Attendance Module

Section 1:  Introduction

The attendance module is used to record all student school attendance data to include absence and tardy.  All DoDEA schools are expected to take daily (elementary) and period (secondary) student attendance and to develop local procedures for recording student attendance data.  Student attendance data is collected for students in general education preschool (DDESS only), Preschool Services for Students with Disabilities, Sure Start programs, and grades kindergarten through 12th grade.

The policy for collecting student attendance is found in DoDEA Regulation 2095.01, School Attendance, Administrative Change 1, August 26, 2011.


Section 2: Taking Daily Student Attendance

Attendance is taken each day a student is enrolled in a DoDEA School; this includes daily attendance for elementary schools and period attendance for secondary schools.  Classroom teachers are responsible for annotating students as present or absent, and also when students arrive tardy to class.  The school office is responsible for entering the appropriate reason code (e.g., sick, doctor appointment, late bus, etc.) for each student absent/tardy.  Note the following two exceptions: 

  • a. Students attending a non-DoDEA education facility

    • i. Attendance data is not taken for students who are placed in a non-DoDEA facility that is funded by DoDEA as an alternate educational placement.  Students enrollment status must be modified to  reflect enrollment status code,  “DoDEA fund” (i.e., residential placement)

  • b. Home schooled students
    • i. Attendance data is not taken for home schooled students.


Section 3: Preferences - General Settings for the Attendance Module

The general settings to be used in the SIS for the different grade level of schools (e.g., elementary, unit, & high school) are clarified in the following section.

Attendance Preferences – General Settings: Elementary Schools

This section provides clarification for the set-up of the application for recording student attendance data in elementary schools. 

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Section A:
  • Classroom input type – for elementary schools, this is set to ‘homeroom’ since attendance is taken at the homeroom level.
  • Classroom input period – used by secondary schools when the classroom input type is set to ‘period.’  This must be set to the first period.
  • Attendance history cutoff – the number of days that will appear when using the ‘Recent Attendance Filter’; this must be set to 90.
  • Daily attendance for past dates – this box must be checked
  • Previous day limit – this is set to 5
  • Show daily side tab in Staff View – this box must be checked.  This allows elementary school teachers to have access to the ‘Daily side tab’ for taking and viewing attendance.
  • Saturday attendance – this box is not checked at this time.
  • Sunday attendance – this must not be checked.  Exception: Bahrain Elementary School.

Section B:

Number of buttons must be set to four.
The codes must be listed as identified in the above chart.  Since absences, tardiness and dismissals are unexcused - unless marked excused - the unexcused code is not necessary.  If a code is marked excused by mistake the record can be adjusted by clicking [edit] next to the code in the record and removing the Is excused? check mark.

Section C:

Number of buttons must be set to two.
The codes must be listed as identified in the above chart.  Teachers are only required to indicate if students’ are absent or tardy.

Section D:

Number of buttons must be set to two.  The codes must be listed as identified in the above chart.

Secondary Schools

This section provides clarification for the set-up of the application for recording student attendance data in secondary schools. 

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Section A:
  • Classroom input type – for secondary schools this is set to ‘period’ since attendance is taken each period. 
  • Classroom input period – used by secondary schools when the classroom input type is set to ‘period’ and must be set to the first period. This will create a record for the office and calculation to update daily
  • Attendance history cutoff – the number of days that will appear when using the ‘Recent Attendance filter’; this must be set to 90.
  • Daily attendance for past dates – this box must be checked. Teachers are not required to update past attendance; this is a school office responsibility.
  • Previous day limit – this should be set to 0
  • Show daily side tab in Staff View – this should not be checked.
  • Saturday attendance – this box is not checked at this time.
  • Sunday attendance – this must not be checked.  Exception: Bahrain Elementary School.

Section B:

Number of buttons should be set to four.
The codes must be listed as identified in the above chart.  Since absences, tardiness and dismissals are unexcused - unless marked excused - the Unexcused code is not necessary. If a code is marked excused by mistake the record can be adjusted by clicking [edit] next to the code in the record and removing the Is excused? checkmark.

Section C:

Number of buttons must be set to two.
The codes must be listed as identified in the above chart.  Teachers are only required to indicate if students’ are absent or tardy.

