Attendance-Student Attendance Tyler SIS Version 10.5

Transcription

1 Module: Topic: My Classes Teacher Tasks Marking Attendance from Home Page Attendance-Student Attendance Tyler SIS Version 10.5 Table of Contents OVERVIEW...2 PREREQUISITES...2 USER SECURITY...2 ALLOW OTHER TEACHERS TO VIEW/MARK ATTENDANCE... 3 MERGE SECTIONS...3 HOME PAGE...3 ATTENDANCE STATUS...4 EDIT THE ROSTER DISPLAY...4 PERIODIC ATTENDANCE VIEWS... 4 LIST VIEW... 5 STUDENT PICTURE VIEW... 5 SEATING CHART VIEW... 6 GRADE PERIOD VIEW... 6 TEAM ATTENDANCE... 6 MARK STUDENT ATTENDANCE BY PERIODS VIA THE LIST VIEW...7 MARK STUDENT ATTENDANCE BY TEAMS...8 EDIT ATTENDANCE...9 TODAY S ATTENDANCE... 9 Prior Day s Attendance... 9 SEARCH STUDENT ATTENDANCE RECORDS...9 VIEW STUDENT INFORMATION ATTENDANCE MARKED BY OFFICE STAFF VIEW BIRTHDAY REMINDERS AND GRADE BOOK ALERTS REPORTS PERIODIC ATTENDANCE ABSENT STUDENTS REPORT Tyler School Solutions Tyler SIS July 13, 2012, Page 1 of 14

2 Overview This document explains the basic functionality of how teachers mark both period and team attendance in the My Classes portal using the Home Page. Most districts elect to default all students present (P). Therefore, teachers only mark exceptions and then click Submit. Tyler SIS may be configured to take attendance for one or more periods in the school day. Attendance must be taken at least once daily for Tyler SIS to calculate Daily Attendance. On the teacher s Submit Student Attendance screen, both team attendance groups and by period attendance classes assigned to the teacher are displayed. Use the Knowledgebase icon on the Home Page toolbar to open the document database and locate the student attendance e-learning, Attendance - Classroom. Prerequisites Users must have at least one course with students scheduled into it. The school attendance configuration and school policy for attendance must also be set. In the Scheduling Utility select View Master Schedule, periodic attendance rosters are controlled by this functionality: A Scheduling Folder must be activated. For validated sections, periodic attendance rosters are visible based on: Attendance Required must be checked Instructor determines which primary teacher (teacher of record) has access to the roster Start Date/End Date determines the period of time the roster is visible If marking attendance by teams, set up all student teams in the Student Team Administrator portal for attendance tracking. User Security Open the Security Administrator portal and select View Custom Role, then select the custom role for teachers. In the Student Roles tab, the School Teacher area houses permissions for submitting and viewing attendance. Tyler School Solutions Tyler SIS Page 2

3 Allow other teachers to view/mark Attendance Other teachers (team teachers, teacher assistants, full-time substitutes, etc.) may be granted access to view and/or edit attendance. Reference the Knowledgebase document, Grade Book Administrator, to learn more about attaching additional teacher(s) to sections for the purpose of attendance marking/viewing. Merge Sections In the Periodic Attendance grid, the program displays merged sections for any attendance date if one of the originating sections meets on that attendance date. Merge functionality exists in both the teacher s attendance rosters and the grade books. Merging sections in one does not merge sections in the other. This should be done before school starts for the year. 1. From the Home Page, open the My Classes portal and select Add Student Grades 2. Click on the My Classes tab to view all courses being taught 3. On the Actions menu select Merge Sections 4. Check the boxes next to the sections to be merged 5. Select the radio button next to the section that will be the Primary Subject. This is the section that will continue to be displayed on the screen after the sections are merged 6. Enter a Merge Section Name in the text box 7. On the Actions menu select Merge Sections 8. Click Cancel to navigate back to the Submit Student Attendance screen 9. After the sections have been merged, only the Primary Section is displayed the merged sections display as a single record in tan, the combined enrollment for the merged sections is displayed, the section has been renamed 10. Click on Course Title to display the grades for all students Home Page When a user logs in, the program displays the home page where a user can view, access, and manages information via web parts in the body area and a navigation tree menu on the left side of the screen. This menu lists all of the available portals and screens. Perform a search in the navigation tree menu and the program highlights all words that match the search. Tyler School Solutions Tyler SIS Page 3

