Daily Attendance - Rediker Software, Inc.

ADMINISTRATOR’S PLUS ATTENDANCE MANUAL 

Administrator’s Plus 

Attendance Manual 

Attendance Manual 1

Legal Notices 


Legal Notices 

Copyright 

Copyright © 2004 Rediker Software 

All rights reserved 

Printed in the United States of America 

Warranty 

Information in this document is subject to change without notice. Companies, names, 

and data used in examples herein are fictitious unless otherwise noted. No part of this 

document may be reproduced or transmitted in any form or by means, electronic or 

mechanical, for any purpose, without the express written permission of Rediker 

Software 

Trademarks 

Administrator’s Plus is a trademark of Rediker Software, Incorporated. 

The School Office Suite® is a registered trademark of Rediker Software, Incorporated. 

All other hardware or software products mentioned in this document are the trademarks 

or registered trademarks of their respective companies or holders. 

Part Number: AT00020904 

2 Attendance Manual

About this Guide 

Included in this Guide 


About this Guide 

The Administrator’s Plus Attendance Manual details the functions and use of the 

Administrator’s Plus Attendance module. 

The Administrator’s Plus Attendance Manual is organized as follows: 

1 Register and Attendance Codes 

Allows you create Attendance Codes for daily attendance entry. You can link 

attendance Codes to Register codes to ensure that attendance entries appear 

on the Attendance Register. You can also create Register codes to keep track 

of state reported attendance data for your school. 

2 Print Homeroom Attendance Forms 

Describes how to print forms for recording daily homeroom attendance. 

3 Print Period Attendance Forms 

Explains how to print attendance entry forms by course section for use the 

Period Attendance Module or for schools that take daily atendance without 

homerooms. 

4 Enter Daily Attendance 

Describes how to enter daily attendance manually, using a scanner, or 

importing from GradeQuick. It also explains how to print the Daily Attendance 

Bulletin (including corrections and messages), build your school’s calendar 

one-day-at-a-time, and update student and staff attendance records. 

5 Correct 

View attendance data for one student or staff member at a time, and, if 

needed, correct attendance entries for any school day. 

6 Report Writer 

Explains hows to design and print letters and reports for students based on 

their daily attendance data. It also explains how to print letters to parents of 

students exceeding or falling short of a designated attendance entry limit. The 

Report Writer can also print an attendance register and daily records report, 

print daily advisor’s lists, including the parent’s name and work phone number. 

7 Calendar 

Describes how to view, print, correct, or create alternate calendars for your 

school, including editing the membership value of each day. 

8 Batch Entry 

Explains how to enter attendance codes for groups of students based on 

grade level or Data Base entry 

Attendance Manual 3

Contact Information 


Contact Information 

Technical Support 

Please do not hestitate to call us toll free at 1-800-882-2994. 

Monday - Thursday7:30 a.m. - 6:30 p.m. EST 

Friday 

7:30 a.m. - 5:00 p.m. EST 

You can also e-mail us at tech@rediker.com. 

When emailing technical support questions, please include your school's name, phone 

number, and zip code. We respond to e-mail from schools in the continental United 

States by phone. 

Technical support information can also be found on the Rediker Web site at: 

http://www.rediker.com/support.html 

Training 

For information on current training available, see the Rediker Web site at: 

http://www.rediker.com/training.html 

Follow the links to obtain information about scheduled classes, training at customer 

sites, and class registration. 

Documentation Feedback 

Your comments on the documentation help us to understand and meet your needs. You 

can send e-mail to doc@rediker.com. 

4 Attendance Manual

Daily Attendance Program Summary 

1) Register and Attendance Codes 

• Create Attendance Codes for daily attendance entry. 

• Create Register codes to keep track of state reported 

attendance data for your school 

• Edit or delete register and Attendance Codes as 

needed 

• Link attendance Codes to Register codes to ensure 

that attendance entries appear on the Attendance 

Register. 

2) Print Homeroom Attendance Forms 

3) Print Period Attendance Forms 

4) Enter Daily Attendance 

• Print manual or scanner forms for recording daily 

homeroom attendance. 

• Print manual or scanner attendance entry forms by 

course section for use the Period Attendance Module 

or for schools without homerooms. 

• Enter Daily Attendance manually using a scanner or 

importing from Grade Quick. 

• Print the Daily Attendance Bulletin 

• Build your school’s calendar one-day-at-a-time, each 

day you enter the program. 

• Update student and staff attendance records 

• Type corrections and messages to be printed on the 

daily bulletin

5) Correct 

(continued) 

• View attendance data for one student or staff member 

at a time. 

6) Report Writer 

• Correct a student’s attendance for the entire year. 

• Design and print letters, and reports for students 

based on their daily attendance data. 

• Letters and reports may optionally be e-mailed to 

parents 

• Print letters to parents of students exceeding or falling 

short of a designated attendance entry limit 

• Print an attendance register and daily records report 

• Print daily advisor’s lists including the parent’s name 

and work phone number 

7) Calendar 

• (automatic caller for absent students) 

• View and print the school calendar 

• Correct an error in the school calendar 

• Insert or delete school days 

8) Batch Entry 

• Edit the membership value of each day 

• Enter attendance codes for groups of students based 

on grade level or Data Base entry

Getting Started 

Getting Started. . . . . . . . . . . . . . . . . . . 2 

Step 1: Use the Register and 

Attendance Codes Program. . . . . . 2 

Step 2: Print Data Entry Forms . . . . 2 

Step 3: Fill Out Manual Entry Forms 2 

Step 4: Fill Out Scanner Entry Forms3 

Step 5: Enter Attendance with the 

Enter Daily Attendance Program . . 3 

Step 5: Correct the Current Date’s 

Attendance and Reprint the 

Bulletin with the Enter Daily 

Attendance Program . . . . . . . . . . . 4 

Step 6: View or Edit Attendance 

with the Correct Program . . . . . . . . 4 

Step 7: Print or Design Attendance 

Reports with the Report 

Writer Program . . . . . . . . . . . . . . . . 4 

Step 8: Edit or Print the Calendar 

with the Calendar Program. . . . . . . 5 

Step 9: Enter Attendance Quickly 

with the Batch Entry Program. . . . . 5 

Attendance Plus 

I




The programs in Attendance Plus will generally be used in the order that they are listed 

on the navigation menus and program summary at the front of this manual. Furthermore, 

this manual is also organized according to this convention (that is, Program #1 Register 

& Attendance Codes is also covered in Chapter 1 of this manual). The following 

overview is intended as a general quick-start reference. For detailed information on a 

specific program, refer to the corresponding chapter in this manual. 

Step 1: Use the Register and Attendance Codes Program 

You will start using Attendance Plus by setting up your Register and Attendance Codes. 

The Register and Attendance Code lists are the heart of the Attendance Plus module. 

Attendance Plus comes with default lists already created for you, however, you may 

wish to edit the default lists to meet the specific needs of your school. 

Register Codes are used to summarize attendance data on the attendance register. The 

default Register Code list includes: Absent, Tardy, Dismissed, Non-member, Entry and 

Withdrawal. You may have up to 25 Register Codes, although many schools only use 

these six. 

Attendance Codes are recorded for students and staff members when you enter the 

attendance each day. You may use the default Attendance Codes already setup when 

you purchased the software, or create new Attendance Codes to add to the default list. 

The Attendance Code list can contain up to 250 Attendance Codes that may or may not 

be linked to one or more Register Codes. For example the Attendance Codes Absence, 

Excused Absence, Unexcused Absence and Medical Absence are each linked to the 

Register Code Absent. In summary, legal registers are only concerned with absences, 

tardies and dismissals. Attendance Plus allows you to have numerous Attendance Codes 

that are all summarized as absences, tardies and dismissals for the purpose of printing a 

legal attendance register. 

Step 2: Print Data Entry Forms 

If you take your daily attendance in a homeroom, use program 2) Print Homeroom 

Attendance Forms to print either manual or scanner homeroom attendance entry forms 

for each of the homerooms in your school. If you take daily attendance during a class 

period, use program 3) Print Period Attendance Forms. As long as students’ 

schedules are in the computer. Furthermore, you can print forms for all sections or only 

those meeting a specific period. 

Step 3: Fill Out Manual Entry Forms 

Teachers will use the forms printed to enter attendance. Each morning, homeroom 

teachers will mark students’ attendance on the forms using a vertical line “|” for an 

absence, a “T” for a tardy, or an upside down “T” for a dismissal. Times for tardies and 

II 

Attendance Plus



dismissals should also be included next to the tardy and dismissal symbols. These are 

typically the most frequently used codes, but you can enter any of your other 250 

attendance codes as well. 

The above method of recording attendance simplifies the process of correcting the 

attendance forms. For instance, if a student misses homeroom and comes to the office 

tardy, the line on the manual entry form which noted an absence can easily be changed 

to a “T”. 

Step 4: Fill Out Scanner Entry Forms 

Each morning, homeroom teachers will bubble in students’ attendance on the forms. If 

a student is absent, simply fill in the “A” bubble under the appropriate day of the week. 

If a student is tardy, fill in the “T” bubble. If both the “A” and “T” bubbles are filled in, 

the computer will assume the student is tardy. In other words, if a teacher initially marks 

a student as absent, and then the student walks in tardy, it is not necessary to erase the 

“A” bubble. 

For each day, there are also “E” and “U” bubbles for Excused and Unexcused. If a 

teacher knows that a student’s absence or tardiness is either excused or unexcused, then 

he or she may fill in the appropriate bubble. If both the “E” and “U” bubbles are filled 

in. the computer will assume the code is excused. In other words, if a teacher initially 

marks a student as “Unexcused” and then the student provides an excuse, it is not 

necessary to erase the “U” bubble. If neither the “E” nor “U” bubbles are filled in, you 

may direct the computer to have the absence or tardy default to either “excused” or 

“unexcused.” For further information, see chapter 4. 

The default time for scanned tardies is “HR” (tardy to homeroom). You may change this 

from within the Enter Daily Attendance program. You also need to record dismissals 

on a separate piece of paper and attach it to the scanner form. After scanning the forms, 

you can enter the dismissals into the computer manually. 

Step 5: Enter Attendance with the Enter Daily Attendance 

Program 

After the homeroom period, teachers should send all entry forms to the office. The data 

contained on these forms will then be entered into the computer with the Enter Daily 

Attendance program. As you record the attendance each day, your school calendar is 

automatically built. 

If you are not using a scanner, you will enter only students’ ID numbers, the appropriate 

Attendance Code, and, if necessary, the tardy or dismissal times. As you enter ID 

numbers, the computer will simultaneously update students’ attendance records in their 


III



NOTE: 

attendance files. After you have entered all of the attendance, the Enter Daily 

Attendance program will produce the daily attendance bulletin. The daily bulletin may 

be printed or e-mailed to staff members. 

Do not throw away your homeroom attendance sheets at the end of each week. Save them 

for the entire school year. If the need arises, it is much easier to re-enter attendance 

information from the homeroom attendance sheets than from the daily bulletins. 

Step 5: Correct the Current Date’s Attendance and Reprint the 

Bulletin with the Enter Daily Attendance Program 

If you access the Enter Daily Attendance program for a date for which the attendance 

has already been done, you will be able to recall all of the attendance that was entered 

for that date. This makes it easy to edit that day’s attendance, such as changing absent 

codes to tardies. After changes are made, you can re-print the bulletin. Although the 

Correct program may also be used to correct the attendance for individual students for 

any date, it is easier to use the Enter Daily Attendance program to correct multiple 

students for date. If, you wish to make two or three corrections for one student for 

different dates, use the Correct program. If, on the other hand, you want to correct the 

attendance for different students all on the same date, use the Enter Daily Attendance 

program. 

Step 6: View or Edit Attendance with the Correct Program 

The Correct program allows you to view or correct individual students’ attendance for 

the entire year. In fact, you may even add attendance codes into a student’s record for 

future dates. For example, if you know a student is going to be absent tomorrow, you 

may enter that information today. You can also easily retrieve a student by name without 

first restricting your search to a particular grade. Thus, if you type “Red”, Richard 

Rediker will appear no matter what grade level he is in. Finally there is also a Letter 

column for each school day that allows you to see on which days attendance letters were 

printed for particular students. (The Attendance Report Writer has a duplicate letter 

check option that you can use to ensure that you do not print and send the same letter for 

a second time to the same student.) 

Step 7: Print or Design Attendance Reports with the Report 

Writer Program 

Virtually all attendance reports will be produced with this program., including the legal 

attendance register, the advisor’s list showing the names of all students absent today, 

and various kinds of letters.The Attendance Report Writer allows you to search for 

students exceeding or falling short of a specified number of a given Attendance or 

Register Code. Furthermore, any report generated in the Attendance Report Writer can 

be e-mailed to students’, staff members or parents. 

IV 




This program contains all of the features and codes of the Data Base Report Writer as 

well as dozens of Attendance Report Writer codes. You can either use the numerous 

reports that come with Attendance Plus or design your own reports. 

The Attendance Report Writer includes a “Duplicate Letter Check” option. When it 

is On, any letters printed for students will be notated in their records. The Correct 

program may be used to view which letters have been printed for each student as well 

as when they were printed. If the Duplicate Letter Check is on, the same letter will not 

be printed twice for a student. Consequently, you can design separate letters to be 

printed for students exceeding, 5, 10, and 15 absences and be certain that once a letter 

has been printed one time for a student, it will not be printed again during subsequent 

searches on that same number of absences. 

NOTE: 

Step 8: Edit or Print the Calendar with the Calendar Program 

Your calendar is built one day at a time when you use the Enter Daily Attendance 

program. The Calendar program enables you edit the calendar or print the days that are 

currently in your calendar. If you miss doing the attendance for a school day, the 

Calendar program allows you to insert a new date so that it will remain in chronological 

order. If you do this, all of the data in students’ attendance files will simultaneously be 

moved forward one day. Similarly, if you delete a date in the calendar, all attendance 

data will move back one day. You will also be deleting any attendance data for that date 

in all student or staff attendance records. 