Section D:

Number of buttons must be set to two.  The codes should be listed as identified in the above chart.

Unit Schools (combination of elementary & secondary grades)

This section provides clarification for the set-up of the application for recording student attendance data in schools with both elementary and secondary grades; referred to as Unit Schools. 

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Section A:
  • Classroom input type – for elementary schools, this is set to ‘homeroom’ since attendance is taken at the homeroom level.
  • Classroom input period – used by secondary schools when the classroom input type is set to ‘period.’  This must be set to the first period.
  • Attendance history cutoff – the number of days that will appear when using the ‘Recent Attendance Filter’; this must be set to 90.
  • Daily attendance for past dates – this box must be checked
  • Previous day limit – this is set to 5
  • Show daily side tab in Staff View – this box must be checked.  This allows elementary school teachers to have access to the ‘Daily side tab’ for taking and viewing attendance.
  • Saturday attendance – this box is not checked at this time.
  • Sunday attendance – this must not be checked.  Exception: Bahrain Elementary School.

Section B:

Number of buttons must be set to four.
The codes must be listed as identified in the above chart.  Since absences, tardiness and dismissals are unexcused - unless marked excused - the unexcused code is not necessary.  If a code is marked excused by mistake the record can be adjusted by clicking [edit] next to the code in the record and removing the Is excused? checkmark.

Section C:

Number of buttons must be set to two.
The codes must be listed as identified in the above chart.  Teachers are only required to indicate if students’ are absent or tardy.

Section D:

Number of buttons must be set to two.  The codes must be listed as identified in the above chart.


Section 4: Attendance Calculation - Secondary School

This section provides an overview of the process for calculating daily student attendance in secondary schools.  The following is an example of the calculation process employed by the SIS by using only period attendance data as part of the calculation process.  This modification in the calculation process addresses the calculation issues regarding student tardy and absence for secondary schools using only a 4 block daily schedule.  

Overview

The nightly attendance calculation in Aspen can be described as a three part process:

  1. A calculation is run that divides overall minutes absent/tardy during the day by total minutes of the school day.  The result is the daily portion absent.
  2. A process is run to identify period 1 tardy/absence and apply a standard 0.25 portion absent and a daily code of ‘AT’.
  3. A process is run to identify period 2-4 absences/dismissals and apply a daily code of ‘A’.  The portion absent is determined by the minutes in #1 above.
Process Description
  1. Calculation for Daily Portion Absent: How minutes factor into the daily portion. Total minutes absent per day (including minutes tardy or dismissed) are divided by the total minutes in the school day. This number is then rounded up to the nearest 0.25 (quarter) increment.

    Example:  Student was absent or tardy a total of 180 minutes of a day that included 360 total minutes. The resultant portion absent is 0.5.

    Example:  Student was dismissed 45 minutes early from school during period 3 and absent during period 4 (90 minute block schedule).  Minutes absent totals 135minutes divided by total minutes of 360 minutes = 0.375, rounded up to 0.5.

  2. Process to Identify Period 1 Tardy and Apply Daily Code/Portion:  Exception rule to the daily portion calculation (#1 above): This process makes first period tardy/absence essentially an exception to the calculation rule (#1 above).  That is, for first period only, if a student is marked tardy they receive a 0.25 portion absent for the day.  They also receive a daily code of ‘AT’ regardless of whether they are marked tardy or absent.  This rule applies without concern for the minutes a student is tardy to period 1.  (Important to note: minutes tardy in period 1 do matter in the overall calculation should the student be absent/tardy/dismissed during additional periods.)


    Example:  Student arrives x minutes (any number including zero) late to period 1 and is marked ‘T’ by the teacher for class attendance.  A daily code of AT is applied to the student with a portion absent of 0.25.

    Example:  Student is marked absent by the teacher for period 1 class attendance.  A daily code of AT is applied to the student with a portion absent of 0.25.

  3. Process to Apply Absent Daily Code:  This process checks all class attendance codes for the student.  Students marked as absent or tardy to any or all periods 2 through 4 will receive a daily code of ‘A’. 


    Example:  Student arrives 10 minutes late to period 2 and is marked ‘T’ by the teacher for class attendance.  A daily code of ‘A’ is applied.  The portion absent is 0.25 (10 minutes/360 minutes = 0.03, rounded up to 0.25).

