Attendance for the Office

In general, the attendance workflow involves:

  • the School Office approving parent-submitted planned absences,
  • the School Office creating planned absences based parent emails or phone calls,
  • teachers submitting class attendance sheets to the School Office,
  • and the Office contacting parents to confirm and record absences in Edsby.

Jump to a section

The attendance zoom

Filters and search

Resolving individual incidents

Resolving multiple incidents

Creating a planned absence in advance

Creating a planned absence for a group or class

Modify or cancel planned absence

Late slip workflow

Creating a late slip

What the teacher sees on the attendance sheets

Parent-submitted planned absences

Submitting sheets on behalf of a teacher

Cancelling classes

Other zooms and attendance

Attendance for substitute teachers

Exporting attendance data

Key browser features for Edsby attendance

Does it print

The attendance zoom

The Attendance Zoom is located on the right of the home screen and it includes a counter of unapproved parent-submitted planned absences.

The Attendance Zoom has three pages: Attendance Sheets, Incidents, and Planned Absences. The Incidents page lists all the students that have been marked as absent or late by a teacher. As teachers submit their class attendance to the School Office, the student absences will be added to the Incidents list.

The Attendance Sheets page lists all the submitted and unsubmitted attendance for the day. The Status filter enables the School Office to focus on either unsubmitted or submitted attendance.

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The Planned Absences page lists all day’s planned absences created by both the School Office and parents. The Planned Absences page also includes the ability to create new planned absences.

Filters and search

Every Zoom has a Filters panel, which is used to focus on key information. The filters change depending on the information in the Zoom. For example, the Reason filter will list only the reasons that have been used for the day. If a Reason has not been used it doesn’t appear in the filter list.

Clicking on a filter will change the list to include items that meet the criteria. For example, clicking on Illness gives a count of how many students are ill and lists of students who are ill today.

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Searches can be used to filter to other information even if there isn’t a pre-set filter. Searches can be used to find:

  • comments
  • room numbers
  • names

The Attendance Zoom is preset to filter to Unknown/Unresolved Incidents, click the Reset button to clear all filters.

To see a student’s current class and room number, move the mouse pointer over the student’s name to view the mini-profile.

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 Resolving individual incidents

Click on a name to open the Attendance Incident form. The form lists:

  • Information about the class and teacher who reported the absence.
  • Student information, including age and phone number.
  • Parent contact information listed in the order of contact.

Default version of the Incident form

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Ontario version of Incident form

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To complete the form, choose a Reason, the Away time, and click Save.

Comments are optional, but when entered can be seen by teachers, parents, and student.

Resolving the absence will notify all the student’s teachers of the resolved absence for the duration of the absence.

Parents and students will also see resolved and future planned absences on their Edsby home screens.

Resolving multiple incidents

Students with a common reason and length of absences can be resolved together. For example, all the students that are ill for the entire school day can be resolved together. To apply the same reason and absence length to multiple incidents do this:9

  • Click Gear. A checkbox appears beside the name of each student.
  • Select the students that are included in the planned absence. Scroll through the list or search for the student name.
  • Click Create Planned Absence.
  • Click Create New.
  • Enter the time range and reason. Click Save.

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Creating a planned absence in advance

If a parent has indicated in advance that their child will be absent, a Planned Absence is created. All of the student’s teachers will see the absence on their attendance sheets for the duration of the planned absence. Multiple names can be added as long as both the length of absences and reasons are the same.

  1. From the Attendance Report, click Planned Absence, and click Create Planned Absence.
  2. In the Who section, enter the student’s name. Multiple names can be added to the Who section.
  3. Click on Create new and additional fields appear.
  4. Enter the time range and reason. Click Save.   

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Creating a planned absence for a group or class

Planned Absences for groups work the same way as a Planned Absence for an individual.

  1. From the home screen, click Attendance.
  2. Click Planned Absences.
  3. Click Create Planned Absence.
  4. In the Who field, enter short name of a class or the name of a group. Multiple classes and groups can be entered. If there are students who are in the group or class, but are not going to be absent add the name to the Add exception field. 12

The name of a class can be located through the Classes Zoom and the name of a group can be located in the Groups Zoom. 

