ATTENDANCE USING THE GENESIS AUTO DIALER FUNCTION
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1 ATTENDANCE USING THE GENESIS AUTO DIALER FUNCTION I. Introduction to the Genesis Auto Dialer Function II. Generating an Extract for the Auto Dialer III. Configuring a Daily Attendance Code for the Autodialer 11/14/2007 Page 1 of 6
2 I. Introduction to the Genesis Auto Dialer Function Genesis supports the extracting of student information (name, phone number, etc.) for inclusion in files to be exported from Genesis with the intent for them to be uploaded into a third party Auto Dialer. 1 The Auto Dialer functionality in Genesis allows you to export files in a variety of different formats. These files are stored on your local system (e.g. the PC on your desk) a file dialog is displayed to allow you to store the file where you would like to place it. You must then upload the file into your Auto Dialer as per the instructions that come with the Auto Dialer. Currently Supported Auto Dialer File Formats Currently there are 6 supported Auto Dialer file formats. This set includes: 1. Type 1 Format for US Netcom auto dialers or auto dialers accepting the same format files. 2. Type 2 Format for School Messenger auto dialers or auto dialers accepting the same format files. 3. Type 3 Format for Connect ED auto dialers or auto dialers accepting the same format files. 4. Type 4 Format for School Messenger 2 auto dialers or auto dialers accepting the same format files. 5. Global Connect Format for uploading to Global Connect 6. US Netcom 2 Format for US Netcom 2 auto dialers or auto dialers accepting the same format files. Additional formats are added from time to time. Using the Genesis Auto Dialer Function The remainder of this document describes how to use the Auto Dialer function to generate extract files that can then be uploaded to your Auto Dialer and also how to configure daily Attendance Codes so that they will trigger the inclusion of student information in the generated extract file. 1 Genesis does not supply Auto Dialer hardware and does not directly upload files into auto dialers. 11/14/2007 Page 2 of 6
3 II. Generating an Extract for the Autodialer Attendance Auto Dialer Figure 1 The screen is used to generate extracts which can then be uploaded into your autodialer The Auto Dialer Screen The screen is used to generate and download files to be uploaded by you to your auto dialer hardware. You can extract students in three ways: Based on the daily Attendance Code the student receives on a given date (e.g. Absent today ). Students on a selected Student List All Students. Before you can use the Auto Dialer function to extract students based on their daily Attendance codes, you must configure the Attendance Codes for use by the Auto Dialer. This is discussed in Section III below. 11/14/2007 Page 3 of 6
4 Procedure to Extract a File to Send to the Autodialer 1. Navigate to the Attendance AutoDialer screen 2. Select the type of extract you wish to generate. 3. Check off the school or schools for which to generate the extract. 4. Select the Attendance date. This field defaults to today. If you are generating the extract for students who are absent today, you do not need to change this field. 5. Optionally, select a specific list of students for whom to generate an autodialer extract file. 6. Optionally: a. If you wish to extract for all Attendance Codes, click the checkbox. b. If you wish to prefix a 1 before each telephone number, check the checkbox. 7. Click the Create button to generate the extract file. A verification dialog will appear: 8. Click OK to proceed and create the extract or click Cancel to abandon the operation. A file dialog will appear: 9. Click Save to save the file to your local computer for upload to your Auto Dialer. Click Cancel to the operation. Click Open to view the file (not recommended). 10. Upload the saved file to your Auto Dialer per instructions for the Auto Dialer (this is beyond the scope of Genesis). 11/14/2007 Page 4 of 6
5 III. Configuring a Daily Attendance Code for the Auto Dialer A. The List of Daily Attendance Codes The list of currently defined Attendance Codes for your district can be found on the Attendance Attendance Codes Attendance Codes Attendance Codes List screen. Attendance Attendance Codes Attendance Codes Attendance Codes List Figure 2 - The Attendance Attendance Codes Attendance Codes Attendance Codes List screen displaying the currently defined set of Attendance Codes The List of Attendance Codes The list of Daily Attendance Codes can be located on the Attendance Attendance Codes Attendance Codes Attendance Codes List screen. These are all the daily Attendance Codes you have configured in your District. Each Code is separately configured for whether or not it should trigger the sending of student information to the Auto Dialer. Section II. B. below describes how to configure each Code for use by the Auto Dialer. The document entitled Attendance Attendance Code Administration contains additional, detailed information about how to configure daily and class Attendance Codes in Genesis. 11/14/2007 Page 5 of 6
6 B. Configure a Code to Trigger the Autodialer Attendance Attendance Codes Attendance Codes Modify Attendance Code The Use for Autodialer flag causes the code to trigger the student s information to be sent to the autodialer. Figure 3 The Attendance Attendance Codes Modify Attendance Code screen Configuring a Daily Attendance Code for the Autodialer A daily Attendance code is used to give a student their attendance information for one school day. There is a Use for the auto-dialer flag on each code. A student receiving a code with the Use for the auto dialer code set to Yes has their contact information added to the Auto Dialer extract file when the Auto Dialer function is used. Procedure to Configure a Daily Attendance Code to Trigger the Student s Information to the Autodialer 1. Navigate to the Attendance Attendance Codes screen 2. Locate the Attendance Code you wish to trigger the Auto Dialer. Click the Modify icon corresponding to that Code. 3. Locate the Use for the auto-dialer flag at the bottom of the screen. Set this flag to Yes. 4. Click Modify to save your change. 5. Repeat steps 2 to 4 for additional daily Attendance Codes. 11/14/2007 Page 6 of 6
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