    Example:  Student is marked absent during period 3 by the teacher for class attendance.  A daily code of ‘A’ is applied.  The portion absent is 0.25 (90/360 = 0.25)

  4. Process of Identifying Reason Codes:

    a.  Ignore period absence in the calculation if the reason code is one of the following, 1) Athletic Event, 2) College Visit, or 3) Study/Field Event.

    b.  School attendance personnel must add reason codes for all student tardy and absences to the daily code field.  Adding a reason to the daily code will push that reason to all period codes (that exist) on Job #1 every evening.  If they enter the reason the next day (i.e., athletic event) the daily code portion absent will be updated overnight as well. 

Attendance Calculation Examples
Single absence
  • Absent period 1 only = Daily code of AT and 0.25 absent
  • Absent period 2 only = Daily code of A and .25 absent
  • Absent period 3 only = Daily code of A and .25 absent
  • Absent period 4 only = Daily code of A and .25 absent

Multiple class absence
  • Absent period 1 and 2 = Daily code of AT and 0.5 absent
  • Absent period 2 and 3 = Daily code of A and 0.5 absent
  • Absent period 3 and 4 = Daily code of A and 0.5 absent
  • Absent period 1,2,3 = Daily code of A and 0.75 absent
  • Absent period 1,2,3,4 = Daily code of A and 1.0 absent

Absent/Tardy combination
  • Tardy period 1 and absent period 2 = Daily code of AT and 0.5 absent
  • Tardy period 2 and absent period 3 = Daily code of A and 0.5 absent
  • Dismissed period 4 = Daily code of A and 0.25 absent
  • Dismissed period 3 and absent period 4 = Daily code of A and 0. 5 absent

Section 5: Attendance Reference Codes – Common List

 The code (reason) for each student absence and a brief description of each code is identified in the table below.

Code Description
Appointment Medical / dental / other
Athletic Event Sanctioned athletic event; non-curricular
Bus Official transportation delay / problem
College Visit Visit post-secondary local
Emergency Condition Natural or manmade disaster
Family Ill / Death Not result of student’s personal illness
Family Circumstance Coordinated with administration
No Reason None provided by parent or sponsor
Religious Holiday Official religious holiday
Student Illness Due to student’s personal illness
Study / Field Trip Sanctioned curricular event; non-athletic
Suspended (In Sch) Disciplinary action; non-typical school location
Suspended (Out Sch) Disciplinary action; off school grounds

Section 6: Clarification of Student Attendance Reasons (Codes)

Clarification of Student Attendance Reasons

This section provides an explanation of the attendance reasons identified for student attendance data that is documented in the Student Information System (SIS).  School office staff are responsible for annotating the reason for each student absence/ tardy to include class attendance (elementary schools) and period attendance (secondary schools).  To ensure accurate data are collected all reasons for student absence/tardy must be updated upon receipt of written documentation from the parent or sponsor.

Note: DoDEA sponsored curricular or extra-curricular events (e.g., Athletic Event, College Visit, & Study/Field Trip) are excluded from the automatic calculation of the student’s average daily attendance rate.


Student Information System Attendance Module Descriptors

Reason Explanation
Appointment Excused: Written documentation received from parent or sponsor explaining that the student will not attend school, will be late to school, or will depart early, due to an appointment for medical, dental, or mental health reasons. 

Unexcused: Written explanation is NOT provided by parent or sponsor; revise upon receipt of written documentation.
Athletic Event
(Excluded from the automatic calculation of the student’s average daily attendance rate)
Excused: Participation in a school sanctioned extra-curricular athletic event (e.g., basketball game) to include time to travel to the event.
Bus Excused: Result of DoDEA transportation (e.g., school bus, other contracted vehicle) being delayed due to traffic, mechanical issues, etc., and identified by the local Transportation Office.

Unexcused: Student missed the bus or other contracted vehicle. 
College Visit
(Excluded from the automatic calculation of the student’s average daily attendance rate) 
Excused: Request received in writing from parent or sponsor for the purpose of exploring post-secondary options to include visiting a university or community college. School administration approval required to be an excused absence.