 Modifying or canceling a planned absence

To modify or cancel a planned absence from the Planned Absences tab:

Use the arrows to go forward or backward, or click on the date to jump to another date.

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Click on the start or end date to open the form. Modify the information on the form and click Save. To cancel the planned absence, click delete.

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A student’s Panorama lists all planned absences on the calendar and in the feed. If the planned absence is more than two weeks away, expand the calendar by clicking the pop-out icon to view by month.

To modify or delete a planned absence click on planned absence in the calendar panel. Click Delete to remove the planned absence. To change the planned absence, enter the corrected information and click Save.

The late slip conundrum

Ms. Archer reported Lisa absent from period 1 Science class. Lisa arrives late for school and proceeds to the Office for a late slip. Lisa then walks briskly to her class, puts the late slip on Ms. Archer’s desk, and takes her seat. Ms. Archer nods to Lisa and continues teaching.  When Ms. Archer takes period 2 attendance, she also confirms that Lisa arrived late for period 1.

Mr. Harris reported Constance absent from period 1 English class. Constance arrives late for school and proceeds to Office for a late slip. Constance then finds her friends and hangs out until period 2. Mr. Harris can see that Constance was issued a late slip, but Mr. Harris knows she did not come to her period 1 class. Mr. Harris can report her absent through the Notification Center.

When a student reports to the School Office to pick up a late slip there is no guarantee that the student will proceed to class. Students have been known to take advantage of this loophole. The Late Slip workflow closes this loophole and provides teachers the ability to confirm late arrivals without interrupting teaching to deal with late slips. The Late Slip workflow enables teachers to confirm late arrivals or confirm absences through the Notification icon.

Late slip workflow

  1. Teachers submit attendance sheets that account for students who are present in class and students who are absent from class.
  2. Students report to the office to obtain a late slip before continuing to class.
  3. The School Office creates a Late Slip in Edsby. The Late Slip captures the arrival time and an optional reason. The Late Slip creates an instance in the Attendance > Incidents Zoom.
  4. The teacher receives a notification of the late slip. Teachers can confirm a student’s presence or absences in through their Notifications area.

late-slip-notification 

Creating a Late Slip

Navigate to the Incidents page of the Attendance Zoom, then do this:

  1. Click Issue Late Slip.
  2. Enter the student name. Multiple students can be entered.
  3. Enter the time the student arrived.
  4. Choose a reason.
  5. Click Save.

A Late Slip can be created for multiple students with by using the gear icon to select student names.

  1. Click the gear icon.
  2. Click the checkboxes beside the student’s name.
  3. Click Issue Late Slip.
  4. Enter the time the student arrived.
  5. Choose a reason.
  6. Click Save.

issue-late-slip

The Late Slip is matched to the teacher-reported absences. If the absence exists at the time the Late Slip is created the reason is listed as “Last Slip Pending”. If the attendance sheet has not yet submitted, the Late Slip will appear when the student is reported absent.

When the teacher confirms that the student has arrived in class, the reason code changes to Late. When the teacher confirms that the student is absent, the reason code changes to Absent. This absence is resolved in the same manner as the other teacher reported absences.

What the teacher sees on the attendance sheets

When a teacher opens the attendance sheet, the planned absences are visible. The information is provided for the convenience of the teacher.

In this example, the period begins at 1:05 pm and ends at 4:00 pm. When the teacher opens the form, Kiera is already marked absent. Ryan is currently sitting in his chair, and the teacher has marked him Present, but at 2:30 he is going to leave class for a medical appointment. Vera is involved in a school activity that ends at 3:00 pm.

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No further action is required of the teacher, but if the teacher were to open the Attendance Sheet after the end of the class, the pending departures and arrivals would be confirmed. Ryan is absent and Vera is present. Typically, the School Office manages any changes to planned absences, if Ryan’s medical appointment is canceled the School Office would cancel the Planned Absence.