4 The home page displays web parts across the right side of the screen, add or remove web parts from the home screen. 1. From the Home Page, add the My Classes portal by selecting it from the Available Web Parts drop down menu 2. In the My Classes Web Part, click on the icon in the Today s Attendance column. The program navigates to the Student attendance screen or 3. Select the icon in the Actions column a. Select Perfect Attendance to take perfect attendance. Click Yes to confirm that all students are to be marked as present, or click No if there is not perfect attendance b. Select Attendance to take attendance for that period and follow the step described below Attendance Status At the end of the school day, all rosters for both teams and classes should have a green check in the status column. The Attendance Status column in the Submit Attendance screen uses three icons to alert of the submission status. Red circle icon - No students on the class roster or team roster have an attendance code entered for the date Green check mark icon - Every student on the class roster or team roster has an attendance code entered for the date Yellow circle icon - At least one student on the class roster or team roster is missing an attendance code and at least one student has an attendance code entered for the date. Attendance for the rest of the students must be submitted by the teacher Edit the Roster Display View students the following ways: Seating Chart View, List View, Student Picture View and Grading Period View Periodic Attendance Views The default view is the List View, an alphabetic roster by student s last name. Edit the view to Seating Chart View display, Student Picture View display or Grading Period View display. The view selected in attendance is independent of all other attendance rosters, as well as the grade book views. 1. Click the red Attendance is not marked icon to open the class roster. This option is not available for marking team attendance 2. Once an attendance roster has been opened, on the Actions menu select the desired view 3. The screen refreshes displaying the newly selected view for the selected roster. Repeat the steps to change to another view 4. The most recent view will remain the default view until the view is edited under the Actions Menu Tyler School Solutions Tyler SIS Page 4

5 List View This default view is typically the most commonly used roster view. Under the Attendance Codes section, the view lists explanations of each of the possible attendance codes available to use. Student Picture View This view displays photos of the students. The user is unable to rearrange the student photos; students are listed across the rows in alpha order with their pictures displayed. Tyler School Solutions Tyler SIS Page 5

6 Seating Chart View This view requires that the teacher has already set up a seating chart for that section. The Seating Chart View will pull the saved seating chart that the teacher set up and allow the teacher to click on the student s picture to change the attendance. Grade Period View This view allows multiple days within a current term to be viewed on one page. Most schools have the office deal with student attendance for other days than the current day. This view may not be needed by classroom teachers. It is available for those schools and teachers who can make use of it. Team Attendance The view options are limited to List and Student Picture View Chart. 1. Select the List View from the View drop down list. The screen will refresh to display the newly selected view 2. Select the Student Picture View from the View drop down to show the student s name as well as picture. The screen will refresh to display the newly selected view Tyler School Solutions Tyler SIS Page 6

7 Mark Student Attendance by Periods via the List View Every student in the attendance roster must be marked. Typically, all students will default to present, if the district has followed Tyler s recommendations for attendance setup. This eases the attendance task as teachers only mark the exceptions. 1. Display the attendance rosters. Open the My Classes portal in the tree on the left side and select Submit Student Attendance. Under Periodic Attendance, a grid displays classes which meet on the selected date and are assigned to the teacher 2. Select the Attendance Date. The date defaults to the current calendar date, but may be edited by selecting another date and on the Actions menu selecting Search 3. Open the attendance roster by clicking the red circle icon or the yellow circle icon. The red circle icon indicates that attendance has not been taken for the class while the yellow circle icon indicates that partial attendance has been take (typically by an attendance clerk) and that the teacher still needs to submit attendance for the rest of the students 4. To mark attendance, click the radio button to the left of the attendance code to edit a student s attendance a. Under the Attendance Codes section, a legend defines the attendance codes b. If a default code has not been setup, all student attendance will be blank. Select a code from the Change all to drop down list to mass mark students present and then mark exceptions, or individually select the appropriate attendance code for each student listed c. If teacher marks a student Tardy, enter the time the student entered the classroom. Tardy Time must be entered as HH:MM AM/PM d. Add a comment in the Comments field to describe the reason for being tardy or absent 5. Click Submit to save the attendance for the period. The screen will refresh and confirm that the attendance was submitted successfully 6. To take attendance for another course or section, remain on this screen and select another class under the Course Tyler School Solutions Tyler SIS Page 7

8 Section drop down list. Repeat the previous steps 7. To exit the screen, click Submit Student Attendance in the left navigation bar. The class grid will display a green check icon, indicating that attendance has been marked. The Summary column now summarizes the attendance code counts Mark Student Attendance by Teams If the school has created student teams for attendance-marking purposes, the teams assigned display on the Submit Student Attendance screen, along with the Periodic Attendance rosters. Team Attendance is submitted daily and can be set for AM and/or PM attendance marking. 1. Click the Attendance Status icon to open the team roster 2. Select the View from the Actions menu of the Students in the course 3. Select the Attendance Date. The date defaults to the current calendar date, but may be edited by selecting another date and allowing the program to refresh 4. To mark attendance click the radio button to the left of the attendance code to edit a student s attendance 5. Click Submit to save the attendance for the period. The screen will refresh to confirm the attendance was submitted successfully Tyler School Solutions Tyler SIS Page 8