Unexcused: Written explanation/request is NOT provided by parent or sponsor; revise upon receipt of written documentation.
Emergency Condition Excused: Includes natural events such as fire, flood, or storm. Written explanation is provided by parent or sponsor.
Family Ill / Death Excused: Absence that is not result of student’s personal illness. Written explanation is provided by parent or sponsor.

Unexcused: Written explanation/request is NOT provided by parent or sponsor; revise upon receipt of written documentation.
Family Circumstance Excused: Coordinated with administration and approved as excused absence.

Unexcused: Coordinated and/or not coordinated with administration, and designated as an unexcused absence.
No Reason Unexcused: Written explanation/request is NOT received from parent or sponsor; revise upon receipt of written documentation.
Religious Holiday Excused: Official religious holiday (i.e., Hanukah). Written explanation is provided by parent or sponsor.

Unexcused: Written explanation/request is NOT received from parent or sponsor; revise upon receipt of written documentation.
Student Illness Excused: Related to student’s condition. Written explanation is provided by parent or sponsor.

Unexcused: Written explanation is NOT received from parent or sponsor; revise upon receipt of written documentation.
Study / Field Trip
(Excluded from the automatic calculation of the student’s average daily attendance rate) 
Excused: Participation in an official school related curricular event (e.g., study trip to science museum; not athletic in nature).

Unexcused: Not applicable.
Suspended (In Sch) Excused:  Disciplinary action resulting in the education of the student in a non-typical school location (e.g., school office).
Suspended (Out Sch) Unexcused: Disciplinary action resulting in suspension from school and the student is not allowed to be on school grounds during this timeframe.

Section 7:  Teacher Attendance Directions

This section identifies the procedures classroom teachers are to follow when recording daily (elementary) or period (secondary) student attendance.

Teacher Attendance - Daily

If you are unable to login to Aspen please see your School ET.


Entering Daily Attendance

To Enter Daily Attendance
  1. Click on the Attendance top tab.
  2. Click the Daily side-tab. The Daily Attendance page displays the list of students you are responsible for taking attendance for. This is either a homeroom period or classroom period of students that your school uses for daily attendance.
  3. In the Code column, click the appropriate code for students who are not present:
  4. If your school tracks lunch counts, enter the counts for your students at the bottom of the page.
  5. Click Post at the top or bottom of the page. The system confirms you want to post. Click OK. The system sends the records you enter to the school’s office. The date and time you post appear at the bottom of the page.

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Entering and Clearing P code

If a student has been inadvertently marked as absent, the P (Present) code button can be used to change the status back to present.  Once the Absent button is checked the Present button becomes available.  Once this button is clicked the status is changed back to present.

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Daily Attendance Reports

There are a few built-in attendance reports.  There is the ability to run a Student Directory, Mailing Labels, and Student Lists. Teachers also have the ability create custom lists and reports with the Quick Report function.  Some of the Attendance reports are listed in the following pages.

Attendance Bulletin

This report prints students with Attendance Codes in a grid format. Totals list at the bottom, each day is on a separate page.

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Attendance Bulletin 2

This report prints students with Attendance Codes grouped by Attendance Code.  Each day is on a separate page.

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Attendance Bulletin 3

This report prints students with Attendance Codes in a list format grouped by grade. Totals list at the bottom, each day is on a separate day.

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Attendance Call Sheet

This report prints students with Attendance Codes in a list with phone and contact information. Each day is on a separate day.

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Teacher Attendance – Class (Secondary):

Section 8:  School Office Procedures

This section identifies the procedures school office staff are to follow when entering student attendance data and the specific reason code for student absence/tardy.

Office Procedures for Daily Student Attendance –

Elementary School

Identifying Portion of School Day Intervals

To ensure alignment with DoDEA Attendance Regulation 2095.01, each elementary school must identify the time when a student arrives and/or departs early so that the portion of the school day absence can be accurately entered into the student management system.  Written verification of the time is required in the system.

Steps to identify local elementary school ¼ daily interval

This process must be developed prior to the beginning of the new school year.