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Teachers deal with late slips through Notifications, located on the navigation bar. The unread counter indicates when there are pending late slips. Clicking Notifications opens a list of late slips issued by the Office. The teacher clicks Confirm Present to indicate the student arrived in class. This action records a late. If the teacher clicks Confirm Absent, the late slip is canceled and an absence is recorded. The Attendance Zooms > Incident list will list this as an unresolved absence.

late-slip-notification

Parent-submitted planned absences

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Parent-submitted planned absences differ from the planned absences created by school faculty because they do not appear on the attendance sheets until the request has been approved. All unapproved parent-submitted planned absence requests appear in the list until approved, regardless of date. Requests for the current day, tomorrow, or for months into the future will appear in the list.

The home screen’s Attendance Zoom includes a count of the number of unapproved parent-submitted planned absences.

To approve parent-submitted planned absences, do this:

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  1. Navigate to Attendance > Planned Absences.
  2. Under the Requires Approval, click Yes. The list will be filtered to unapproved parent-submitted planned absences.
  3. Click a student name to open the form.
  4. Click Approve. The absence will now appear on the attendance sheet.

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How Parents Submit Planned Absences

To submit a planned absence request for the current school day, parents do this:

Parent clicks Absent Today. The form opens.

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Parent selects a Reason and clicks Send to School Office.

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Recent Activity includes a notification of the requested planned absence. When the Office approves the request, a notification is added to parent’s recent activity.                                                                    23

To submit a planned absence for the future, a parent does this:

Parent clicks Schedule Absence. The form opens.

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For all day absences, the parent clicks All Day and enters the dates of the absences.

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For partial day absences, the parent specifies a start and end time.  The student’s schedule is displayed in the time field.

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Parents select a Reason and click Send to School Office.

Parents can also schedule a future date, by clicking on the date in the Calendar panel, then selecting Schedule Absence. The forward arrow key can also used. This helps parents quickly report an absence for the next day.

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Click here to view the video for parents.

Submitting sheets on behalf of a teacher

Navigate to the Attendance Zoom. Click Attendance Sheets page.

To open an attendance sheet, click on the Period name.

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Identify the late or absent students, then click the title of the Present column to mark everyone else present.

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Click Share with office.

Canceling and restoring classes

Move the mouse over the status column to view the Cancel Class and click the button.

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If any classes have been canceled, the Status zoom will list Cancelled Classes as a facet. Click the Cancelled filter to view only canceled classes. To restore a canceled class, hover of the status column and click Restore Class.

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Other Zooms and attendance

The Attendance Zoom is focused on resolving the today’s attendance incidents, however, attendance information is also included in the Students Zoom, the Student Report, attendance sheets, and the Panorama.

The Students Zoom includes a link to the student’s attendance summary.  To sort the Zoom by attendance, click one of the P, L, A, or O columns.

The summary lists all classes with a late or an absent, and the reasons for the incident.  The When slider filters the list to a more specific time period.

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The Students Zoom also displays the status of the student for the current period. The information is reset at the beginning of each period.

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Status About
Free The student does not have a class scheduled. If a class has been canceled, the student will also be listed as free.
Extracurricular (School Activity): Class Name Student is absent for a school activity
Unknown Status: Class Name Attendance has not been submitted.
Excused (Reason Description): Class Name The student absent has been resolved by the Office as an excused absence.
Absent: Class Name The student has been reported absent, but the Office has not resolved the absence.
Present: Class Name The student is present in the class.

 Student Report

The Student Report lists a row for each of a student’s classes and also includes separate totals for present, absent, late and other. The Student Report can be accessed by clicking the Students Zoom and then selecting Student Report from this links at the top of the page.

student report v2

Attendance Totals

Attendance totals are displayed in categories in the Student Zooms, in the Panorama, and in report card sheets. The following reasons are counted as absences.

  • Unresolved
  • Bereavement
  • Bus Issue
  • Confirmed/Other
  • Emergency
  • Family
  • Illness
  • Medical Appointment
  • Personal Transportation Issue
  • Religious Holiday/Event
  • Suspended
  • Vacation
  • Weather

The following reasons are included in the Other count and are not included in report card sheets absences.

  • School Activity
  • Withdrawn

attendance reasons

 

Student Panorama

The Student Panorama includes a summary of attendance. Click on the attendance totals at the bottom of the Classes Panel to view the summary. Use the filters to focus on the most recent incidents or specific reasons.

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This form can also be viewed by clicking the any of the Attendance total links in the Students Zoom.

