Aeries Student Information System Attendance Notes October 3, 2008

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1 Aeries Student Information System Attendance Notes October 3, 2008 The Attendance Notes will give schools the ability to store Attendance Notes within Aeries from the Period and Daily Attendance form. A small blue envelope now displays to the left of each date on the calendar view of the Attendance form. When a note has been added for a particular date the envelope will now change to red to indicate that a note exists for that date. Clicking the mouse on an envelope will open the Attendance Notes form for the student and date selected. From this form a student can be given multiple notes for any given day. At the bottom of the form is a radio button that allows you to display ALL attendance notes for all dates for the student displayed. The column headings can also be clicked on to change the sorting of the notes for this student. The Attendance Notes are also stored in a separate table (ATN). This table is only connected to the Student table (STU) by the student number field. Since these notes are stored in their own table Query can also be used to view all notes or to view specific student notes with a particular code value or date. Please be aware that Eagle Software s objective is to provide their users with documented procedures, such as the one that follows, in an attempt to expedite the steps necessary to accomplish certain tasks within Aeries. However, Eagle Software recognizes that each school and district using Aeries has established their own unique guidelines and policies. By using these procedures you assume full responsibility for the appropriate application, the results of their use, any impact upon your database and conforming to all guidelines and policies that have been established by your school or district.

2 Page 2 Aeries Student Information System ATTENDANCE The Attendance Notes from can be accessed from the Attendance form. After selecting a student click the mouse on the Envelope symbol to the left of the date selected. The following form will display. At the top of the form the attendance date, student number, student name and ID number will display. Any previous notes added for the date selected will also display. NOTE: This form will differ slightly between Daily and Period Attendance.

3 Page 3 Aeries Student Information System ADD To add Attendance Notes, click the mouse on the Add button. The Attendance Date will automatically default to the date selected and cannot be changed. The cursor will display in the Period field. Enter the Period for this note in the PD field. If a specific code is desired click the mouse on the Code drop down and select the code. The description for the code will automatically display. The Modified data will automatically be updated with the user name, date and time. Press Tab and the cursor will now display in the Attendance Notes field. Specific attendance notes can now be entered.

4 Page 4 Aeries Student Information System When finished entering the Attendance Notes press Enter and the record will be added. The Envelope next to the date selected on the Attendance form will now display in red. NOTE: It is not required to enter a specific code or attendance notes. But if neither of these fields contains data the following message will display.

5 Page 5 Aeries Student Information System CHANGE To change a note, click the mouse on the Change button and Tab over to the field. Enter the new data and press Enter. The record will be updated along with the information for the Record Last Modified. DELETE To Delete a specific note, click the mouse in the box to the left of the note and a black arrow will display. Click the mouse on the Delete button and a warning message will display. Click the mouse on the Yes button to continue.

6 Page 6 Aeries Student Information System SELECT A SPECIFIC DATE The Forward, Backward and Get buttons are used to select a specific Date to display the notes for the student displayed. DISPLAY ALL To display ALL notes for the student displayed, click the mouse on the Show All Notes radio button at the bottom of the form. All notes for this student will now display. CHANGE SORT ORDER The default sort order when displaying ALL notes is by the descending Attendance Date. To change the order, click the mouse on any column heading. The attendance notes will now be sorted in ascending order for the field selected. To change the sort order from ascending to descending, click the mouse on the column again and the sort order will change. To change the form back to the default sort order click the mouse on the Reset button at the top right hand corner.

7 Page 7 Aeries Student Information System PRINT ATTENDANCE A printout of the attendance notes can be generated for a specific date or ALL dates. To print attendance notes for a specific date, select the date and display the notes on the form. To print ALL attendance notes click the mouse on the Show All Notes radio button. After the notes are displayed click the mouse on the Print button. A printout will be generated and sent to the default printer.