9 Edit Attendance Today s Attendance If the submitted attendance requires changes, edit and re-submit the attendance. To encourage timely attendance marking, schools may lock attendance marking after a number of minutes into the class period. Be sure to submit early in the class period. If locked out of attendance marking for the period, contact the office staff. 1. Click the green Attendance is Marked icon to open the class roster or team roster 2. Edit attendance for the appropriate student(s) 3. Click Submit to re-submit the attendance. The screen will refresh to confirm the attendance was submitted successfully Prior Day s Attendance If the submitted attendance needs to be corrected for a prior day s attendance, change the attendance date and on the Actions menu select Search. Then edit and then re-submit the attendance. 1. Click the green Attendance is Marked icon to open the class roster or team roster 2. Edit the Attendance Date by entering it in the text boxes or selecting the date from the calendar icon 3. On the Actions menu, select Search. The screen will refresh to display the roster for the newly selected date 4. Edit attendance for the appropriate student(s) 5. Click Submit to re-submit the attendance. The screen will refresh to confirm the attendance was submitted successfully 6. Edit the Attendance Date back to today s date to assure that any remaining attendance for today is being recorded for today Search Student Attendance Records 1. Open the My Classes portal and select Search Student Attendance 2. Enter any student specific search parameters 3. Open the Class Attendance Search section a. Enter a Start Date b. Enter an End Date to obtain a date range of student attendance. Use this to check attendance on a regular basis 4. Use any other selection criteria to achieve the results desired. Examples: a. Search by Team Click Advanced Search and select Team from the list. Enter the operator/data value to produce a team list. Team attendance may also be viewed and printed from the Student Team Administrator portal b. Search by individual Student Enter the Student s Last Name and/or other student unique identifier in the search parameters Tyler School Solutions Tyler SIS Page 9

10 5. On the Actions menu select Search Students. All students assigned to the teams or classes that the teacher is responsible for will be displayed in the grid View Student Information To open the My Students portal, click on the My Students icon on the left side of the students names on the student attendance screen (either the Student Picture View or List View). This functionality allows the user to jump from the attendance rosters to whatever student information the user has access to. 1. Click the Go to My Student icon to jump to that portal to view additional student information 2. Click Cancel to return to the Submit Student Attendance screen Attendance Marked by Office Staff There will be times when the attendance clerk enters attendance perhaps based on information called in by a parent, adjustments from the sign in/out log when students arrive late/exit early, disciplinary action that would remove a student from the classroom, extra-curricular activities, and other circumstances. The office attendance clerk may edit any attendance codes to override the teacher s attendance or to pre-mark attendance in the future. 1. Search Student Attendance and any attendance code that was edited by the attendance clerk will have an explanation icon to the left of the mark Tyler School Solutions Tyler SIS Page 10

11 2. Hover the mouse over the explanation icon next to the code see who changed the attendance code and when View Birthday Reminders and Grade Book Alerts 1. Birthday reminders are auto-displayed by the application in the Birthday column of the Submit Student Attendance screen. The Birthday column will auto-populate student names whose birth day and month matches the Attendance Date 2. Grade Book Alerts may be displayed on the Periodic Attendance class rosters screen. This is available on the List View, Student Picture View and the Seating Chart View. This feature is not available for Team Attendance. Click the option Show Alerts Column Tyler School Solutions Tyler SIS Page 11

12 Reports The View Reports screen displays a list of all reports available to the teacher. Report parameters are used to narrow down the report findings and most are not required. Follow the steps below to run these reports. Periodic Attendance Absent Students Report This report allows the user to obtain a list of the periodic attendance codes for students in each period for a specific date. The report groups information by school name, school year, and course or teacher (if selected in the parameters). This report is available in the Student Attendance and Grade Book portals. Tyler School Solutions Tyler SIS Page 12

13 1. Select Periodic Attendance Absent Students from the list of reports, or click on the View icon next to the report title 2. The Periodic Attendance Absent Student screen displays. The Grading Parameters narrows down the fields for the report to be run. Only select the parameters for the search being conducted. Not all of the field boxes need to be filled in 3. The Academic Year and School automatically default to the current school year and school. Change these if necessary by selecting the correct option from the drop-down list 4. Check the boxes for the Grade Levels to include in the report 5. Select the Period Selection As from the drop-down list to filter by Period Code or by Period Number 6. Select which Periods to include in the report from the drop-down list 7. Select the Print for Selected Team from the drop-down list to run the report for only one team 8. For a specific date range, enter the dates in the From Date and To Date fields 9. To run the report for only one teacher, enter a Teacher Last Name and/or Teacher First Name 10. Enter the Course in the text box to run the report for a specific course 11. Enter the Section in the text box to run the report for a specific section 12. To run the report for only one student, enter the Student Last Name and/or Student First Name 13. Indicate whether or not to Include Currently Inactive Students by selecting the correct radio button 14. To include header or footer information, make a selection in the Print Parameters dropdown list 15. Click Run Report in the top left corner Tyler School Solutions Tyler SIS Page 13

14 16. The screen will generate a report with the indicated parameters. Use the tool bar at the top of the report results to, navigate through the report pages, change the report size, Select a format and Export, Refresh or Print the report Tyler School Solutions Tyler SIS Page 14