  1. Identify the length of the school day.  For example, school begins at 8:15a.m., and concludes at 3:00p.m.
  2. This period of time is divided into four quarters, for example: 8:15-10:00; 10:00-11:45; 11:45-1:30; 1:30-3:00.
  3. This is your local schools ¼ daily time period for identification of student attendance.  As students arrive late in the morning and/or are dismissed early, this time is entered into the system (See section By Individual Student). 
  4. The identified intervals must be consistently used throughout the school year to record student late arrival and/or early departure from school. Office personnel, school, and community stakeholders should be aware of this interval period for your local school.
  5. This ¼ time period identifies the amount of time a student is absent from school (Portion Attendance) and is aligned with the Regulation 2095.01.  The following portion attendance is identified using the example listed in number 2; 
    • .25 equals a quarter of a school day absent from 8:15 - 10:00a.m.
    • .50 equals 1/2 of the school day absent from 10:00 - 11:45a.m.
    • .75 equals 3/4 of the school day absent from 11:45a.m. - 1:30p.m.
    • 1.00 equals an entire school day absent from 1:30p.m. - 3:00p.m.
  6. This portion time period (.25, .50, .75, and .100) and the specific time must be entered into the system as appropriate by the school office administrative assistant responsible for entering school attendance data.
  7. No later than the end of each school day, all students who have arrived late and/or departed early must have their attendance record modified to reflect the portion of the day that was missed (absent). 
Default Setting

All students are entered Present by default.  Users will only need to enter attendance codes for students that are not present.

Entering Student Attendance

All students are entered Present by default.  Users will only need to enter attendance codes for students that are not present.

By Homeroom
  1. Click the Attendance top tab.
  2. Click on the Daily Roster side-tab.  The Daily Roster page displays the list of your homerooms.
  3. Click on the homeroom number for which you want to enter attendance.

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  4. In the Code column click ONCE on the appropriate button – A for absence, T for tardy. If you make a mistake, click the P before saving to mark the student present. After you click a code, the system highlights that row in gray. This alerts you that you clicked a code but have not saved that attendance record.

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  5. Once you click the button a pop-up window will appear.
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  6. Enter the appropriate Portion.
    • .25 equals a quarter of a school day.
    • .50 equals 1/2 of the school day.
    • .75 equals 3/4 of the school day.
    • 1.00 equals an entire school day.

  7. If you know that the absence or tardy is excused, click theIs excused checkbox.
  8. Select the appropriate Reason.
  9. If it’s a Tardy or Dismissal you must enter the TimeIn/Time Out.
  10. Put in a Comment if necessary.
  11. Click OK.
  12. Click Save on the Roster.
  13. In the breadcrumbs, click Homerooms to return to the list, or use the navigation bar to move to the next homeroom on the list.
By Individual Student

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  1. Click the Attendance top tab.027_mod_Attendance
  2. The Daily Attendance Office Input page appears, with the cursor in the Name/ID field.
  3. Type in the student’s full or partial name.
  4. Select the attendance Code.
  5. Select the Show Popup checkbox if you want to enter more detailed information for the code you select for each student (for instance you know it is an excused absence due to illness).
  6. Click Add or press Enter. If there is only one student with the name you type in, then the attendance record appears in the list for that student. If there is more than one, when you click Add a pop-up window will appear.
  7. Select the name of the student you are entering attendance for. 029_mod_Attendance
  8. Click OK.
  9. If you selected Show Popup (step 5) a pop-up window will appear to enter more information about the absence.
  10. If a student is absent for a Portion of the day, check the Is Absent checkbox and enter the portion amount.
    • .25 equals a quarter of a school day.
    • .50 equals 1/2 of the school day.
    • .75 equals 3/4 of the school day.
    • 1.00 equals an entire school day.
  11. If a student is Dismissed or Tardy, the Time In/Time Out must be entered.
  12. Select if it’s Excused or not.
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  13. Select the appropriateReason.
  14. You can enter attendance for multiple days by clicking the Multiple Dates>> link next to the Start date field. See page 4 for additional information on Multiple Dates.
  15. Click Save.
By Group of Students for a Single Day
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  1. Click the Attendance top tab.
  2. The Daily Attendance Office Input page appears, with the cursor in the Name/ID field
  3. Click Mulit-Add…

    Click on the students you would like to assign an attendance code by either:

