Codes A list of attendance codes that can be used to filter sub reports StudentldList is required to filter the students receiving the letters Letters can be designed to use any subset of the remaining parameters Note For additional information about report parameters and general guidelines about creating custom reports for use in SIS see the Custom Report Guidelines topic in the online help Save Attendance Letters When you have created attendance letter templates for each attendance alert in your system save the files to the Private folder on the Reports server Reports in this folder cannot be run from the SIS Reporting menu Ensure that you save each attendance letter template using the report name that matches the value entered in the Letter Report Name field for the relevant attendance alert If you do not save the letters to the Private folder on the Reports server with the correct names attendance letters will not be generated when you attempt to send attendance notifications 17 Pinnacle SIS Attendance User Manual Phone Notification Options If your school or d
38. processing at the school e Mark attendance for a batch of students e Send attendance notifications e View and edit attendance for a student Note Administrators must set up a number of attendance policies at the district and school before you can track and manage attendance in your school For more information see Attendance Policy Administration 19 Pinnacle SIS Attendance User Manual Run Daily Attendance Processing Daily attendance processing must be run each day to update attendance data for the school using the options specified in the district and school attendance policies The resulting StudentDailyAttendance database records include detailed attendance data by class or AM PM and store the fraction of the day that a student was absent When you run daily attendance processing you can specify whether to create an attendance alert record for each student that exceeds the number of absences and or tardies specified by the school attendance alert policy You can also choose to generate a call file for phone notifications Note This menu option is available at the school level for the current year only However district level administrators can use the Process Daily Attendance job to schedule daily attendance processing for all schools in the district To process daily attendance manually do the following 1 Log into the appropriate school for the current year 2 Go to Attendance gt Run Daily Pr
39. ssing has run you can use the Send Attendance Notifications dialog box to print attendance alert letters and mailing labels Note Only attendance codes which have the Count in Alerts check box selected are counted towards any attendance alerts you set up for your school Alert Groups When you create a new attendance alert you must assign a group code to the alert Alerts which have a unique group code are considered individual alerts and are always executed when attendance processing is run Alerts which share a group code are considered to be a group Alerts in a group are processed in threshold order with the alert with the highest threshold executed first When attendance processing is run if thresholds are met for more than one alert in the group only the alert with the highest threshold is generated As such setting up an alert group can reduce the number of alerts that are generated when you do not run attendance processing daily Note When adding a new attendance alert to an existing group you can only define the Alert Code Threshold and Letter Report Name all other settings are inherited from the group Alert Type Attendance Code Since option and Student Group The following section provides an example of how SIS processes individual and group alerts Alert Group Examples The following table shows attendance records for two students In the table P indicates a day when the student was present
40. t Changes to update the statistics values 31
41. the daily attendance type For more information see the Edit Calendar section in the online help Pinnacle SIS Attendance User Manual Attendance General Options The Attendance General Options policies define how attendance is tracked and reported throughout the system These settings are typically defined at the district level but can be overridden at the school if the district allows it To manage district attendance general option policy settings 1 Sign in at the district or school level 2 Goto Admin gt Policy Manager The Policy Manager page appears 3 Select the School Year for which you want to set general attendance policies 4 Click Attendance then click Attendance General Options The Attendance General Options page appears Attendance General Options Attendance Tracking Option Period Attendance Moverride default Daily Attendance M school may override Attendance is taken times a day through a homeroom dass Y Number of days that an att mark remains pending before given the default excuse code g M override Default A 3days v M School may override Number of minutes to use for default dass size for state reporting M override Default R 0 minutes M School may override Attendance Tracking Un check if your district tracks only NEGATIVE attendance M override Default Enable Positive Attendance Reset Save Changes 5 Define the following policy settings
42. ttendance information for the date range displays in the page Select a date range Custom v From 5 12 2011 i Tot 5 12 2011 Cancel OK 6 As needed perform one or more of the following tasks e Adda Date to a Student s Attendance Record e Record or Change Attendance for a Student e Delete a Date from a Student s Attendance Record Add a Date to a Student s Attendance Record You can add dates to a student s attendance record in the Attendance tab You might need to do this if an Instructor forgot to take attendance for a class in the Gradebook To add a date to a student s attendance record perform the following steps 1 Find the student record to which you want to add an attendance date 2 On the Attendance tab click the Add Date s button A calendar appears Specify a date x 4 March 2011 babe a Remove Selected Date Su Mo Tu We Th Fr Sa 10 123 4 Submit Changes n 6 7 8 91901 B Cancel Changes 12 13 1415 16 17 18 19 13 2 21 22 23 24 25 26 arning Statistics are computed only 14 3 28 29 30 a jor dates within the current calendar E which daily attendance processing 15 s been run No dates are processed Days Enrolled 0 ADM _0 00 Days Absent 0 00 OK Cancel 3 Click the dates you want to add to the student s attendance record The current date is selected automatically Dates on which attendance is not taken such as weekends cannot
43. ve the item you cannot change the Code value e Description Required Type a brief description of the attendance code This description appears on menus lists and reports in Gradebook and SIS e Status Select the status of the new code from the list Pinnacle SIS Attendance User Manual Type Select the attendance code type from the list For example if the code will be used to record absences select Absent Group Select the attendance code group with which you want to associate this code from the list Weight Type a weight to apply to this attendance code when performing attendance calculations Note This value is used by Gradebook Typically all attendance codes will have the same weight You might apply a different weight if for example you use a special code to record that a student was absent for half of a period or day In this example the weight might be 0 5 for the special code and 1 for all other codes Active Select this check box if the attendance code is active Only active attendance codes are available for use in Gradebook or SIS Count in Att Comps Select this check box to include this attendance code in daily attendance calculations Select this check box for codes used to record unexcused absences Do not select this check box for attendance codes such as field trips school assemblies or excused by parents that are not counted as absences or tardies in attendance reports Note
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