Post/View Attendance

The Post/View Attendance page allows you to record and post attendance for each period. You may also use this page to view attendance data that has already been posted. You may post the data only once for each period/course. If you discover an error after you have posted, you must contact your attendance clerk to correct the error.

Note:  During the ADA period, on the first day of school, and on the first day of enrollment, the Absent and Tardy fields will be disabled.

Notes about the first day of school:

To record attendance:

1. From the Attendance menu, select Post/View Attendance.

The Post/View Attendance page will be displayed allowing you to select the date and period for which you wish to post attendance. You may also view attendance data for dates and periods that have already been posted.

2. The Date field defaults to the current date. To enter another date, you may type the date (MM/DD/YYYY or MMDDYYYY), or you may click to open the calendar and select a valid date.

3. If there is only one track for the campus displayed, the calendar is color-coded according to the track, and a legend is provided for the colors. If this is a multi-track campus, the calendar is not color-coded.

4. If the date typed or selected for this field is invalid according to the calendar, an error message will appear on the right side of the Date field. You must type or select a valid date.

5. To close the calendar, you must click a valid date on the calendar.

Some campuses may not allow you to post attendance for a prior date. In this case, the Post Attendance button is not displayed for prior dates.

Courses are only displayed on the days met. For example, a course that meets only on Monday will be displayed only when the attendance date is a Monday.

3. In the Period field, click to select the period/course for which you wish to view or record attendance. Only valid attendance periods are displayed in the drop-down list. The drop-down list provides period numbers with the courses you teach at each period. The page defaults to the first period for which you have not posted attendance.

• The list of active students for the selected date and period/course is displayed. The student ID, name, grade level, and course section are displayed for each student.

• If you teach multiple courses for the selected period, all students in all courses will be displayed.

• If you selected a date/period combination for which no course is taught, an error message will notify you that no students are enrolled in the selected date and period.

• Attendance may be posted only once for each date/period. If you have already posted attendance for this date/period, the period will be shaded in the drop-down list. If you select that period, a message will notify you that attendance has been posted for this date/period, and a view-only list will appear.

4. All students are defaulted to Present. For students who are tardy or absent for this date/period, mark accordingly in the Attendance fields.

• The Student ID field displays the student's ID. You may click the student ID to view the student's profile. The total number of students enrolled in this period is displayed at the bottom of the column. Students in self-paced and non-graded courses are included on the attendance list.

• The Last Name and First Name fields display the names of the students in the course for the period selected.

• The Grade field displays the student's grade level.

• The Course Section field displays the course section in which the student is enrolled.

• New students are indicated with beside their student IDs. The icon will remain for that date only.

Note:  Students whose first day (or reentry day) is not the official first day of school may not be marked absent during the ADA period on their first day. The Absent option will be disabled.

• As you mark students Absent or Tardy, the rows will change color. Tardy students will be shaded yellow, and absent students will be shaded red.

• Some campuses may not allow students to be tardy during the ADA period. This is an option set by your campus. If your campus does not allow you to record tardies during the ADA period, then the Tardy option will be disabled.

• If a student's absence is pre-posted (e.g., a scheduled band trip or a student who called in sick), the student will be shaded gray, and the Attendance field will display the reason for his absence. Pre-posted absences are handled by the attendance clerk, so you will not be able to mark attendance for that student.

• If the attendance clerk has entered comments associated with a student's pre-posted attendance for the date displayed, the comments icon will appear to the right of the pre-posted attendance.

• Click to view the comments. The Comments pop-up window will open, and the comment will be displayed. The date/time and the user ID of the person who entered the comments are also displayed.

• Click Close to close the Comments window.

• Students whose attendance is excluded from reporting are included in the list, but you will not be able to record attendance for those students. This is a rare circumstance.

• If a student has withdrawn from the course, the message withdrawn student appears by his name.

• If attendance has already been posted for the selected date/period/course, the attendance data will be view-only.

• Student absences and tardies will be highlighted, and you may click to view any comments associated with the absence.

• If a student has withdrawn from the course since attendance was posted for this date, his attendance record will be displayed.

• If a student's enrollment date is after the selected attendance date, his attendance record will not be displayed.

5. The columns may be sorted and rearranged according to your preferences. An arrow indicates the column and order by which the table is currently sorted.

• If a column can be sorted, a sort box appears in the column heading.

• To resort the list by another column heading, click in the column heading. The column will be sorted in ascending order, as indicated by in the column heading.

• To sort the column in descending order, click again. The sort arrow will change direction.

• If you sort by the last name column, the table will actually sort by last name, then first name. If you sort by the first name column, the table will actually sort by first name, then last name.

• To rearrange the columns, click on the left side of the column you wish to move, and drag the column to the desired location in the table. Before you drop the column in the new location, a red bar will appear in the location in which it will drop.

6. To print the attendance list for the date/period/course displayed, click Print. The Print window will open allowing you to select your printer and settings. Click Print to continue, or click Cancel to cancel printing.

You may print the list whether it is posted or not posted. The printed attendance list will provide blanks in which you may mark attendance.

To post attendance:

After you have recorded attendance for the course, review your input carefully. You may post the data only once for each period/course. If you need to correct attendance after you have posted, you must contact your attendance clerk to correct the error. Follow procedures established by your campus (e.g., print the posted attendance report, make any corrections, sign the report, and submit it to your campus administrators).

When you are satisfied with your attendance input, you must post the data.

1. In the PIN field, type your four-digit PIN. For your convenience, the PIN box and Post Attendance button appear at the top and bottom of the attendance list. You may use either box to post attendance.

2. Click Post Attendance.

• If your changes were saved successfully, the page will reload with a message indicating that the attendance was posted successfully. The attendance list will be view-only.

• If you typed your PIN incorrectly, the system will notify you that you provided an invalid PIN. You must provide the correct PIN before you can continue.

If your campus does not allow you to post attendance for a prior date, the Post Attendance button is not displayed for prior dates.