Attendance sheets include a running total of absence for a class. Click the total to see a summary of lates and absences already reported.

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 Attendance for substitute teachers

Teachers working at the same school can take attendance from the Classes zoom on the teacher home screen. A teacher cannot open a class of another teacher, but the attendance sheet and student roster is available. The person who submits attendance is listed on the attendance sheet.

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However, a substitute teacher may not be associated with the school, therefore, printing a class list may be necessary. Navigate to the Classes Zoom, and type in the teacher or class name. Click on the Students number to open the class list. Select list view and print.

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The attendance sheet can be printed from the Attendance Zoom’s Attendance Sheet page. Like all web pages, selecting Ctrl + P will display the browser’s print dialog. Some schools like to print the Student list and some like to print the Attendance Sheet for substitute teachers.

 Exporting attendance data

Attendance data can be exported for use in a spreadsheet program. The file includes the following fields:

IncidentID Unique identifier
IncidentDate The date the incident occurred.
UpdateDate The date and time the incident was modified.
FirstName Student first name.
LastName Student last name.
GUID Edsby’s Global Unique Identifier
SID Student ID as supplied by the Student Information System
Grade Grade of student.
PeriodIDs Period ID as supplied by the Student Information System.
Time Time of the period.
Class Class name associated with the incident.
ClassGUID Unique Identifier for the class.
TeacherNames Names of teachers assigned to class.
TeacherGUIDs Unique Identifier for the teacher.
Code Absent, Last, or Present.
ReasonCode Code listed in the Incident form’s drop down list.
Reason Description of Code.
Comment Text entered in the Comment field of the Incident form or the Attendance Sheet.

Rather than exporting all incidents, the filters can be used to narrow down the information exported. To export a subset of a day’s attendance data, do this:

  1. Navigate to the Attendance Zoom > Incident page.
  2. Navigate to the day needed.
  3. Set the filters to display the information to be included in the export.
  4. Click Export.
  5. The Export form will appear. Click Export.

The file will begin to download to the browser’s default location. The file will have a csv extension.

To export attendance information for multiple days, to this:

  1. Navigate to the Attendance Zoom > Incident page.
  2. Click Export.
  3. Uncheck Export selected records only. Unchecking this field reveals the date pickers.
  4. Set the start and end date.
  5. Click Export.

 The Attendance Export form

Field Name About
Export selected records only Field will appear on the form when filters have been applied to the Attendance Zoom.
Export date range Set the date range to be exported. Attendance data for a large range may take a few minutes to download.
Advanced Options
Suppress column headers The column headers are not included in the export.
Add column type header String, date, number, for example.
Encoding UTF8 includes extended characters, such as accents in people’s names.
Minimal Quoting Choices include No Quoting, Minimal Quoting, Quoted all non-numeric values, Quote everything.

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Browser Features

The following are general browser features that may be useful when resolving attendance.

 Fun with tabs

Open as many Zooms as needed with multiple tabs. Right-click on a browser tab to view the Duplicate option. Tabs can be pulled apart to create a new window which makes it easier to view screens side by side. Tabs can be joined together by dragging the windows together.

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Open a new tab by right clicking on a link and selecting Open in new tab. Use this browser feature to open a student Panorama, parent Details or a Class without leaving the current screen. This illustration highlights the steps to open a new tab from the Attendance Zoom’s Incident page.

  1. Move the mouse over the name of the student.
  2. When the mini-profile appears, right-click on Panorama.
  3. Select Open in new tab.

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In this example, an additional Zoom can be viewed by right-clicking the link and selecting Open in new tab.

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 Browser Bookmarks

Browser bookmarks can be created for frequently used searches. For example, if the attendance administrator adds a comment to students that arrive late, a bookmark can be created to repeat the search. To create a browser bookmark, set up the search and create a browser bookmark.

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Bookmarks can be created for any Zoom, page, group, class, or the School Page. The tabs of Groups and Classes will include a count of unread messages.

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Browsers include the ability to organize bookmarks into folders and open all the bookmarks with one click. Ask the Google lady for information about your favorite browser.

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 Does it print?

Yes, it does. Select Ctrl + P (even if there is no Print button) to display the browser’s print dialog.