Although you may use this program to add days to the end of the calendar, it is 

recommended that you build your calendar one day at a time using the Enter Daily 

Attendance program. 

Step 9: Enter Attendance Quickly with the Batch Entry 

Program 

The Batch Entry program allows you to use a batch process to enter attendance codes 

(including the code for Present) as well as times into students’ attendance records. In 

other words, codes and times can be entered for all students in a grade level or range of 

grade levels or just for those students you select by searching on a data base field. For 

example, you could enter that all students playing baseball will be dismissed today at 

1:30 or that all of the students on bus #1 were tardy at 8:35. Then, later when you use 

the Enter Daily Attendance program, this information will already be there ready to be 

printed on your bulletin. 


V



VI 


Table of Contents 

Administrator’s Plus Attendance Manual 

Legal Notices. . . . . . . . . . . . . 2 

About this Guide . . . . . . . . . . . 3 

Included in this Guide . . . . . . . . 3 

Contact Information . . . . . . . . . 4 

Technical Support . . . . . . . . . . .4 

Training . . . . . . . . . . . . . . . .4 

Documentation Feedback . . . . . . .4 


Getting Started . . . . . . . . . . . . II 

Step 1: Use the Register and 

Attendance Codes Program . . . . . . .II 

Step 2: Print Data Entry Forms . . . .II 

Step 3: Fill Out Manual Entry Forms . .II 

Step 4: Fill Out Scanner Entry Forms III 

Step 5: Enter Attendance with the Enter 

Daily Attendance Program . . . . . . . III 

Step 5: Correct the Current Date’s 

Attendance and Reprint the Bulletin with the 

Enter Daily Attendance Program. . . . IV 

Step 6: View or Edit Attendance with 

the Correct Program . . . . . . . . . . IV 

Step 7: Print or Design Attendance 

Reports 

with the Report Writer Program . . . . IV 

Step 8: Edit or Print the Calendar with the 

Calendar Program . . . . . . . . . . . V 

Step 9: Enter Attendance Quickly with 

the Batch Entry Program . . . . . . . . V 

Register & Attendance Codes 1 

Navigating to Register and 

Attendance Codes . . . . . . . . 1-2 

Navigation Menu . . . . . . . . . . .1-3 

Shortcut Bar . . . . . . . . . . . . .1-4 

Right Click Menu. . . . . . . . . . .1-4 

Toolbar Menu . . . . . . . . . . . . 1-4 

Register Codes. . . . . . . . . . . 1-5 

The Default List of Register Codes . 1-5 

Defining Register Codes . . . . . . 1-5 

Register Codes Window. . . . . . . 1-6 

Attendance Codes . . . . . . . . . 1-7 

Time Linked Attendance Codes . . . 1-7 

The Default List of Attendance Codes1-8 

Register Code Links. . . . . . . . . 1-8 

Register Code Link Amounts . . . . 1-9 

Excused or Unexcused Register 

Code Links . . . . . . . . . . . . . 1-10 

Attendance Codes Screen . . . . 1-10 

Adding, Editing, or Deleting 

Register Codes . . . . . . . . . 1-12 

Adding a New Register Code . . . 1-12 

Editing an Existing Register Code. 1-13 

Deleting a Register Code . . . . . 1-14 


Attendance Codes . . . . . . . 1-15 

Adding an Attendance Code . . . 1-15 

Editing an Existing Attendance Code1-16 

Delete an Attendance Code. . . . 1-17 

Print Homeroom Attendance Forms 2 

Introduction. . . . . . . . . . . . . 2-2 

The Homeroom Roster . . . . . . . 2-3 

Navigate to Print HR 

Attendance Forms . . . . . . . . 2-4 

Navigation Menu . . . . . . . . . . 2-4 

Shortcut Bar . . . . . . . . . . . . . 2-5 

Right Click Menu . . . . . . . . . . 2-5 

Toolbar Menu . . . . . . . . . . . . 2-6 

Specifications. . . . . . . . . . . . 2-6 

Attendance Form Specifications . . 2-7 

Program Specifications . . . . . . . 2-9 

1

Printing Homeroom 

Attendance Forms . . . . . . . 2-10 

HR Attendance Forms: Print Menu 12-11 

Homeroom Attendance Forms: 

Print Menu 2 . . . . . . . . . . . . . 2-12 

Print HR Attendance Forms . . . 2-13 

Printing Manual Entry Forms. . . . 2-13 

Printing Scanner Forms . . . . . . 2-16 

Print Period Attendance Forms 3 

Introduction. . . . . . . . . . . . . 3-2 

Navigating to Print Period 

Attendance Forms . . . . . . . . 3-3 


Shortcut Bar . . . . . . . . . . . . 3-4 


Toolbar Menu . . . . . . . . . . . 3-4 

The Period Attendance Entry 

Forms Window . . . . . . . . . . 3-5 

Printing Manual Entry Forms. . . . 3-6 

Printing Scanner Forms . . . . . 3-10 

Printing GradeQuick Rosters. . . 3-13 

Printing Period Attendance 

Reports by Teacher . . . . . . . 3-15 

Using the Period Attendance 

Forms Print Menu. . . . . . . . 3-16 

Enter Daily Attendance 4 

Introduction. . . . . . . . . . . . . 4-2 

Building the Calendar . . . . . . . 4-3 

Navigating to Enter 

Daily Attendance . . . . . . . . . 4-4 

Navigation Menu. . . . . . . . . . 4-4 

Shortcut Bar . . . . . . . . . . . . 4-5 


Toolbar Menu . . . . . . . . . . . 4-5 

Adding a Day to the Calendar . . . 4-6 

Including Previous Attendance Data 4-7 

Enter Daily Attendance Window . . 4-8 

Entry Specifications . . . . . . . 4-10 

Entry Specifications Pages 3-4 . . 4-14 

Odyssey Attendance Code Linked to... 