    • Section of a class (a pop-up window will appear with all classes)
    • Homeroom number (a pop-up window will appear with all homerooms)
    • Query of students (a pop-up window will appear with all your filters)
    • Snapshot of students (a pop-up window will appear with all snapshots – for instance the Volleyball Team has an away game)
    • Selection of students (a pop-up window will appear with all students)
  4. Select Skip or Replace to determine what should be assigned if there is already an attendance mark on one of the students you have selected.
  5. Select if you would like to assign Absent, Tardy, Dismissed, or Excused.
  6. Enter the appropriate Portion:
    • .25 equals a quarter of a school day.
    • .50 equals 1/2 of the school day.
    • .75 equals 3/4 of the school day.
    • 1.0 equals an entire school day.
  7. Select the appropriate Reason.

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  8. Enter a Comment if necessary.
  9. Click Save.
For Multiple Days

Aspen allows you to take attendance for multiple days for a single student, or a group of students.  In the screenshots below we are taking attendance for four students that will be gone for 30 days on a family trip due to sponsors returning from deployment.

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  1. Click the Attendance top tab.

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  2. Click the Daily Office side-tab. The Daily Attendance Office Input page appears, with the cursor in the Name/ID field.
  3. Click Mulit-Add… (A pop-up window will appear.)
  4. Click on the students you would like to assign an attendance code by either:

    • Section of a class (a pop-up window will appear with all classes)
    • Homeroom number (a pop-up window will appear with all homerooms)
    • Query of students (a pop-up window will appear with all your filters)
    • Snapshot of students (a pop-up window will appear with all snapshots)
    • Selection of students (a pop-up window will appear with all students)
  5. Select Skip or Replace to determine what should be assigned if there is already an attendance mark on one of the students you have selected.
  6. On the Start date click Multiple Dates >> 
  7. Select if you would like to assign an Absent, Tardy, Dismissed, or Excused and enter a Portion amount.
    • .25 equals a quarter of a school day.
    • .50 equals 1/2 of the school day.
    • .75 equals 3/4 of the school day.
    • 1.0 equals an entire school day.

  8. Select the appropriate Reason.
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  9. Enter a Comment if necessary.
  10. Click Save.
For Multiple Days Continued

Aspen allows you to take attendance for multiple days when part of the period isExcused and the other part is Not Excused.  A common example is when a parent has requested an approved extended school absence for a 30 day period.  Upon reviewing the student’s educational history and prior attendance record, the principal has approved only 5 days Excused, and 25 days are recorded as Unexcused.  In this instance, the school must document the student’s attendance record as the following:

Excused 5 days

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Not Excused 25 days

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Viewing and Updating Student Attendance

Viewing Attendance from the Attendance Tab
  1. Click the Attendance top tab.
  2. Click the Daily Office side-tab. Any student that has previously been marked Absent or Tardy, for that day, by a teacher or someone in the office will appear on the list.

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To Update Attendance from the Attendance Tab
  1. Click the Attendance top tab.
  2. Click the Daily Office side-tab. Any student that has previously been marked Absent or Tardy will appear on the list.
  3. To update a Tardy or Absent code to Excused click on the E button.
  4. In the pop-up window you can mark if it is an Absent, Tardy, Dismissed, or Excused. You can also enter the Portion absence amount.
  5. Select the attendanceReason
  6. Click Save.
Viewing Current Student Attendance from the Student Tab
  1. Click the Student top tab.
  2. Select the student using Ctrl-F or the Page Drop Down list.
  3. Click theAttendance side-tab. 
To Update Attendance from the Student Tab

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  1. Click the Student top tab.
  2. Select the desired student.
  3. Click the Attendance side-tab.
  4. Click on the Date that you want to change.
  5. Mark if it is an Absent, Tardy, Dismissed, or Excused.
  6. Enter the Portion absence amount.
  7. Select the attendanceReason
  8. If the student is Tardy or Dismissed you must add the Time by clicking theAdd button under the Arrivals and Departures section.
  9. Click Save.
View Student Attendance Summary Information
  1. Click the Attendance top tab.
  2. Click the Daily Summary side-tab. The date range defaults to the current month through the current date.
  3. To determine the date range and criteria, click Change Filter.

