Daily Attendance

General Description

> The Daily Attendance screen can be used to record attendance online for students and send the students and their parents automatic emails when specific attendance events occur.

When you first open the the Daily Attendance screen, it shows you a list of all the active students in your class as of the latest class meeting day. Use the Meeting Days screen to define the days of the week your class meets.

If no attendance has been recorded for the day you are viewing, a message saying "** Not recorded yet" is shown to indicate that you have not clicked the "Save" button. In addition, each student is initially given the default attendance code. Most teachers have their default attendance code set to "Present". However, you can use the Attendance Definitions screen to make any code the default code and even create your own codes.

Updating attendance

> Change the attendance by clicking on the appropriate radio buttons for each student. Once you have made your changes press the "Save" or "Send Email" buttons to save the changes.

Working with other days

By default the latest class meeting day is shown. However, you can easily work on other days by clicking on the links that say "Previous Day   Next Day". The links you use to switch days are to the left and right of the date. Use the Meeting Days screen to define the days of the week your class meets.

When you go to a different date, the screen refreshes and shows list of all the active students in your class as of the date you are currently viewing. The Enrollment Date and Drop Date fields in the Student screen are used to determine if a student is active as of the date you are viewing.

Sending Automatic Emails

> When you click the "Send Email" button, the data on the screen is saved and automatic email notices are sent to students and parents for those attendance events you have indicated result in an email notification. You can indicate which attendance events should result in an automatic email by using the Attendance Definitions Screen.

When you click the "Send Email" button, the "Email Sent" column is updated with a "Yes" for each student that was sent an email. After a students column has changed to "Yes" for a day, clicking the "Send Email" button for the same day will not send another email to the student or parents of the student.

Reasons why the "Email Sent" indicator does not change to "Yes"

1. There are no email addresses assigned to the students record. Use the Student
screen to assign email addresses for the student and the students parents.
2. The student did not have an attendance event that should result in an automatic email. For example, the student was "Present". Use the Attendance Definitions Screen to indicate which attendance events should result in an automatic email.

What a typical automatic email looks like

> Subject: "Attendance in (your class name)"

This automatic email was sent to inform you of the following attendance event:

Attendance Event: (Description)
Student Name: (Students name)
Date: (Date event occured)

Sincerely,

(your name)

Deleting attendance

Once you have displayed the correct date, click the "Delete" button to delete the attendance recorded for that day from the system. If you do not see a "Delete" button, it is because there is no attendance that has been recorded on the day you are viewing.