(For GradeQuick Interface) . . . . 4-14 

Using the Manual Entry Window . 4-15 

Scanner Entry . . . . . . . . . . 4-18 

Scanner Entry Window . . . . . . 4-19 

The Daily Attendance Bulletin . . 4-21 

Print Specifications . . . . . . . . 4-22 

Entering Daily Attendance . . . . 4-25 

Entering Daily Attendance For a 

Date Already in the Calendar . . . . 4-29 

Scanning Daily Attendance . . . 4-31 

Correct 5 

Introduction. . . . . . . . . . . . . 5-2 

Navigate to Correct . . . . . . . . 5-3 


Shortcut Bar . . . . . . . . . . . . . 5-4 


Toolbar Menu . . . . . . . . . . . . 5-4 

Hot Key (Shift + F2) . . . . . . . . . 5-4 

Program Window. . . . . . . . . . 5-5 

Attendance Code View . . . . . . . 5-7 

Register Code View . . . . . . . . . 5-8 

Entry and Withdrawal Codes. . . . 5-9 

Specifications . . . . . . . . . . 5-11 

How to Correct Attendance . . . 5-13 

Viewing or Printing Attendance 

Data for one Student. . . . . . . . . 5-14 

Editing Attendance Data for 

one Student . . . . . . . . . . . . . 5-15 

Editing Period Attendance Data for 

One Student . . . . . . . . . . . . . 5-16 

Entering Partial Week Attendance 5-16 

Attendance Report Writer 6 

Introduction. . . . . . . . . . . . . 6-3 

Navigate to Attendance 

Report Writer . . . . . . . . . . . 6-4 

2


Shortcut Bar . . . . . . . . . . . . 6-5 


Toolbar Menu . . . . . . . . . . . 6-5 

Attendance Report Writer Overview6-6 

Primary and Secondary Filters. . . 6-6 

Attendance Report Writer Tasks . . 6-8 

Sample Task: Register with Details 6-9 

The Default Tasks . . . . . . . . . 6-11 

Task 1: Advisor’s Report--List of all Students 

Absent Today with Phone Numbers 6-11 

Task 2: Export Advisor’s List to an ASCII 

File for use with Phone Master. . . 6-11 

Task 3: Register--Details for all Students 

and Totals . . . . . . . . . . . . . 6-12 

Task 4: Register--Totals Only . . . . . . . 6-13 

Task 5: Daily Records and Register 

Combo--11 Inch Wide Paper. . . . 6-13 

Task 6: Daily Records Report . . . . . . 6-14 

Report for Selected Students-- 

Attendance Code View. . . . . . . 6-15 

Task 8: Report for Selected Students-- 

Register Code View . . . . . . . . 6-16 


Day-By-Day Analysis . . . . . . . 6-16 


Entry Code on Day 0. . . . . . . . 6-17 

Task 11: Search List--Attendance 

Code Search with Details . . . . . 6-17 


Code Search Offending Details Only6-18 


Code Search with Totals Only . . . 6-19 

TAsk 14: Search List--Register Code 

Search with Details. . . . . . . . . 6-19 

Task 15: Search List--Register Code 

Search Offending Details Only . . . 6-20 


Search with Totals Only . . . . . . 6-20 

Task 17: Search Letter--Includes all 

Attendance Data . . . . . . . . . . 6-21 

Task 18: Search Letter-- 

Offending Dates Only . . . . . . . 6-22 

Task 19: Letter--For Students 

Tardy Today . . . . . . . . . . . . 6-22 

Task 20: Perfect Attendance List . . . . . 6-23 

User-Defined Tasks . . . . . . . . 6-24 

Specifications . . . . . . . . . . . 6-25 

Report Writer Print Menus . . . . 6-29 

View/Edit Letters/Reports. . . . . 6-32 

Viewing and Editing Attendance 

Reports/Letters Window . . . . . . . 6-32 

The View/Edit Letters/ 

Reports Toolbar . . . . . . . . . . . 6-33 

File Menu . . . . . . . . . . . . . . . . . 6-33 

Edit Menu . . . . . . . . . . . . . . . . . 6-34 

Search Menu . . . . . . . . . . . . . . . 6-35 

Options Menu . . . . . . . . . . . . . . . 6-37 

Window Menu . . . . . . . . . . . . . . . 6-38 

Function Keys . . . . . . . . . . . 6-38 

Attendance Report Writer Codes . 6-42 

Special Register Code 3. . . . . . . . . . 6-54 

Page Setup . . . . . . . . . . . . 6-54 

Page Layout Menu . . . . . . . . 6-54 

Printer Setup Menu . . . . . . . . 6-55 

Printer Properties . . . . . . . . . 6-56 

The Default Reports . . . . . . . 6-56 

#1 Advisor’s Report . . . . . . . . 6-56 

#2 Phone Master Export . . . . . 6-59 

#3 Attendance Code Report. . . . 6-60 

#4 Register Code Report . . . . . 6-63 

#5 Table Report . . . . . . . . . . 6-64 

#6 Attendance Code Search: All . 6-64 

#7 Register Code Search: All . . . 6-65 

#8 Attendance Sch: Totals Only . . 6-67 

#9 Register Code Sch: Totals Only 6-67 

#10 Att Search: 1 Dates . . . . . . 6-68 

#11 Reg Search: 1 Dates . . . . . 6-68 

#12 Entry Codes: Day 0 . . . . . . 6-69 

#13 Entry Code Search . . . . . . 6-70 

#14 Withdrawal Code Search . . . 6-70 

#15 Enrollment Totals . . . . . . . 6-71 

#16 Daily Records (1 cd) . . . . . 6-72 

#17 Daily Records 1 cd wide . . . 6-75 

#18 Daily Records (2 cd) . . . . . 6-75 

#19 Daily Records 2 cd wide . . . 6-75 

#20 Att on Final Dt . . . . . . . . 6-76 

#21 Letter Head . . . . . . . . . . 6-76 

#22 Letter with Table . . . . . . . 6-78 

3

#23 Tardy Today Letter. . . . . . . 6-80 

#24 Letter Abs Dates . . . . . . . 6-81 

#25 10 Abs Letter . . . . . . . . . 6-81 

#26 15 Abs Letter . . . . . . . . . 6-82 

#27 20 Abs Letter . . . . . . . . . 6-82 

#28 Tardies Only . . . . . . . . . . 6-83 

#30 Table Report: 1 Per . . . . . . 6-83 

#36 Absences Only . . . . . . . . 6-83 

#42 Register . . . . . . . . . . . . 6-84 

#43 Register Totals . . . . . . . . 6-87 

#44 Daily Rec/Register . . . . . . 6-89 

#46 Register Search & Sort . . . . 6-90 

#47 Grade-by-Grade Register . . . 6-90 

#48 Register: Absence Ex & Unex. 6-91 

Printing Attendance Reports . . . 6-92 

Editing Reports. . . . . . . . . . 6-96 

Calendar 7 

Introduction. . . . . . . . . . . . . 7-2 

Building the Calendar . . . . . . . 7-2 

Editing the Calendar . . . . . . . . 7-3 

Navigate to Calendar. . . . . . . . 7-3 


Shortcut Bar . . . . . . . . . . . . 7-4 

Toolbar Menu . . . . . . . . . . . 7-4 

Calendar Program Window . . . . 7-5 

Editing the Calendar . . . . . . . . 7-6 

Editing a Calendar Day . . . . . . 7-6 

Inserting a Calendar Day . . . . . 7-7 

Deleting a Calendar Day . . . . . . 7-8 

Printing the Calendar . . . . . . . 7-8 

View/Edit the Period Rotation . . . 7-9 

Alternate Calendars . . . . . . . 7-10 

Accessing the Alternate 

Calendars Feature . . . . . . . 7-11 

Creating an Alternate Calendar . 7-12 

Assigning Alternate Calendars . . 7-14 

Assigning Alternate Calendars 

to Grade Levels . . . . . . . . . . . 7-14 

Assigning Calendars to 

Existing Students . . . . . . . . . . 7-16 

Setting Rules for Adding Days 

to Alternate Calendars . . . . . 7-19 

Editing Membership Values for 

Existing Days . . . . . . . . . . 7-22 

Reporting Which Students are 

Assigned to Which Calendars . 7-25 

Selecting an Alternate Calendar 

When First Opening an 

Attendance Program . . . . . . 7-26 

Changing the Membership Value 

of a Calendar . . . . . . . . . . . . 7-27 


of a Calendar for a New Day . . . . 7-28 

Changing the Calendar Used 

by an Existing Student 

in Attendance Correct. . . . . . 7-30 

Selecting a New Student’s Calendar 

in the Data Base Module . . . . 7-31 

Batch Entry 8 

Navigating to Batch Entry . . . . . 8-3 

Navigation Menu. . . . . . . . . . . 8-3 

Shortcut Bar . . . . . . . . . . . . . 8-4 

Toolbar Menu . . . . . . . . . . . . 8-4 

Specifications . . . . . . . . . . . 8-4 

Batch Entry Menus . . . . . . . . . 8-6 

How to Batch Enter 

Attendance Codes . . . . . . . . 8-7 

Batch Entering Attendance Codes 

for Students or Staff . . . . . . . . . . 8-8 

Viewing the Batch Entry Log . . . 8-10 

4

Register & Attendance Codes 

1 

Navigating to Register and Attendance 

Codes. . . . . . . . . . . . . . . . . . . . . . . . 1-2 

Navigation Menu . . . . . . . . . . . . . . . 1-3 

Shortcut Bar . . . . . . . . . . . . . . . . . . . 1-4 

Right Click Menu . . . . . . . . . . . . . . . 1-4 

Toolbar Menu . . . . . . . . . . . . . . . . . . 1-4 

Register Codes . . . . . . . . . . . . . . . . . . 1-5 

The Default List of Register Codes . 1-5 

Defining Register Codes . . . . . . . . . 1-5 

Register Codes Window. . . . . . . . . . 1-6 

Attendance Codes . . . . . . . . . . . . . . . . 1-7 

Time Linked Attendance Codes . . . . 1-7 

The Default List of Attendance Codes1-8 

Register Code Links. . . . . . . . . . . . . 1-8 

Register Code Link Amounts . . . . . . 1-9 

Excused or Unexcused Register 

Code Links . . . . . . . . . . . . . . . . . . . 1-10 

Attendance Codes Screen. . . . . . . . . . 1-10 


Register Codes . . . . . . . . . . . . . . . . 1-12 

Adding a New Register Code. . . . . . 1-12 

Editing an Existing Register Code . . 1-13 

Deleting a Register Code . . . . . . . . . 1-14 


Attendance Codes . . . . . . . . . . . . . . 1-15 

Adding an Attendance Code . . . . . . 1-15 

Editing an Existing Attendance Code 1-16 

Delete an Attendance Code. . . . . . . 1-17 

Attendance 1-1


Introduction 

Introduction 

The Register and Attendance Codes program is the foundation for the Attendance Plus 

module. It contains the Register and Attendance Code lists which are used to record 

student and staff attendance. Register Codes keep track of overall attendance categories 

(that is, Absent, Tardy and Dismissal). Attendance Codes, which are the codes actually 

entered into student and staff records, include more specific information such as the 

reason for the attendance entry, such as Medical Absence, or Excused Tardy. Two lists 

are kept so that you can record specific attendance entries each day and then later, search 

for and report on more general attendance categories. 

Navigating to Register and Attendance Codes 

Use any of the following methods to display the View, Edit or Print Register Code List 

window. 

1-2 Attendance



Navigation 

Menu 

Step1: From the 

Master Program 

Selector: 

• Press the 2 key and 

press Enter 

OR 

• Double click 

2. Attendance Plus 

OR 

• Single click 

2. Attendance Plus 

and then single click Next 

Step 2: From the 


menu: 

• Press the 1 key 

OR 

• Double click 

1. Register & 

Attendance Codes 

OR 

• Single click 

1. Register & 

Attendance Codes, 

and then single click 

Next. 

Step 3: Click the Register Codes or Attendance Codes tab to open the desired screen. 




Shortcut Bar 

1 Click Attendance, and then click the Codes. 

2 Click the Register Code or Attendance Code tab to make that tab active. 

Right Click Menu 

1 Right click the Administrator’s Plus background. 

2 To select the Register Code Screen, choose New Reg & Att Codes 

Register Code. 

3 To select the Attendance Code Screen, choose New Reg & Att Codes 

Attendance Code. 

Toolbar Menu 

1 Click Modules. 

2 Choose Attendance Plus Register & Attendance Codes. 

3 Click the Register Code or Attendance Code tab to make that tab active. 


Register Codes 



Register Codes summarize Attendance Codes, allowing you to print reports and perform 

searches based on overall attendance categories such as Absent and Tardy. Register 

Codes are primarily used to keep track of attendance totals for legal register reports. 

Since register reports are concerned only with the total number of Absences, Tardies, 

and Dismissals, Attendance Plus uses Register Codes to organize different Attendance 

Codes under a general category. 

You can set up additional Register Codes to create customized attendance searches and 

reports. For example, to create a search category for all Medical attendance entries, (that 

is, Medical Dismissal, Medical Absence, Medical Withdrawal), you could create a 

Register Code called Medical. You would then link each of your Medical Attendance 

Codes to the new Register Code, Medical. This would allow you to search for the total 

number of students who had any type of medical attendance entry. For a complete 

description of Register Code Links, see page “Register Code Links” on page 1-8. 

The Default List of Register Codes 

The default register code list consists of the codes: Absent, Tardy, Dismissal, Nonmember, 

Entry, and Withdrawal. The six default codes can be renamed, but they cannot 

be deleted and their functions cannot change. In other words, you can change the name 

of Code #1 from A to ABS, but it will always be counted as Absent on reports and in 

searches. Therefore it is important that new codes are added using record numbers #7- 

#25. 

Defining Register Codes 

When setting up your Register Code List, you should include each attendance category 

required on your legal register. Typically these are Absent, Tardy and Dismissal which 

are all included in the default list. 

If you wish to create additional Register Codes for searching or reporting purposes, use 

codes #7-#25. The new Register Codes you create should represent the generalized 

category you wish to use for reporting tasks. Later you will link appropriate Attendance 

to the newly created Register Code so that these Attendance Codes are included within 

the Register Code Search category (see “Register Code Links” on page 1-8). 




Register Codes Window 

The Register Code Screen allows you to add, edit or delete Register Codes. You can also 

print the entire list of Register Codes from this screen. Each Register Code consists of: 

a record number (1-25), a code name of up to 3 characters, and a description of up to 10 

characters which will appear in lookup windows as well as print on reports. The enabled 

function keys are listed across the bottom of the viewing window. 





Attendance Codes are what you actually enter into student and staff attendance records. 

Unlike Register Codes, Attendance Codes can include specific information like the 

reason for or type of attendance entry. For a list of sample Attendance Codes, see “The 

Default List of Attendance Codes” on page 1-8. 

NOTE: 

The Attendance Code List will store up to 250 Attendance Codes. However, those numbered 

over 200 are reserved for codes pertaining to membership and will never print on daily 

attendance bulletins. 

You may enter Attendance Codes into student and staff records using Enter Daily 

Attendance, Correct, or Batch Entry In each of these programs, you can enter up to two 

Attendance Codes for each student per day. For example, a student may have a Tardy 

code as well as a Dismissed code on the same date. 

Time Linked Attendance Codes 

Time Linked Codes specify a second Attendance Code to be entered if Code 1 is 

recorded before or after a particular time. Time links allow you to automate your 

attendance policy so that, for example, any tardy later than 10:00 a.m. results in an half 

absence. In this example, the specified Time Linked Code, Half Absent, will be recorded 




NOTE: 

in the Code 2 slot when a Tardy code is entered after 10:00. Time Linked Codes can also 

be used for students who are dismissed before a specified time (see page “Time Linked 

Attendance Codes” on page 1-7). 

In order for a Time Linked Code to be automatically recorded, the Tardy or Dismissal code 

with a time link must be the first attendance code entered for a student on a particular day. 

The Time Linked Code will not appear if, for example, a student was initially recorded as 

absent, then changed to tardy with a time after the Time Link time of 10:00. 

The Default List of Attendance Codes 

The default list of Attendance Codes includes the most common attendance entries used 

in most schools. Staff codes are indicated by the letter Z. All other codes record student 

attendance. 

Register Code Links 

Register Code Links establish the relationship between Attendance Codes and Register 

Codes. Any Attendance Code may be linked to up to two Register Codes. When you use 

Register Code Links, Attendance Plus counts both the Attendance Code as well as the 

linked Register Code. For example, if you link the Attendance codes, Excused Absence, 




Unexcused Absence and Medical Absence to the Register Code Absent, then a student 

who has 3 Excused Absences, 2 Unexcused Absences and 5 Medical Absences will have 

10 of the Register Code Absent. 

Register Code View report for one student showing totals and dates for the Register Code Absent. 

Attendance Code View Report for the same student as above, showing totals and dates for the 

Attendance Codes: Absence Excused, Absence Unexcused and Absence Medical. 

NOTE: 

If you choose not to insert a Register Code Link, the Attendance Code is counted as Present. 

Register Code Link Amounts 

You must give Register Code Links a value in order for them to count in the overall 

register totals. Most Attendance Codes have a register link amount of 1. For example, 

Tardy Excused is linked to the Register Code Tardy in the amount of 1. However, Half 

Absence links to the Register Code Absent in the amount of 0.5. This means that each 

Half Absence Attendance Code in a student’s record is counted as 0.5 of the Register 

Code Absent. 

You can choose to set up new Register Code categories and use Register Code Links to 

reflect a school policy. For example, if you have an attendance policy which states that 

three tardies equals one absent, you can create a new Register Code called Abs & Tar/3 

which will keep track of all absences earned by the 3-tardy policy. Each Absent 

Attendance Code will be linked to the Register Code Absent with an amount of 1 as well 



Attendance Codes Screen 

as to Abs & Tar/3 in the amount of 1. Each Tardy Attendance Code will be linked to the 

Register Code Tardy with an amount of 1 as well as to Abs & Tar/3 in the amount of 

0.333. 


Excused or Unexcused Register Code Links 

Specifying E (Excused) or U (Unexcused) with a Register Code link allows you to 

perform Register Code searches which include only Excused or Unexcused Attendance 

Codes. An example of this type of search would include all students with more than 5 

excused absences, even if you have several absence codes that are considered excused 

(that is, Excused Absence and Medical Absence). If the E/U designation is blank, the 

code will be eliminated from this type of search. 

The Attendance Code Screen allows you to add, edit or delete Attendance Codes. In 

addition, the entire list of Attendance Codes may be printed. 




Field Name 

Description 

Record # The Attendance Code’s record number (1-250). 

Code 

Description 

Enter Time (Y/N) 

The name of the Attendance Code. It will appear on F6 

(Lookup) lists exactly as it appears here. 

The description (up to 15 characters) which will appear to the 

left of each code name on the lookup lists and printed on letters 

and reports. 

Select Y (Yes) if you would like the program to do either of the 

following: 

• Enter the current time for the Attendance Code when it is 

entered. 

• Consider the current time to apply a Time Linked Code (See 

below). 

Time Linked Code The Attendance Code automatically inserted into a student’s 

record if the time of arrival or departure is before or after the time 

specified under the Time Link Time. 

Time Link 

 

Time Link Time 

 

Register Link 

Code 

Register Link 

Amount 

Register Link E/U 

Choose Before if you are entering a Time Linked code for a 

dismissal. The Time Linked Code will be entered for students 

who leave before the specified time. Choose After if you are 

entering a Time Linked Code for a tardy. 

The time before or time after which you want the Time Linked 

Code to be entered. 

Each Attendance Code may be linked to up to 2 Register 

Codes. Type the desired Register Code(s) in slot 1 and slot 2. 

The code(s) to be linked. 

The value of the Register Code Link. For example, the 

Attendance Code Excused Absence will link to the Register 

Code Absent with a value of 1. The Attendance Code Half 

Absence will link to the Register Code Absent with a value of 

0.5. 

You may optionally enter an E (Excused) or U (Unexcused) 

which will enable the program to perform Register Code 

searches on either excused or unexcused Attendance Codes. 

NOTE: 

In order to have the current time entered or considered for the Time Linked Code, you must 

also turn the Use Current Time setting to ON at the Enter Daily Attendance screen. If the 

register link is blank, the code is considered “pending”. 



Adding, Editing, or Deleting Register Codes 


Attendance Plus comes with six default Register Codes which you may modify and add 

to, (up to 15 codes). The entire list of Register Codes can be printed using the F9 (Print) 

option. 

Adding a New Register Code 

1 In the Register Codes tab, press F2 key or click F2 (Add). 

2 In the Code field, type a name for the new code. 

3 In the Description field, type a description of up to 15 characters. 

4 Click F10 (Accept) to save the new code. 




Editing an Existing Register Code 

1 Select the code to edit using any of the following methods: 

• Type the name of the desired code in the Enter Code or Record Number 

field. 

• Look up the desired code by pressing F6, clicking F6 (Lookup) or clicking 

(Browse). Highlight the desired code and press Enter. 

• Scroll to the next or previous code by pressing F4 (Previous) or F5 (Next). 

2 Press F3 (Edit) or Click in the Name or the Description field depending on 

which property you wish to edit. 