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    The Attendance Details dialog box appears

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  4. Type the Start and End date range, or click 055_mod_Attendance to select it.
  5. For each category (Absences, Tardies, Dismissals), enter the value you are searching for. (You can now enter the Portion amount.)
  6. Determine if you want to search for more than one category. For example, if you want to search for students who were absent more than two times AND had more than two tardies, select And. If you want to search for either students who were absent more than two times OR had more than two tardies, select

    Or.

  7. Ignore Other Codes.
  8. Reason field, select any specific reason you want to filter on.
  9. Select the Exclude excused checkbox if you do not want to include any attendance records that were marked excused.
  10. Click OK. The Daily Summary page displays the attendance records that meet the criteria you specify.

Note:
This could also be used to find students with perfect attendance.


Secondary School Grade Levels:

Section 9:  Substitute Teachers Protocol

Each school must establish a procedure for substitute teachers to record daily (elementary) or period (secondary) student attendance. This protocol must be established and communicated to all school personnel in each DoDEA school prior to the beginning of the new school year.  The options for substitute teachers include the following:

  1. Maintaining a paper record of CURRENT class (elementary) and period (secondary) enrollment that is provided to the substitute teacher by school office staff at the beginning of the substitute teacher’s duty assignment.  This document is manually completed by the substitute teacher throughout the school day and is then returned to the school office for entry into the SIS Attendance module by school office staff. This method will need to be used in the event of un-planned teacher absences.
  2. Classroom teachers may print out the homeroom input report as they prepare (in advance) for pre-planned days out of school.
    Directions for generating the Homeroom Attendance Input document are noted below:
Attendance Homeroom Input

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  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Attendance Homeroom Input. The appropriate dialog box appears.
  4. Enter the report parameters (do you need it for one homeroom, all homerooms, etc)
  5. Click Run.

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Section 10: Identifying Students with Chronic School Absence

Several tools are available within the attendance module to assist in the identification of students with frequent or chronic school absence.

Absence Letter
  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Absence Letter. The Absence Letter dialog box appears:
  4. Click Run to run the report.

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To the Parent/Guardian of:

According to our records XXXXXX has accrued more than 8.25 unexcused absences this school year. This many unexcused absences is a source of concern to us.

Attendance is an important factor in a student's progress in school. For XXXXXX to have so many unexcused absences at this point in the school year has to have a negative effect on your student's progress.

Please contact me about this matter as soon as possible.
Sincerely,

Principal


Attendance Bulletin

This report prints students with Attendance Codes in a grid format. Totals list at the bottom, each day is on a separate day.

  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Absence Attendance Bulletin.  In the dialog box, set your parameters.
  4. Click Run to run the report.
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Attendance Bulletin 2

This report prints students with Attendance Codes grouped by Attendance Code.  Each day is on a separate page.

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Attendance Bulletin 3
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This report prints students with Attendance Codes in a list format grouped by grade. Totals list at the bottom, each day is on a separate day.

Attendance Call Sheet
  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Attendance Call Sheet.  In the dialog box set the date, and results sort.
  4. Click Run to run the report.
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Attendance Homeroom Input
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  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Attendance Homeroom Input. The appropriate dialog box appears.
  4. Enter the report parameters (do you need it for one homeroom, all homerooms, etc)
  5. Click Run.
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Note: This printed report can be used for substitutes to document attendance.


Average Daily Attendance
  1. Click the Attendance tab.
  2. Click the Daily History side-tab.
  3. On the Reports menu, click Average Daily Attendance.  Enter the date range.

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  4. Click Run.

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NOTE:  The percentage of student attendance circled above is 95.66%, or identifies a 96% average daily attendance rate for August 2, 2012.  This rate is important for school administration to regularly identify and track; this percentage is considered the “reportable” school attendance rate.  This rate may be identified for a period of time to include multiple days, weeks, months, school quarter, or semester. 


Daily Attendance Totals
  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Daily Attendance Totals. The Daily Attendance Totals dialog box appears.
  4. Enter the report parameters.

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  5. Click Run.

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Lunch Counts (only for use by those schools which take lunch counts in Aspen)
  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Lunch Counts. In the dialog box, enter the date if different.
  4. Click Run.