3 Use the Delete or Backspace keys to edit the existing name or description. 

4 Press F10 (Accept) to save. 




Deleting a Register Code 

NOTE: 

You cannot delete the first six default Register Codes. Although you can rename them, their 

function will stay the same, that is, Register Code #1 will always stand for Absent and 

Register Code #2 will always stand for Tardy. 


• Type the desired code in the Enter Code or Record Number field. 

• Look up the desired code e by pressing F6, clicking F6 (Lookup) or clicking 

(Browse). Highlight the desired code and press Enter. 

2 Scroll to the next or previous code by clicking F4 (Previous) or F5 (Next). 

3 Click F8 and the warning screen below appears. 

NOTE: 

4 Click Yes to delete the code. 

Before deleting any Register Code, make certain that it has not been recorded for a student 

or staff member. To verify this you can perform a Register Code search using the 

Attendance Report Writer. 


Adding, Editing, or Deleting Attendance Codes 



You will need to make changes to the Attendance Code list when you first receive the 

software and any time you want to make a change in you school attendance policies. 

Attendance Plus comes with numerous pre-defined default Attendance Codes which 

you can modify and add to, (up to 250 codes). The Attendance code list may be printed 

by opening the Attendance Code Screen and pressing F9 or clicking F9 (Print) 

Adding an Attendance Code 

1 At the Attendance Codes screen, press F2 on your keyboard or click F2 

(Add). 

2 In the Code field, type a name for the new code. 

3 In the Description field, type a description for the new code. 

4 Include a Time Link. 

a. To set up a time link, click the Yes radio button next to Enter 

Time (Y/N). 

b. Select an Attendance Code for the time link. Notice the F6 

(Lookup) button at the bottom of the screen is enabled. 

c. Select Before or After to have the computer enter the Time 

Linked code either before or after the time specified in the next 

step. 

d. Type in a time before which or after which the Time Linked 

code will be entered. 




5 Include Register Code Links: 

a. Next to the number 1), in the 

Code field, type in the name of 

the first Register Code to which 

this Attendance Code will link. 

b. Under AMT (Amount) type in 

a 

the value of the link. 

c. Under E/U, select E 

(Excused) or U (Unexcused) or 

leave blank for pending codes. 

d. If you would like to link this Attendance Code to a second 

Register Code follow the above steps in the fields to the right of 

the number 2). 

b 

c 

Editing an Existing Attendance Code 

1 At the Attendance code screen, select the code to edit by: 

• Typing the code name or record number 

• Using the F6 (Lookup) or (Browse) option. 

2 Press F3 (Edit). 

3 Edit the current entry as desired. See “Attendance Codes Screen” on 

page 1-10 for a complete description of each option. 




4 Press F10 (Accept) to save your changes. 

Delete an Attendance Code 


a. Type the name of the desired code in the Enter Code or 

Record Number field. 

b. Look up the desired code by pressing F6, clicking F6 

(Lookup) or clicking (Browse). Highlight the desired code and 

press Enter. 

2 Scroll to the next or previous code by pressing F4 (Previous) or F5 (Next). 

3 Click F8 (Delete). 

The warning screen below appears. 

NOTE: 

4 Click Yes to delete the code 

Before deleting any Attendance Code, make certain that it has not been recorded for a 

student or staff member. To verify this you can perform an Attendance Code search using 

the Attendance Report Writer. 


1-18 Attendance 


Adding, Editing, or Deleting Attendance Codes

Print Homeroom Attendance 

Forms 

2 

Introduction . . . . . . . . . . . . . . . . . . . . . 2-2 

The Homeroom Roster. . . . . . . . . . . 2-3 

Navigate to Print HR Attendance Forms2-4 


Shortcut Bar . . . . . . . . . . . . . . . . . . . 2-5 


Toolbar Menu . . . . . . . . . . . . . . . . . . 2-6 

Specifications. . . . . . . . . . . . . . . . . . . . 2-6 

Attendance Form Specifications. . . . 2-7 

Program Specifications . . . . . . . . . . 2-9 

Printing Homeroom Attendance Forms 2-10 

HR Attendance Forms: Print Menu 1 2-11 

Homeroom Attendance Forms: Print 

Menu 2 . . . . . . . . . . . . . . . . . . . . . . 2-12 

Print HR Attendance Forms. . . . . . . . . 2-13 

Printing Manual Entry Forms . . . . . . 2-13 

Printing Scanner Forms . . . . . . . . . . 2-16 


Introduction 

NOTE: 

Print Homeroom Attendance Forms 

Introduction 

The Print Homeroom Attendance Forms program generates printed forms for teachers 

to record the day’s attendance. It consists of two specification screens (described on 

pages “Attendance Form Specifications” on page 2-7 and “Program Specifications” on 

page 2-9) as well as two print menus (described on pages “HR Attendance Forms: Print 

Menu 1” on page 2-11 and “Homeroom Attendance Forms: Print Menu 2” on page 2- 

12). You have the option to print forms for manual or scanner entry. Once teachers have 

filled in the manual or scanner forms, they will be returned to the office and used to 

record the attendance using the Enter Daily Attendance program (See Chapter 4). 

If your school records daily attendance in a period other than homeroom, you must use the 

Print Period Attendance Forms to generate entry forms for the period in which daily 

attendance is recorded. 


The Homeroom Roster 


Introduction 

Attendance Plus compiles a list of homerooms by reading the homeroom field for each 

student and staff member in the Data Base Plus Address program. For example, if “102” 

is entered into the homeroom field for 20 students, the printed form for homeroom 102 

will list each of these students. The staff member with “102” entered in his or her 

homeroom field will print at the top of the form. 

NOTE: 

The homeroom field entries for the homeroom teacher and each student must be identical in 

order for the homeroom roster to be printed accurately. If these entries differ, the list of 

students may be incomplete or the teacher’s name may not print at the top of the form. 



Navigate to Print HR Attendance Forms 


Use any of the following methods to display the View, Edit or Print Register Code List 

window. 

Navigation Menu 

1 From the Master 

Program Selector: 


OR 

• Double click 2. 


OR 

• Single click 2. 


and then single 

click Next. 

2 From the 


Menu: 


OR 

• Double click on 2. 

Print HR 

Attendance Forms. 

OR 

• Single click on 

Print HR 

Attendance Forms 

and click Next. 




Shortcut Bar 

1 Click Attendance. 

2 Click HR Forms. 


1 Right click on the Administrator’s Plus Odyssey 

background. 

2 Click Print Attendance HR Attendance Forms. 



Specifications 

Toolbar Menu 


2 Choose Attendance Plus Print HR Attendance Forms. 


The Print Homeroom Attendance Forms specification screens allow you to customize 

how the Homeroom Attendance forms are printed. The first screen is referred to as 

“Attendance Form Specifications.” Because the Attendance Form Specifications screen 

contains the day of the week headings, it automatically appears each time you open the 

program. The second screen is referred to as “Program Specifications.” To access the 

Program Specifications screen, you must accept the desired settings for the Attendance 

Form Specifications and select Inspect/Change Program Specifications from Print 

Menu 1 (See page “HR Attendance Forms: Print Menu 1” on page 2-11). 

NOTE: 

All specification, page layout and printer settings are saved per user. 




Attendance Form Specifications 




The Homeroom Attendance Forms specifications appears below. 

Specification 

1) Manual/Scanner or GQ 

Rosters 

Description 

Choose whether to print manual or scanner forms. 

When you select Scanner, the options for 

Specification 9) will change to Size of Scanning File. If 

you are using the Homeroom Attendance Forms 

program to generate homeroom rosters for Grade 

Quick refer to the Administrator’s Plus/ Grade Quick 

Interface manual included with your software. 

2) Homeroom Field Select the Address field containing the homeroom 

assignment for students and staff. 

3) Spacing for Manual 

Forms 

4) Heading for Day 1 





Select from the following options: 

• Single Spacing: This setting allows for up to 50 

students to be printed on a single page. 

• Double Spacing (1 Pg if Necessary): This setting 

allows for double spacing to be used unless there 

are more than 25 students per form. In cases where 

there are more than 25 students, some students will 

be single spaced to force the entry form to fit on one 

page. 

• Double Spacing (2 Pg if Necessary): All students 

will be double spaced even if the form requires two 

pages. 

The homeroom attendance forms automatically print 

the weekday headings M-F or S-W. You can use the 

days 1-5 headings to print the calendar date of up to 

five characters, (for example, 12/05) above each day 

of the week heading. You may also type in a special 

entry for holidays such as five asterisks (*****) as the 

heading for that day. 




9) School Week (Manual 

Forms) 

Size of Scanning File 

(Scanner Forms) 

GradeQuick Export path 

(GQ Rosters) 

Specify whether your school week runs from Monday 

through Friday or Saturday through Wednesday. 

If you are only scanning attendance information for 

homerooms, the size of the scanning file must exceed 

the number of homerooms in your school. For most 

schools the minimum of 2000 is sufficient. However, if 

you also scan period attendance and/or study hall 

attendance, the size of the scanning file must exceed 

the total number of homerooms plus the total number 

of course sections plus the total number of study halls. 

Displays the path used to export GradeQuick rosters. 

Change this path using the Customize Data Base 

option. See the GradeQuick Deluxe-Administrator’s 

Plus User Guide for more information 

Program Specifications 



Printing Homeroom Attendance Forms 

The Program specifications appears below. 

Specification 

Description 

1) Print Preview Selecting Yes enables the print preview option. Selecting 

No causes the attendance forms to go directly to the 

printer. 

2) Full or Abbreviated 

Names 

3) Include Active/Inactive 

Students 

4) Include Blank 

Search/Sort Cats 

(Categories) 

Choose whether to print the full or abbreviated names of 

students or staff. 

Choose whether to include or omit inactive students 

(students who have been withdrawn using the New Files 

program). 

This specification only applies when searching and/or 

sorting based on a database field. Selecting Yes causes 

the program to print a separate category called “No Entry” 

for all students who do not have an entry in the search 

field. 

5) Start Grade for All 

Grades 

6) End Grade for All Grades 

When you print the attendance forms you have the option 

to print for all grade levels. If you would like to limit printing 

to a range of grades, choose the lowest grade in that 

range for the start grade and the highest grade in that 

range for the end grade. 

7) Page Setup Allows you to select the default paper and printer settings 

(see “Page Setup” on page 6-54). 


Once the desired specifications have been selected, you are ready to print the 

Homeroom Attendance forms. There are two print menus used to define how the forms 

are printed and for whom. 




HR Attendance Forms: Print Menu 1 

Option 

Grade Number 

All Grades 

Inspect/Change Attendance 

Form Specs (Specifications) 

Inspect/Change Program 


Description 

To print forms for only one grade level, type the 

desired grade level here. 

Select All Grades to print forms for all grade levels in 

your school. You may also use this option to print for 

a range of grade levels using the start and end grade 

settings in the Homeroom Attendance Forms Print 

Specifications (see page “5) Start Grade for All 

Grades” on page 2-10). 

Opens the Attendance Forms Specifications window. 

See “Attendance Form Specifications” on page 2-7 

for more information on this window. 

Opens the Program Specifications screen. 

Once you choose a specific grade level or All Grades from Print Menu 1, the second 

print menu for Homeroom Attendance forms will appear. Use this menu to select all or 

selected homerooms for printing. 




Homeroom Attendance Forms: Print Menu 2 

Option 

All Homerooms...No Pause 

All Homerooms...Pause if no 

staff 

Individual Homerooms 

Individual ID Numbers 

Description 

Forms for each homeroom will print at once. If 

there is no teacher listed for a particular 

homeroom, the teacher name area on the printed 

form will be left blank. 

Prints forms for all homerooms. If there is no staff 

member assigned to a homeroom, the program will 

pause and prompt you to type in a staff name to 

appear at the top of the form. 

Prints only one homeroom at a time. After selecting 

this option, you will be prompted to select the 

homeroom to print. If there is no staff member 

assigned to the selected homeroom, you will be 

prompted to enter a teacher name. 

After selecting this option, you will be prompted to 

enter a homeroom number and staff member if 

necessary. In addition, you must select the 

students who will be included in the homeroom 

roster rather than allowing the computer to compile 

a list based on homeroom field entries. 

Main Menu (New Grade Level) Brings you back to the first print menu where you 

can select another grade level. 


Print HR Attendance Forms 



You will use the Print Homeroom Attendance Forms program to generate entry forms 

for teachers to record the daily attendance. These forms will then be turned into the 

office and used to input the daily homeroom attendance into Administrator’s Plus. Use 

the instructions below to print manual or scanner homeroom attendance forms. 

Printing Manual Entry Forms 

1 Set Specification 1) Manual/Scanner Forms or GQ Rosters to Manual 

Forms. 

2 Choose the desired settings for the remaining Homeroom Attendance 

Forms Specifications. Refer to “Attendance Form Specifications” on page 2- 

7 for a detailed explanation of each option. 

3 To accept the default specifications, click Done. 




4 Choose the desired settings for the Program Specifications screen (see 

“Program Specifications” on page 2-9). 

5 To accept the default specifications, click Done 

6 From the Manual Homeroom Attendance Forms Print Menu, select a grade 

level for which to print the forms, or choose All Grades to print for every 

grade level in your selected grade range. 




7 At the next print menu select the homerooms to include and how the forms 

should print. For an explanation of each print option See“Homeroom 

Attendance Forms: Print Menu 2” on page 2-12. 




Printing Scanner Forms 

If you also scan period attendance and/or study hall attendance, the size of the scanning 

file must exceed the total number of homerooms plus the total number of course sections 

plus the total number of study halls. 

To Print Scanner Forms: 

1 Set Specification 1) Manual/Scanner Forms or GQ Rosters to Scanner 

Forms. 

2 Choose the desired Homeroom Attendance Forms Specifications 

(Disregard Specification 3). Refer to page “Attendance Form Specifications” 

on page 2-7 for a detailed explanation of each option. 

3 Click Done. 

The Scanner Homeroom Attendance Forms Print Menu appears. 




4 Select a grade level for which to print the forms, or choose All Grades to 

print for every grade level or the range of grade levels selected using the 

start grade and end grade settings in Specifications: Print HR. 

The second print menu appears. 

5 At the second print menu, choose whether to print all homerooms or 

selected homerooms. See page “Homeroom Attendance Forms: Print Menu 

2” on page 2-12 for information on each of the print menu options. 

The attendance form prints in with the specified range. 




Print HR Attendance Forms

3 

Print Period Attendance Forms 

Introduction . . . . . . . . . . . . . . . . . . . . . 3-2 

Navigating to Print Period 

Attendance Forms . . . . . . . . . . . . . . 3-3 


Shortcut Bar . . . . . . . . . . . . . . . . . . . 3-4 


Toolbar Menu . . . . . . . . . . . . . . . . . . 3-4 

The Period Attendance Entry 

Forms Window . . . . . . . . . . . . . . . . . 3-5 

Printing Manual Entry Forms . . . . . . . . 3-6 

Printing Scanner Forms. . . . . . . . . . . . 3-10 

Printing GradeQuick Rosters . . . . . . . . 3-13 

Printing Period Attendance Reports 

by Teacher . . . . . . . . . . . . . . . . . . . . 3-15 

Using the Period Attendance Forms 

Print Menu . . . . . . . . . . . . . . . . . . . . 3-16 



Introduction 

Introduction 

Schools that take daily attendance in a period other than homeroom should use the Print 

Period Attendance Forms program to generate the daily attendance entry forms. The 

primary purpose of the Print Period Attendance Forms program is to generate 

attendance entry forms for schools using the Period Attendance module. In order to use 

the program for this purpose, student’s schedules must have been entered using the 

Report Cards or Scheduling module. 

After navigating to the program, you will immediately come to the Period Attendance 

Entry Forms window (see “The Period Attendance Entry Forms Window” on page 3-5). 

You will select and then confirm the type of form you want, and then the corresponding 

specifications window appears. You then set the specifications, and then choose your 

print specifications before the form prints (see “Using the Period Attendance Forms 

Print Menu” on page 3-16) 


Navigating to Print Period Attendance Forms 



Use any of the following methods to display the Period Attendance Entry Forms 

window. 

Navigation Menu 




OR 



OR 

b 

• Click 

Attendance Plus, 


Next. 

2 From the 


Menu: 


OR 

• Double click 3. Print 

Period Attendance 

Forms 

OR 

• Single click Print 


Forms, and then 

click Next. 




Shortcut Bar 


2 Click Period Forms. 



2 To select the Register Code Screen, choose Print Attendance PR 


Toolbar Menu 

1 From the Modules menu, choose Attendance Plus Print Period 



The Period Attendance Entry Forms Window 


The Period Attendance Entry Forms Window 

The option selected in the Period Attendance Entry Forms window determines which 

attendance form and corresponding set of specifications appear. 

Use this window to select what you want to print, as well as which corresponding 

specifications window accordingly. 

Period Attendance Entry Forms 

Option 

Description 

1) Manual Entry Forms See “Printing Manual Entry Forms” on page 3-6 

for more information on the form’s specifications. 

2) Scanner Entry Forms See “Printing Scanner Forms” on page 3-10 for 

more information on the form’s specifications. 

3) GradeQuick Rosters See “Printing GradeQuick Rosters” on page 3-13 

for more information on the form’s specifications. 

4) Period Attendance Reports by 

Teacher 

See “Printing Period Attendance Reports by 

Teacher” on page 3-15 for more information on 

the form’s specifications. 

After navigating to Period Attendance Forms window, the first window you will see is 

the Specifications window that corresponds with your from type chosen. 





Use the instructions below to print manual attendance forms for your designated daily 

attendance period. 

To Print Manual Entry Forms: 

1 In the Period Attendance Entry Forms window, select Manual Entry Forms, 

and then click, Next. 

The Specifications: Manual Entry Forms window appears. 

2 Set the specifications as desired on both pages. 

The specifications window allows you to customize the appearance of the forms as well 

as the information included. You will also use the specifications to identify the period 

designated as your school’s daily attendance period. 

The specifications are described below. 




Specifications: Period Attendance Entry 

Forms 

Specification 

Description 

1) Which Periods Choose any period A through X. 

2) Include Sections Meeting 

When 

3) Print Courses and/or 

Study Halls 






9) Start Course Number 

A) End Course Number 

B) Line Spacing for Manual 

Forms 

Choose to print only sections meeting during the 

current quarter or semester, or all sections. 

You may print forms for courses only, study halls only 

or both courses and study halls. 



days 1-5 headings to print the calendar date, (up to 

five characters, i.e. 12/05) above each day of the week 

heading. You may also type in a special entry for 

holidays such as five asterisks (*****) as the heading 

for that day. 

Use the start and end course numbers to specify a 

range of courses to print. To print for all courses, set 

the Start Course Number to 1 and the End Course 

Number to 999. 


• Single Spacing: Single Spacing allows for up to 50 







page. 



pages. 




Specifications: Period Attendance Entry 

Forms 

Line Spacing for Manual 

Forms 


• Single Spacing: Single Spacing allows for up to 50 







page. 



pages. 

3 Choose the desired settings for Page 2 of the Print Period Attendance 

Specifications. 

Page 2 of the specifications are described in the following table. 




Specifications: Period Attendance Forms Page 2 

Specification 

1) Start Grade 

2) End Grade 

Description 

When you print the attendance forms you have the 

option to print for all grades. If you would like to limit 

printing to a range of grade levels, choose the 

lowest grade in that range for the start grade and 

the highest grade in that range for the end grade. 

3) School Week Specify whether your school week runs from 

Monday through Friday or Saturday through 

Wednesday. 

4) Print Preview Selecting Yes enables the print preview option. 

Selecting No causes the attendance forms to go 

directly to the printer. 

Page Setup 

Allows you to select the default paper and printer 

settings (see “Page Setup” on page 6-54). 

4 Click Done to accept the specifications. 

The Period Attendance Forms Print Menu appears. 

5 Select the range you would like to include using the Period Attendance Entry 

Forms Print Menu. See “Using the Period Attendance Forms Print Menu” on 

page 3-16 for more information on this menu. 

6 Click Next to print the form. 





Printing scan forms creates a file that tells the program which students were printed on 

each form. This file ensures that Attendance Codes are recorded for the correct student 

when they are read by the scanner. The size of this file (Specification C) must be set to 

a number large enough to exceed the total number of homerooms, plus the total number 

of course sections plus the total number of study halls for which you print scan forms. 

To Print Scanner Forms: 

1 In the Period Attendance Entry Forms window, select Scanner Entry Forms, 


The Specifications: Scanner Entry Forms window appears 

2 Set the specifications as desired on both pages. 


as the information included. The specifications are described below. 




Specifications: Scanner Entry Forms 

Specification 

Description 



When 


Study Halls 







A) End Course Number 







days 1-5 headings to print the calendar date, (up to 

five characters, i.e. 12/05) above each day of the week 

heading. You may also type in a special entry for 

holidays such as five asterisks (*****) as the heading 

for that day. 





B) Size of Scanning File If you are only scanning attendance information for 

homerooms, the size of the scanning file must exceed 

the number of homerooms in your school. For most 

schools the minimum of 2000 is sufficient. However, if 

you also scan period attendance and/or study hall 

attendance, the size of the scanning file must exceed 

the total number of homerooms plus the total number 

of course sections plus the total number of study halls. 

Next Free Record 

Indicates the number of the next available attendance 

record 









5 Click Next to print the form. 


Printing GradeQuick Rosters 



The GradeQuick rosters option, in the Period Attendance Entry Forms window, lets you 

set the specifications that determine the section rosters to send to GradeQuick. You must 

have GradeQuick, a third-party software, installed to use this option. 

To Print GradeQuick Rosters: 

1 In the Period Attendance Entry Forms window, select Grade Quick Rosters, 


The Specifications: Send Section Rosters to GradeQuick window appears. 

2 Set the specifications as desired. 


as the information included. The specifications are described below. 

Specifications: Send Section Rosters to 

GradeQuick 

Specification 

Description 



When 


Study Halls 








Specifications: Send Section Rosters to 

GradeQuick 


5) End Course Number 






Grades 




If you would like to limit the students sent to a range of 

grades, choose the lowest grade in that range for the 

start grade and the highest grade in that range for the 

end grade. 

8) GradeQuick Export Path Make sure this option is set to the location of the 

APTOGQ folder. This field is only for informational 

purposes. To change this path, use the S.O.S. 

interface options. See the “GradeQuick- 

Administrator’s Plus Interface” manual. 




5 Click Next to view the exported GradeQuick rosters. 


Printing Period Attendance Reports by Teacher 


Printing Period Attendance Reports by Teacher 

The Daily Details format prints student attendance codes for each school day within 

your specified date range. The Summary Data format prints the total number of excused, 

unexcused and pending absences and tardies as well as other attendance in the same 

format as View Period Attendance screen. Alternatively, you can summarize the 

attendance code totals by register code. Period Attendance Reports by Teacher can 

include attendance for specific a date interval and/or year-to-date. 

Specifications: Period Attendance Reports by 

Teacher 

Specification 

Description 



When 


Study Halls 





4) Individual Student Data Determines whether or not to display attendance 

information about individual students within a teachers 

class. Options include: 

• Do Not Show: Ensures student data does not 

appear in the report 

• Daily Details Only: Prints only student attendance 

codes for each school day within your specified 

date range. 

• Summary Only: Prints the total number of excused, 

unexcused, and pending absences and tardies as 

well as other attendance codes. 

• Daily Details & Summary Data: Prints both daily 

details and summary data for students. 

5) Summary Totals Allows you to print attendance data for specific a date 

interval and/or year-to-date. 

6) Which Reg Codes to 

Include 

Determines whether to list as a sum all pending 

(blank), excused, and unexcused absences (all 

together), or print each entry detailed separately. 

7) Report Layout Determines whether to print one page per teacher, 

one page per section, or to use a few pages as 

possible (to save paper). 



Using the Period Attendance Forms Print Menu 

Specifications: Period Attendance Reports by 

Teacher 

8) Interval Start Date 

9) Interval End Date 

B) Start Course Number 

C) End Course Number 

Only attendance codes occurring in this date interval 

will be read. In-other-words, only entries in this interval 

will be counted when tallying the totals. When printing 

students' disciplinary records, if an incident did not 

occur in this interval, it is though it never occurred. 






After you select which entry form to use, the corresponding specification window 

appears. After setting these specifications, a print menu appears. Use the Print menu to 

limit printing by section or teacher. Each print option is described in the following table. 

Period Attendance Forms Print Menu 

Option 

Description 

1) All Sections/Studies Prints forms for all sections and/or study halls found in 

students’ schedules. 

2) Range of Teachers Prints forms for a range of teachers by teacher ID 

number. After choosing this option you must select a start 

teacher and end teacher from a lookup window. 

3) Individual Teachers Prints forms for individual teachers. Choosing this option 

opens a window in which you must type in or look up the 

specific teacher(s) you wish to include. 




Period Attendance Forms Print Menu 

4) Individual Sections Prints forms for individual sections. Choosing this option 

opens a window in which you must type in or look up the 

specific course section(s) you wish to include. 

5) Individual Studies Prints forms for individual study halls. Choosing this 

option opens a window in which you must type in or look 

up the specific study hall(s) you wish to include. 

6) Inspect/Change 


Opens the Specifications window corresponding to the 

selected attendance form. 

• Select All 

Sections/Studies forms to print 

entry forms for each course 

section within the limits set by 

specification pages 1 and 2. 

• When you select Range of 

Teachers, you must select the 

starting staff member and 

ending staff member from the 

menu pictured. 

• When you select Individual Teachers, you must select the desired teachers 

from the next menu. To select a teacher, type in the name or record number, 

and press Enter. You may also use the F6 Lookup option to highlight and 

select one or more teachers by name. Hold down the Shift key while clicking 

to select a range of teachers in the lookup list. Hold down the Ctrl key while 

clicking to select multiple teachers who are not listed in order. Once you 

have selected all of the desired teachers, click F10 (Accept) 




• When you select Individual Sections, you must select the desired course 

sections from the next menu. Type in the desired course and section 

number or use the F6 Lookup option to highlight and select a section. 




• To print forms for an individual study hall, you must choose the desired 

study halls from a menu similar to the one pictured above. To select study 

halls, type in the study hall number and press Enter or use the F6 Lookup 

option to highlight and select a study hall. Press F10 or click the F10 

(Accept) button when each study hall has been selected. 




Using the Period Attendance Forms Print Menu

4 

Enter Daily Attendance 

Introduction . . . . . . . . . . . . . . . . . . . . . 4-2 

Building the Calendar . . . . . . . . . . . . . 4-3 

Navigating to Enter Daily Attendance . 4-4 

Navigation Menu. . . . . . . . . . . . . . . . 4-4 

Shortcut Bar . . . . . . . . . . . . . . . . . . . 4-5 


Toolbar Menu . . . . . . . . . . . . . . . . . . 4-6 

Adding a Day to the Calendar . . . . . . . 4-6 

Including Previous Attendance Data 4-7 

Enter Daily Attendance Window . . . . . 4-8 

Entry Specifications . . . . . . . . . . . . . . . 4-10 

Entry Specifications Pages 3-4 . . . . 4-14 

Using the Manual Entry Window . . . . . 4-15 

Scanner Entry . . . . . . . . . . . . . . . . . . . 4-18 

Scanner Entry Window. . . . . . . . . . . 4-19 

The Daily Attendance Bulletin . . . . . . . 4-21 

Print Specifications . . . . . . . . . . . . . . . 4-22 

Entering Daily Attendance . . . . . . . . . . 4-25 

Entering Daily Attendance For a Date 

Already in the Calendar . . . . . . . . . 4-29 

Scanning Daily Attendance . . . . . . . . . 4-31 



Introduction 

Introduction 

You use the Enter Daily Attendance program to record the daily attendance for students 

and staff. Attendance Codes can be entered manually, using a scanner, or a with an ID 

card swiper. The daily attendance may also be imported using the Attendance 

Plus/Grade Quick Interface. Once the daily attendance has been entered, the program 

can generate a printed attendance bulletin. The daily bulletin lists all of the attendance 

entered for a particular school day. In addition, you may choose to include staff 

attendance, nurse dismissals, and messages on the bulletin. At any time during the 

school year, you may use the Enter Daily Attendance program to view or edit the 

attendance entries for a previous school day and reprint the bulletin. 