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Monthly Register
  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Monthly Register.. In the dialog box, enter date range.
  4. Click Run.

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Principal’s Attendance Report
  1. Click the Attendance tab.
  2. Click the Daily Office, Daily Roster, or Daily History side-tab.
  3. On the Reports menu, click Principal’s Attendance. The Principal’s Attendance dialog box appears.
  4. Type the date range for which you want to print the report, or click the calendars to select the dates.
  5. Select the Students to include in the report.
  6. If you selected YOG or Snapshot, type the Search value, such as 2010 or Dance club.
  7. Define the criteria for printing the report. The page divides the criteria into two sections:085_mod_Attendance
    • First criteria section

      • Select to include attendance records with specific numbers of absences, tardies, or dismissals. Optionally, you can select a reason, operator, and value. For example, for absences, you might select the reason Vacation, operator of Greater than, and type the value 4 AND Tardies Greater than 2. The system would include all students who have been absent with a reason of Vacation more than four times AND have had more than two Tardies regardless of the reason.
      • Then, select the Exclude Excused checkbox if you do not want to include students whose records were excused.

        Note: The system includes attendance records entered with any code defined as an absence.

    • Second criteria section

      • Optionally, you can include students whose attendance records contain a certain number of occurrences of specific attendance codes. For example, you can select to include students with the code Truant Greater than 2
      • You can also use a mixture of the first and second criteria.

        Note: The second criteria area only includes attendance records with the specific code you select.

  8. Sort the results by student name, year of graduation, or homeroom.
  9. In Group results by, select if you want to group the results by Homeroom, or Team, or none.  Click Run.

Note:
Use this report for Perfect Attendance, Escalating Absences and Tardies, and/or reporting Dismissal Types.



Class Attendance Post Verification

Use the Class Attendance Post Verification report to ensure all teachers are posting their attendance information.

To run the Class Attendance Post Verification report

  1. Click on the Attendance tab
  2. Click on the Class Office or Class History side-tab.
  3. From the Reports menu, click on Class Attendance Post Verification
  4. Enter the report parameters, includingDate, Period, andSort by.

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  5. Click Run.

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Class Attendance Post History

Use the Class Attendance Post History report to see that attendance information from a particular class was posted for a specified date range.

To run the Class Attendance Post History report
  1. Click on the Attendance tab
  2. Click on the Class Office or Class History side-tab.
  3. From the Reports menu, click on Class Attendance Post History
  4. Enter the report parameters, includingStart andEnd Date, Class, andSort by.

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  5. Click Run.
Absence Report by Single Student
  1. Click the Student tab.
  2. Click the Attendance side-tab. To print the entire school; do not use the attendance side tab.
  3. On the Reports menu, click Absence Report by Student.
  4. Enter the report parameters.  If you are in a student, you will receive information on just that student.
  5. Click Run.
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Question and Answer - Attendance module

Q1. I don’t understand the functionality of the Student Information System (SIS) Attendance Module, where can I go for assistance?

A1. Instructions for using the SIS are included in the SIS User Guide available at www.dodea.edu/employees/SISGuide/index.cfm Additionally, your District SIS can provide assistance.

Q2. I’d like to see a modification to the student attendance module. Where can I submit this request?

A2. Requests for changes to the attendance module should be sent through your District Superintendent to DoDEA Headquarters Chief, Student Support Services Branch. All requests will be reviewed and considered.

Q3. What is the role of my schools Student Support Team (SST) regarding student attendance?

A3. The SST is a resource to develop appropriate attendance intervention plans based upon a review the student’s educational progress and attendance record. Often students with poor attendance also have other educational and/or social-emotional needs that are presenting in the school environment.

Q4. Who is responsible for entering daily or period class attendance?

A4. The classroom teacher is responsible for entering daily or period class attendance.

Q5. Who is responsible for recording in the SIS the reason a student is absent from school?

A5. The school attendance clerk or registrar is responsible for recording the specific reason for the student’s absence from school. The type of reason is important to determine whether the absence is excused or unexcused.

Q6. Can the reasons for student absences or tardy be changed? Who is responsible for making such changes?

A6. The school attendance clerk or registrar is responsible for and has the appropriate user rights to enter and modify the reason for school absence.