The Enter Daily Attendance program records information that you can view using other 

Attendance Plus modules, as described in the following list: 

• Each day, when you open the Enter Daily Attendance program, a day is added to the 

end of your school calendar (see “Building the Calendar” on page 4-3). 

• Recording an Attendance Code for a student also records both the Attendance Code 

and any linked Register Codes for that student (see “Register Code Links” on page 1- 

8). 

• It is possible to record Attendance Codes in advance using Batch Entry. Any 

previously entered codes can be viewed in Enter Daily Attendance on the school day 

for which the codes were entered (see “Including Previous Attendance Data” on 

page 4-7). These entries can also be printed on the daily bulletin. 

• The Attendance Report Writer uses information recorded using Enter Daily 

Attendance, Correct and Batch Entry to produce numerous reports, letters to parents, 

and search lists. 


Building the Calendar 



The Enter Daily Attendance program will build your school calendar one day at a time. 

The first time you open the program for the day, a new day with the current date is added 

to the end of the calendar. Opening the Enter Daily Attendance program a second time 

in one day will not add the day twice to the program. 

NOTE: 

Because school days are added to the calendar based on the use of the Enter Daily 

Attendance program, it is important that you open the program on each school day even if 

all students and staff are present. If necessary, you can insert the missed day later using the 

Calendar program. 



Navigating to Enter Daily Attendance 


Use any of the following methods to start building the calendar and begin entering 

attendance. 

Navigation 

Menu. 




OR 

• Double-click 2 


OR 

• Click 2 Attendance 

Plus and, then click 

Next. 

2 From the 


menu: 


OR 


Enter Daily 

Attendance. 

OR 

• Single click 4. Enter 

Daily Attendance, 

and single click 

Next. 




Shortcut Bar 


2 Click Enter Daily. 



2 To select the Register Code window, choose Enter 

Daily Attendance. 

Toolbar Menu 

3 In the Modules, menu, choose Attendance Plus Enter 

Daily Attendance. 



Adding a Day to the Calendar 


When you first open Enter Daily Attendance, the window pictured below will appear. It 

displays current date as well as the school day number that will be added to the calendar. 

If the date shown is incorrect, you may use the Change Date button to select another date 

that is already in your school calendar. If the desired date is not already in the calendar, 

it can be added using the Calendar program (see “Inserting a Calendar Day” on page 7- 

7). 


Including Previous Attendance Data 



After accepting the date, the following window prompts you to choose whether or not 

to include Previous Attendance Data. Previous Attendance Data is any attendance 

already recorded for the selected calendar day. It may have been recorded using the 

Enter Daily Attendance, Correct or Batch Entry programs. If you choose option 1) 

Include Previous Attendance Data students who have already received attendance codes 

for that day will appear on the Enter Daily Attendance window. You must choose this 

option if you wish to edit and/or print previously entered attendance data on the daily 

attendance bulletin. If you choose not to include previous attendance data, these students 

will not appear on the Manual Entry window, (see page “Using the Manual Entry 

Window” on page 4-15), and will not print on the daily bulletin. 



Enter Daily Attendance Window 


After adding a day to the calendar, the actual calendar used, as well as whether or not to 

include previous school data, the Enter Daily Attendance window appears. 

Enter Daily Attendance Menu Options 

1) Manual Entry Opens the Manual Entry window. 

2) Scanner Entry Opens Winscan, the scanning program used for scanner 

attendance entry. See “Scanner Entry” on page 4-18. 

3) Staff Opens the Manual Entry window. 

4) Corrections & 

Messages 

Lets you to correct messages printed on the attendance bulletin. 

5) Nurse Dismissals Lets you type nurse dismissals for the daily attendance bulletin. 

6) Print Bulletin Generates the daily attendance bulletin. 


Entry 


Opens the Entry Specifications so you may customize the settings 

for attendance data using manual entry, scanner entry or from 

GradeQuick. See “Entry Specifications” on page 4-10. 


Print Specifications 

Opens the Print Specifications window for the daily attendance 

bulletin. See “Print Specifications” on page 4-22. 

9) Receive from 

GradeQuick 

Opens the Import from Grade Quick menu, from which you may 

choose to import for all, or selected students, or view the 

attendance import specifications. 




Enter Daily Attendance Menu Options (Continued) 

A) Rebuild Swiper 

Index 

Rebuilds the swiper index. You must associate a field with the 

swiper card. See spec C under “Entry Specifications” on page 4- 

10. You must also set the Swiper Mode to On in the Manual Entry 

Window. See “Using the Manual Entry Window” on page 4-15. 


Entry Specifications 



Clicking Inspect/change Entry Specifications in the Enter Daily Attendance window 

displays the Specifications: Daily Attendance window. 

The table below describes each specification. 

Entry Specifications Page 1 

Specification 

1) Initial Default 

Grade 

Description 

The default grade level setting in Enter Daily Attendance 

makes data entry faster and more convenient. It allows you 

to select students within the default grade level by typing in 

only their 3-digit record numbers rather than the 5 digit 

Administrator’s Plus ID numbers. The Initial Default Grade 

is the grade level you will start in each time you enter 

attendance. You can change the default grade level from 

the Enter Daily Attendance window using the Grade drop 

down list, or by typing a student’s 5-digit Administrator’s 

Plus ID number. 


2) Initial Default 

Attendance Code 

3) Initial Staff Default 

ATT Code 



Entry Specifications Page 1 (Continued) 

4) Stop in Code 

Fields 

The default Attendance Code automatically appears in the 

Code 1 slot after a student is selected. You can also 

change the default attendance code from the Manual Entry 

window by typing the desired code immediately after the 

student number. For example, in the ID field, 

type 10105D to change the default code to Dismissed 

starting with student #105 in grade 10. 

Choose the initial default attendance code used when 

entering staff attendance (see “2) Initial Default Attendance 

Code” on page 4-11). 

Use this setting to determine where in the program window 

the cursor will stop and wait for you to make an entry. 

5) Display Default 

Code if Stopping 

6) Default Time if 

Left Blank 

• Do Not Stop in Either Code Field causes the default 

Attendance Code to be entered in the code one slot. If it 

is a timed Attendance Code, the default time will also be 

entered. The cursor will then skip down to the next row 

waiting for you to enter another student. 

• Stop in Code Field 1 Only causes the cursor to stop in 

the code 1 slot until you enter the desired Attendance 

Code (and time if it is a timed code). The code 2 slot is 

skipped. 

• Stop in Code Field 2 Only causes the default 

Attendance Code (and time) to be entered in the code 1 

slot. The cursor then stops in the code 2 slot waiting for 

you to enter a second Attendance code. 

• Stop in Both Code Fields, causes the cursor to stop in 

both the code 1 and code 2 slots. Regardless of this 

setting, the cursor will stop in both code fields when the 

Manual Entry window is in edit mode. 

Select yes to automatically display the default Attendance 

Code if you choose Stop in Code Field 1 Only for 

Specification 4. If you set this specification to No, you can 

leave the field blank and press Enter to record the default 

code. 

Specify a default time to be recorded each time the Time 

field is left blank for a timed code. 





7) Current Time as 

Default (Tar Only) 

8) Start Grade Level 

for Previous 

Attendance Data 

9) End Grade Level 

for Previous 

Attendance Data 

A) Enter Substitute 

Teacher for Staff 

B) Swiper Default 


C) Swiper ID 

Number Search- 

First 

Choose Yes to have the program automatically enter the 

current time for all Tardy codes. In the Enter Daily 

Attendance program window, you must also set the Use 

Current Time setting to Yes. 

If you choose to include previous attendance data, (see 

“Adding a Day to the Calendar” on page 4-6), this setting 

can be used to limit the range of grade levels for which the 

previous attendance data is shown. For example, if you 

would like to edit the attendance for grades 10-12 only and 

reprint the bulletin for only these grades, select Grade 10 

for the start grade, and 12 for the end grade. 

After entering an Attendance Code for staff, you may type 

in the name of a substitute. This name will appear on the 

printed bulletin but will not be stored for future use. Choose 

Yes to enable this option. 

The Attendance Code set here using the look-up button will 

be recorded each time a student swipes an attendance ID 

swiper card. 

Choose the ID number which is printed on your students’ ID 

cards. This may be the Administrator’s Plus ID number or 

the student’s Unique ID. You may also choose a unique 

data base field: you must explicitly set the field as unique in 

the Data Base program. You must also set the Swiper 

Mode to On in the Manual Entry Window. See “Using the 

Manual Entry Window” on page 4-15. 




1) Scan Link Code For Absences 

2) Scan Link Code For Ex 

Absences 

3) Scan Link Code For Un 

Absences 

4) Scan Link Code For Tardies 

5) Scan Link Code For Ex 

Tardies 

6) Scan Link Code For Un 

Tardies 

Entry Specifications Page 2 

Specifications 1-6 only apply to schools that use a 

scanner to enter the daily attendance. Scanner 

entry forms allow you to bubble in EA, A, UA, TE, T, 

or TU. By default, these entries will scan in to the 

program as Excused Absence, Absence, 

Unexcused Absence, Excused Tardy, Tardy and 

Unexcused Tardy respectively. If you wish to have 

one or more of these entries scan in as a different 

Attendance Code, you may set up links using these 

specifications. select any valid Attendance Code to 

be recorded for any possible scan form entry. For 

example, if you wish to have a scan form entry of 

“TU” recorded as “D” (Dismissal), change 

Specification 6) Scan Link for UN Tardies to D. 





7) Scan/GQ Replace Existing 

Codes 

If you scan or import attendance more than once for 

the same date, Attendance Plus can either save 

previously recorded codes, or overwrite them. Set 

this specification to No to save all previous entries, 

Yes to overwrite all previous entries, or Only When 

Student is Tardy, to overwrite existing entries only 

when tardy codes are scanned or imported. 

Entry Specifications Pages 3-4 

Specifications 1 though D on pages 3 and 4 are used to link GradeQuick attendance 

entries to Administrator’s Plus Attendance Codes. 

Odyssey Attendance Code Linked to... (For GradeQuick Interface) 

You may define up to 24 customized Attendance Codes in Grade Quick. Each code can 

be a up to four letters (A-Z). By default and exported code of A will be read as Absent, 

and an exported code T will be read as Tardy. To select a new Attendance Code to be 

recorded for any exported attendance entry use the drop down list to the right of each 

specification. For example, if you have created a customized code of J, which should be 

recorded as AEMD (Medical Absence), set Specification A) to AEMD. 


Using the Manual Entry Window 



The entry window shown below is for manual daily attendance entry. If you are using a 

scanner to enter daily attendance, see “Scanner Entry” on page 4-18 

When you first open the program, the cursor appears below the ID 

heading waiting for you to type in or select a student. Two Attendance Codes with times 

can be recorded per student each day. For example, you may enter a Tardy under the 

code 1 slot with a time of 9:05 as well as a Dismissal code with a time of 2:15. The 

options available on this window as well as the entry columns are described in the next 

sections. 

NOTE: 

Time Linked Attendance Codes will only be entered when the Tardy or Dismissal code 

carrying the time link is the first attendance entry for a student on a particular day. The time 

linked code will not appear if, for example, a student was recorded as Absent, then changed 

to Tardy with a time after the time link time of 10:00. 




Default Grade 

Default Code 

Use Current Time/ 

F7 TGL TIME 

Swiper Mode 

Options in the Upper Window 

In Enter Daily Attendance you can select a student in the 

specified default grade level simply by typing in their 3-digit record 

number. To change the Default Grade click the arrow on the drop 

down menu or type the 5-digit grade level and record number 

combination of a student within the new grade level. For 

example, if the default grade level is 9 and you need to enter 

attendance codes for students in grade 10, type in 10005, to 

select student #5 in 10th grade. To select the next student, you 

need only enter the 3-digit record number. 

The Default Code is automatically entered into the Code 1 slot 

after a student name is selected. 

This setting is used for Tardy and Dismissed Attendance Codes 

set up to read the current time. Selecting On means that when a 

Tardy or Dismissed code is recorded, the current time 

(determined by the system clock on your computer) will be 

entered in the appropriate time slot and used for any time linked 

codes (see “Time Linked Attendance Codes” on page 1-7). 

If you are using student ID cards to record attendance you must 

have Swiper Mode set to On. 




Explanation of the Lower Columns 

# This column keeps a count of the students or staff members as 

you enter the attendance. 

ID 

NAME 

CODE 1 

TIME 1 

CODE 2 

TIME 2 

To select a student or staff member, within the default grade 

level, type the 3 record number in this field. To select a student or 

staff member, in a grade other than the default grade level, type 

the 5-digit record number in this field. To select a student or staff 

member and an Attendance Code other than the default, type in 

the 3 or 5-digit record number plus the desired Attendance Code. 

For example, 12035T. 

After a record number has been entered, the name of the 

selected student or staff member appears in this field. 

Enter the first Attendance Code for the selected student or staff 

member. 

Enter the time associated with Code 1 if applicable. 

Enter a second Attendance Code for the selected student or staff 

member 

Enter the time associated with Code 2 if applicable. 


Scanner Entry 


Scanner Entry 

After selecting the Scanner 

Entry option from the Enter 

Daily Attendance menu, you 

will be asked to verify that 

your scanner is turned on. 

Clicking OK at this message 

opens the Scanner 

Configuration window 

(shown below). The settings 

displayed in the Scanner 

Configuration window should match the information scanned in using the Host Port 

Communication Sheet during the original scanner setup (see the Winscan 3.0 User 

Reference Manual for complete instructions on configuring and using your NCS 

scanner). 



Scanner Entry 

Scanner Entry Window 

Option 

Start Scanning 

Stop Scanning 

Reset Scanner 

Adjust Sensitivity 

Setup Printer 

Finished 

Processing Student 

Name 

M T W TH F 

Scanner Entry Window Options 

Definition 

Click to begin the scanning process. 

Click to end the scanning process. 

The Reset Scanner option allows you to reset the 

configurations for your scanner. It should only be used with 

the help of technical support. 

The Adjust Sensitivity option allows you to change the 

sensitivity and discrimination settings for your scanner. It 

should only be used with the help of Rediker Software’s 

technical support. 

Opens the printer properties menu for your default printer (see 

“Printer Properties” on page 6-56). 

Click to exit the scanner entry window. 

Displays the student names as they are read by the scanner. 

Attendance will be read from the scan form day of the week 

column that is highlighted in yellow. 



Scanner Entry 

Status/Scan 


Link/Replace 

Existing Codes 

Scanner Entry Window Options 

Displays the scan form day of the week column being read, as 

well as the school day number and date into which attendance 

will be scanned. Below, the Scan Attendance Code Links are 

shown as selected from Entry Specifications Page 2 (see 

page “Entry Specifications Page 2” on page 4-13). Also listed 

is the selected setting for Specification 7) Scan/GQ Replace 

Existing Codes in the Entry Specifications. 


The Daily Attendance Bulletin 


The Daily Attendance Bulletin 

The Daily Attendance Bulletin lists students and staff members with daily attendance 

entries. Student names are printed alphabetically with a separate column for each grade 

level. Staff attendance and student attendance totals are printed below. Use the Enter 

Daily Attendance Print Specifications (page “Print Specifications” on page 4-22) and 

Page Setup (page “Page Setup” on page 6-54) to format the bulletin according to your 

preferences. 





Specification 

1) Starting Grade to Print 

2) Ending Grade to Print 

Print Specifications, Page 1 

Description 

If you wish to print the bulletin for a range of grade 

levels, select the starting grade and ending grade 

for the range. Then choose All Grades from Print 

Menu 1. 

3) Which Codes to Print You may choose to print Attendance Codes 

appearing in the Code 1 slot only, the Code 2 slot 

only, both Codes 1 and 2, or both Codes 1 and 2 

with times. 

4) How Many Code Letters to 

Print 

Attendance Codes may contain up to four 

characters. Choose the number (1-4) of characters 

that will appear on the printed bulletin. 

5) Use Full or Abbreviated Names Choose to print full or abbreviated names for 

students and staff members. 




Print Specifications, Page 1 (Continued) 

6) Number of Columns The attendance entries for each grade level will 

print in columns. You may print up to 5 columns 

across the page. If you set the number of columns 

to a value less than the total number of grade levels 

included, subsequent columns will print below. 

7) Print Messages and 

Corrections 

Choose whether or not to include a section for 

messages and corrections (see “4) Corrections & 

Messages” on page 4-8). 

8) Print Nurse Dismissals Choose whether or not to include a section for 

nurse dismissals (see “4) Corrections & Messages” 

on page 4-8). 

9) Print Staff Absences Choose whether or not to include a section for staff 

absences. 

A) Print Consecutive/Cumulative 

Absences 

B) Count 1/2 Absences for 

Consecutive/Cumulative 

Absences 

You may optionally print students’ cumulative 

and/or consecutive absences next to their names. 

Cumulative absences will be printed within 

parenthesis. Consecutive absences will appear 

inside asterisks. 

When printing the number of consecutive 

absences, selecting Yes, will include Half 

Absences in the total count printed next to the 

student name. When printing cumulative absences, 

selecting Yes will cause a Half absence to count as 

1 absence in the total count printed next to the 

student name. 

C) Print “E” or “U” after Times When times are printed you may optionally add the 

Excused or Unexcused designation to the right. For 

example: 9:45E. 

D) Print Staff Codes Choose whether or not to print Attendance Codes 

for staff members. 

E) Leave Space Between Code 

and Time 

Choose whether or not to leave a character space 

between the Attendance Code and time. 




Specification 

1) Read Attendance Start 

Date 

2) Read Attendance End 

Date 

Print Specifications Page 2 

Description 

The read attendance start and end dates are used to 

calculate consecutive and cumulative absences. Choose 

a date interval in which consecutive and/or cumulative 

absences should be counted. 

3) Print Tardy Slips When you set this specification to Yes, the program will 

automatically print tardy slips when a tardy code is either 

manually entered or swiped using an Administrator’s Plus 

ID card. 

4) Print Homeroom on 

Tardy Slips 

5) Print Totals on Daily 

Bulletin 

If you wish to have students’ homeroom print on Tardy 

slips, set this specification to Yes. 

Select Yes to print the total number of absences, tardies 

and dismissals below each grade level. 

6) Print Preview Selecting Yes enables the print preview option. Selecting 

No causes the attendance forms to go directly to the 

printer. 



Entering Daily Attendance 

Print Specifications Page 2 (Continued) 

Specification 

Description 

7) Font Size Select the desired font size for the daily bulletin. The 

options are Small (7 pt.), Medium (10 pt.) or Large (12 pt.). 

8) Print Middle Name Choose whether or not to print students’ middle names. 

9) Print Unique ID Choose whether or not to print students’ unique ID 

numbers. 

A) Print 

Consecutive/Cumulative 

Tardy 

You may optionally print students’ cumulative and/or 

consecutive tardies next to their names. Cumulative 

tardies will be printed within parenthesis. Consecutive 

tardies will appear inside asterisks. 


You will use the Enter Daily Attendance program each day to record the daily 

attendance for students and staff members. It may also be used to edit the attendance for 

a prior school day and reprint the bulletin for that day. Because Enter Daily Attendance 

adds days to the calendar, it is important that you open the program each day, even if all 

students are present. 

To Enter Daily Attendance For the Current Date: 

1 After Navigating to Enter Daily Attendance, the following warning will 

appear. 

2 Click Yes to add a day to the calendar. 




3 At the window pictured below, verify that the current date and school day 

number, and then click Next. 

4 Choose whether or not to include previous attendance data (see “Including 

Previous Attendance Data” on page 4-7). 


5 From the Enter Daily Attendance menu, choose Manual Entry. 



6 At the Enter Daily Attendance window select a student using one of the 

following methods: 

a. Type the students 3 or 5-digit ID number. To select a student 

and an Attendance Code other than the default you can type in 

the 3 or 5-digit ID number followed by the desired code. For 

example, 12035T. 




NOTE: 

b. Look up the desired student by pressing the F6 key, clicking 

F6 (Lookup) or clicking (Browse). Highlight the student 

and press Enter. 

In order to make the cursor stop in the desired code fields, you must set entry Specification 

4) Stop in Code Fields on page 1 to Both Code Fields. 

NOTE: 

7 Type in the desired Attendance Codes and/or times for Code 1 and Code 2. 

You may use the F6 (Lookup) option to view and select from a list of valid 

Attendance Codes. 

If you have set a default attendance code in the entry specifications for Enter Daily 

Attendance it will appear automatically under Code 1. 

8 Press Enter to move the cursor to the next row and record attendance for 

another student. 




Entering Daily Attendance For a Date Already in the Calendar 

To Enter Daily Attendance For a Date Already in the Calendar: 

1 At the Warning window pictured below, click Yes. 

2 At the Adding a Day to Your Calendar window, click Change Date. 




3 Type in the desired date or use the + and - keys to advance the date forward 

or back, and then click Next. 

4 Choose whether or not to include previous attendance data (see “Adding a 

Day to the Calendar” on page 4-6). 

5 Clicking Next at the above window will open the Enter Daily Attendance 

window. See “To Enter Daily Attendance For the Current Date:” on page 4- 

25 for instructions on using the Manual Entry window. 


Scanning Daily Attendance 

The following procedure describes how to scan your attendance sheets 



To Scan Daily Attendance: 

1 Selecting Scanner Entry from the Enter Daily Attendance Menu. 

The following message appears. 

2 Verify that the scanner is turned on and the scan forms are loaded in the 

scanner, and then click OK. 

The scanner configuration window appears each time you scan attendance. 

3 Verify that the settings match those on the Host Port Communication Sheet 

used to configure the scanner. 

NOTE: 

The Write Operations Log box in the lower left corner of the window should always be 

checked. 




4 Click the Start Scanning button to begin scanning attendance forms. 

The following error message appears when the input hopper is empty. 

5 To scan more attendance forms, place them into the input hopper and click 

Resume; If you are finished scanning, click Stop. 

Each time you use scan attendance, the results of each scan session is written to a log 

file. The file ScanForm.Log is saved in the RS4\SFW folder, and will be overwritten 

each time you scan. 




The following message appears. 

6 To view or print the log file, click Yes. 




Scanning Daily Attendance

5 

Correct 

Introduction . . . . . . . . . . . . . . . . . . . . . 5-2 

Navigate to Correct . . . . . . . . . . . . . . . 5-3 


Shortcut Bar . . . . . . . . . . . . . . . . . . . 5-4 


Toolbar Menu . . . . . . . . . . . . . . . . . . 5-4 

Hot Key (Shift + F2) . . . . . . . . . . . . . 5-4 

Program Window . . . . . . . . . . . . . . . . . 5-5 

Attendance Code View. . . . . . . . . . . 5-7 

Register Code View . . . . . . . . . . . . . 5-8 

Entry and Withdrawal Codes . . . . . . . . 5-9 


How to Correct Attendance . . . . . . . . . 5-13 

Viewing or Printing Attendance 

Data for one Student . . . . . . . . . . . 5-14 

Editing Attendance Data for 

one Student . . . . . . . . . . . . . . . . . . 5-15 

Editing Period Attendance Data 

for One Student . . . . . . . . . . . . . . . 5-16 


Correct 

Introduction 

Introduction 

NOTE: 

The Correct program allows you to correct the attendance record for any student or staff 

member. The program window displays each school day for the entire year with any 

recorded Attendance Codes for each date. This window also keeps track of letter codes 

so that you can quickly determine if an attendance letter has been sent home to parents. 

If you wish to correct the attendance for more than one student on a particular day, the 

most efficient method is to use the Change Date option in Enter Daily Attendance (see 

“Adding a Day to the Calendar” on page 4-6). 


Correct 

Navigate to Correct 


Use any of the following methods to open the Correct window. 

Navigation 

Menu 




and press Enter 

OR 



OR 




click Next. 

2 From the 


menu: 


OR 


Correct 

OR 


Correct, and 

single click Next. 


Correct 


Shortcut Bar 


2 Click Correct. 


1 Right click the Administrator’s Plus Odyssey background. 

2 To select the Register Code window, choose View/Edit Daily Attendance. 

Toolbar Menu 


2 Choose Attendance Plus Correct. 

Hot Key (Shift + F2) 

In Administrator’s Plus, each module contains one program which allows users to view 

information on a student-by-student basis. These programs are referred to as “Hot-keyed 

programs.” Hot-keys are function key combinations which allow you to jump directly 

from a student’s record in one module to the same student’s record in another module. 

For example, from Kathy Albrecht’s Data Base Plus Address window, you can instantly 

access her Attendance Correct window by pressing Shift + F2 or by clicking the 

Attendance Hot-key button on the toolbar menu. The Hot-key used to access a student’s 

Attendance Correct window from any other hot-key enabled window is Shift + F2. 


Program Window 

Correct 


The Correct program window lists each calendar day, with the date, as well as any 

attendance entries, and/or letter codes recorded for the selected student. In Calendar 

View, the Correct window, allows you to enter or change up to two Attendance Codes, 

(with times), for any student or staff member. You may also add or edit letter codes, 

which indicate that a letter was sent to parents on a particular date. A letter code is 

inserted into a student record each time a report is printed for the student with the 

Duplicate Letter Check turned on (see “4) Duplicate Letter Check” on page 6-9). 


Correct 


Correct Program Window: Calendar View 

Grade 


Day 

Date 

Code 1 

Time 1 

Code 2 

Time 2 

Let (Letter) 

Lists the grade level of the selected student. To choose a 

student in another grade level, use the Grade drop-down list. 

Opens the Inspect/Change Specifications window. See 

“Specifications” on page 5-11 for information on these 

specifications. 

The Day column lists the school day number. Day 1 (the first 

day of school) is listed at the top with each subsequent school 

day listed below. 

Lists the date associated with each attendance day. When 

you use the Enter Daily Attendance program, the current 

date is read from your computer and applied to the next 

available school day number. 

If an Attendance Code was recorded in the code 1 slot for the 

selected student, it will appear here. 

If a time is entered for Code 1, it will appear here. 

If an Attendance Code is recorded in the code 2 slot for the 

selected student, it will appear here. 

If a time is entered for Code 2 it will appear here. 

If a letter is printed for a student through the Attendance 

Report Writer, a letter code will appear in this column. 


Attendance Code View 

Correct 


The Attendance Code View window displays each Attendance Code recorded for the 

student along with the totals for each Attendance Code received, and the date they 

occurred. You can print this window by pressing the F9 key or clicking F9 (Print). To 

return to the calendar view, click the radio button labeled Calendar View. 


Correct 


Register Code View 

The Register Code View window displays the Register Codes for the selected student. 

A Register Code is recorded for each attendance code recorded that has a Register Code 

Link (see page “Register Codes” on page 1-5). The total number of each Register Code 

as well as the dates they occurred are also listed. You can print this window by pressing 

the F9 key or clicking F9 (Print). To return to the calendar view, click the radio button 

labeled Calendar View. 


Entry and Withdrawal Codes 

Correct 


Each day of your school calendar is listed in the Correct window in order from #1 to 

#250. Days #0 and 251 are reserved for entry and withdrawal codes. It is important that 

you do not enter any other type of attendance codes on these days, as they will not be 

read or calculated properly. 

When you add a new student using the New Files program, an entry code is recorded in 

the Code 2 slot for the school day prior to the student’s first day of school. For example, 

a student who is added on school day #6 will have an entry code listed in the Code 2 slot 

on day #5. 

NOTE: 

Students who were enrolled during the previous school year and promoted using the 

Beginning program will not have an entry code on day zero. If you wish to record an entry 

code for these students you can do so using the Batch Entry program. 

Withdrawal codes appear in the Code 2 slot for the school day after the student’s last 

day of school. Therefore a student withdrawn on day #120 will have a W code in the 

code two slot on day #121. 

The Correct window pictured above shows a student who entered on 9-10-2000. Nonmember 

codes appear in each calendar day leading up to his entry. 

When a student is added after the first day of school, a Non-Member code (N) is placed 

into the code 1 slot for each calendar day from day #1 to the day prior to enrollment. 

Conversely, when a student is inactivated, a Non-Member code is entered into the code 


Correct 


1 slot for the day after his last day through day #250. If an inactive student is reactivated, 

the Non-Member codes will only remain in the dates for which the student 

was not a member. 

The Correct window pictured above shows a student who was inactivated on 10-22- 

2000, and then re-activated on 11-01-2000. 



Correct 


The specifications are accessed through the Correct program window (see “Program 

Window” on page 5-5). Use the specifications to define how students’ attendance 

records will display and print. You may adjust the specifications to affect the way 

attendance records appear on the Calendar View Correct window as well as the 

Attendance Code View (see “Attendance Code View” on page 5-7), and Register Code 

View (see “Register Code View” on page 5-8). 

Specifications: Correct Attendance 

1) Print Days with 

no Attendance 

Codes 

2) Print Which 

Days 

3) Code View Print 

Start Date 

4) Code View Print 

Final Date 

This specification only affects the printout obtained using the 

F9 (Print) option while in Calendar view. Choose Yes to print 

each school day even if the student was present. Choose No 

to print only those days on which the student had an 

attendance entry. 

You may print all 250 school days or only up to the most recent 

day in the calendar. In order to view attendance data that has 

been entered in advance, you must select All Days. 

Use Specifications 3 and 4 to set the date interval of the 

attendance data displayed in Register Code or Attendance 

Code view. 


Correct 


5) View Attendance 

Codes over 200 

6) Attendance 

Code View in 

Alpha Order 

Display Date of 

Birth or 

Homeroom 

Specifications: Correct Attendance 

Attendance Codes with record numbers above 200 are 

reserved for Entry and Withdrawal codes. Select Yes to view 

Entry and Withdrawal codes. Select No to omit them. 

In Attendance Code view, codes can be displayed in 

alphabetical or numeric order. Select the desired setting from 

the drop-down list. 

You may optionally display either the student’s Date of Birth or 

Homeroom assignment at the top of the Correct window. 


How to Correct Attendance 

Correct 


The Correct program allows you to view, edit or print a student’s attendance record for 

the entire school year. You may also use Correct to enter attendance codes into any 

student’s record for days not already in your school calendar. To change entry or print 

settings for this program click on the Specifications button located in the upper right 

corner of the Correct window. 


Correct 


Viewing or Printing Attendance Data for one Student 

1 In the Correct window, select a student using one of the following methods: 

• Type the students 3 or 5-digit ID number in the ENTER ID # OR NAME field. 

• Look up the desired student by pressing F6, clicking F6 (Lookup) or clicking the 

Browse. 

• Highlight the student and press Enter. 

2 Select a student by typing a name or record number, or browse by pressing 

the F6 key or clicking F6 (Lookup). 

3 Print the entire attendance record as it appears on the Calendar View 

Correct window by pressing F9 key or by clicking F9 (Print). 

4 To view or print the Register Code entries for this student, press the F2 key 

or click F2 (Reg). 

5 Print the information contained on the Register Code View window by 

pressing the F9 key or clicking F9 (Print). 

6 To return to the Calendar View window click the radio button labeled 

Calendar View. 


Correct 


7 To view or print the Attendance Code entries for this student, Press the F8 

key or click F8 (ATT). 

8 To return to the Calendar View window click the radio button labeled 

Calendar View. 

Editing Attendance Data for one Student 

1 While in the Calendar View for a student, use the up and down arrow keys 

or the scroll bar to highlight the day you wish to edit. 

2 Press the F3 key or click F3 (EDIT). 

3 Delete the existing attendance code (if any) using the Delete key on your 

keyboard. Type in the desired attendance code under the Code 1 column. 

Type in a time for Code 1 under the Time 1 column (if desired). You may 

also enter an Attendance Code and time for Code 2. If you wish to reprint a 

letter for this student, you may also delete any letter code inserted by the 

Report Writer’s Duplicate Letter Check. 


Correct 


Editing Period Attendance Data for One Student 

1 In the Calendar view of the Correct program, use F6 Lookup to select a 

student. 

2 Select the day whose period attendance values you want to edit. 

3 Click F10 Period. 

The Period Attendance window appears, showing the attendance values for the selected 

student. 

4 Highlight and edit the attendance values you want to edit: 

• Delete the existing attendance code (if any) using the Delete key on your 

keyboard, and then type in the desired attendance code. 

• The Letter field lists the number of the Attendance Report Writer letter, if 

any, that was sent to the student’s home on the selected day. 

5 Click F10 Accept to confirm and exit this window and return to the Correct 

window. 

Entering Partial Week Attendance 

Some students do not attend a full week section. For example they could attend a class 

that only meets Monday, Wednesday, and Friday. How would you enter his/her daily 

attendance for the other two days. 

You would create an alternate calender, and then use that calendar for that student. See 

“Alternate Calendars” on page 7-10 for more information. 


6 

Attendance Report Writer 

Introduction . . . . . . . . . . . . . . . . . . . . . 6-3 

Navigate to Attendance Report Writer. 6-4 


Shortcut Bar. . . . . . . . . . . . . . . . . . . 6-5 


Toolbar Menu. . . . . . . . . . . . . . . . . . 6-5 

Attendance Report Writer Overview . . 6-6 

Primary and Secondary Filters . . . . 6-6 

Attendance Report Writer Tasks . . . . . 6-8 

Sample Task: Register with Details . 6-9 

The Default Tasks . . . . . . . . . . . . . . 6-11 

Task 1: Advisor’s Report--List of all 

Students Absent Today with Phone Numbers6-11 

Task 2: Export Advisor’s List to an ASCII 

File for use with Phone Master . . . . . 6-11 

Task 3: Register--Details for all Students 

and Totals . . . . . . . . . . . . . . . . 6-12 

Task 4: Register--Totals Only . . . . . . 6-13 

Task 5: Daily Records and Register 

Combo--11 Inch Wide Paper . . . . . . 6-13 

Task 6: Daily Records Report . . . . . . 6-14 

Report for Selected Students-- 

Attendance Code View . . . . . . . . . 6-15 


Register Code View . . . . . . . . . . . 6-16 


Day-By-Day Analysis . . . . . . . . . . 6-16 


Entry Code on Day 0 . . . . . . . . . . 6-17 

Task 11: Search List--Attendance Code 

Search with Details . . . . . . . . . . . 6-17 


Code Search Offending Details Only . . 6-18 


Code Search with Totals Only . . . . . . 6-19 

TAsk 14: Search List--Register 

Code Search with Details . . . . . . . . 6-19 


Search Offending Details Only . . . . . 6-20 


Search with Totals Only . . . . . . . . 6-20 

Task 17: Search Letter--Includes all 

Attendance Data . . . . . . . . . . . . 6-21 

Task 18: Search Letter--Offending 

Dates Only . . . . . . . . . . . . . . . 6-22 

Task 19: Letter--For Students 

Tardy Today . . . . . . . . . . . . . . 6-22 

Task 20: Perfect Attendance List. . . . 6-23 

User-Defined Tasks . . . . . . . . . . . . . 6-24 


Report Writer Print Menus . . . . . . . . . . 6-29 

View/Edit Letters/Reports . . . . . . . . . . 6-32 

Viewing and Editing Attendance 

Reports/Letters Window . . . . . . . . . 6-32 

The View/Edit Letters/ 

Reports Toolbar . . . . . . . . . . . . . . . 6-33 

File Menu. . . . . . . . . . . . . . . . 6-33 

Edit Menu . . . . . . . . . . . . . . . 6-34 

Search Menu . . . . . . . . . . . . . . 6-35 

Options Menu . . . . . . . . . . . . . 6-37 

Window Menu . . . . . . . . . . . . . 6-38 

Function Keys . . . . . . . . . . . . . . . . . 6-38 

Attendance Report Writer Codes. . . . . 6-42 

Special Register Code 3 . . . . . . . . 6-54 

Page Setup . . . . . . . . . . . . . . . . . . . . . 6-54 

Page Layout Menu. . . . . . . . . . . . . . 6-54 

Printer Setup Menu . . . . . . . . . . . . . 6-55 

Printer Properties . . . . . . . . . . . . . . . 6-56 

The Default Reports. . . . . . . . . . . . . . . 6-56 

#1 Advisor’s Report . . . . . . . . . . . . . 6-56 

#2 Phone Master Export . . . . . . . . . 6-59 

#3 Attendance Code Report. . . . . . . 6-60 


6 

#4 Register Code Report. . . . . . . . . 6-63 

#5 Table Report . . . . . . . . . . . . . . . . 6-64 

#6 Attendance Code Search: All . . . 6-64 

#7 Register Code Search: All . . . . . 6-65 

#8 Attendance Sch: Totals Only. . . . 6-67 

#9 Register Code Sch: Totals Only . 6-67 

#10 Att Search: 1 Dates. . . . . . . . . . 6-68 

#11 Reg Search: 1 Dates. . . . . . . . . 6-68 

#12 Entry Codes: Day 0. . . . . . . . . . 6-69 

#13 Entry Code Search . . . . . . . . . . 6-70 

#14 Withdrawal Code Search . . . . . 6-70 

#15 Enrollment Totals . . . . . . . . . . . 6-71 

#16 Daily Records (1 cd) . . . . . . . . . 6-72 

#17 Daily Records 1 cd wide . . . . . . 6-75 

#18 Daily Records (2 cd) . . . . . . . . . 6-75 

#19 Daily Records 2 cd wide . . . . . . 6-75 

#20 Att on Final Dt. . . . . . . . . . . . . . 6-76 

#21 Letter Head. . . . . . . . . . . . . . . . 6-76 

#22 Letter with Table . . . . . . . . . . . . 6-78 

#23 Tardy Today Letter . . . . . . . . . . 6-80 

#24 Letter Abs Dates. . . . . . . . . . . . 6-81 

#25 10 Abs Letter . . . . . . . . . . . . . . 6-81 

#26 15 Abs Letter . . . . . . . . . . . . . . 6-82 

#27 20 Abs Letter . . . . . . . . . . . . . . 6-82 

#28 Tardies Only . . . . . . . . . . . . . . . 6-83 

#30 Table Report: 1 Per. . . . . . . . . . 6-83 

#36 Absences Only . . . . . . . . . . . . . 6-83 

#42 Register . . . . . . . . . . . . . . . . . . 6-84 

#43 Register Totals . . . . . . . . . . . . . 6-87 

#44 Daily Rec/Register . . . . . . . . . . 6-89 

#46 Register Search & Sort. . . . . . . 6-90 

#47 Grade-by-Grade Register . . . . . 6-90 

#48 Register: Absence Ex & Unex. . 6-91 

Printing Attendance Reports . . . . . . . . 6-92 

Editing Reports . . . . . . . . . . . . . . . . . . 6-96 



Introduction 

Introduction 

The Attendance Report Writer generates attendance letters and reports for both 

students and staff. It includes all of the features of the Data Base Report Writer with 

the added ability to print and search on attendance data. The program comes loaded with 

numerous default reports including register reports, search lists, letters to parents, and 

statistical analysis reports. All of the default reports are customizeable. You can edit the 

default reports, or copy and modify them under new report numbers. It is also possible 

to create customized reports from scratch using the report writer codes described in this 

chapter. The Attendance Report Writer will store up to 120 reports. The following list 

describes the most common uses of the Attendance Report Writer: 

• Produce the Attendance Register: The pre-defined register reports print attendance 

statistics and totals for individual students and/or the entire school. Included in the 

register reports are calculations of year-to-date membership, average daily 

membership, and percent attendance. 

• Conduct Attendance Searches: The Attendance Report Writer will search for 

students who have received more than or less than a specified number of a particular 

Attendance or Register Code. 

• Send Letters to the Parents of Absent or Tardy Students: Letters can be printed 

on a student-by-student basis, or you can allow the program to search for students 

who have received more than or less than a specified number of a particular 

Attendance or Register Code. For example, you can print letters to the parents of only 

those students who have been absent 3 or more times. 

• Print all Attendance Data for Students or Staff: The day-by-day analysis reports 

show students’ entire attendance record within a selected date interval. 

• Export Attendance Data in an ASCII File: Any of the reports in the Attendance 

Report Writer can be exported as an ASCII file. You may also create customized 

reports containing only the information you wish to export. This information can then 

be imported into other programs. 



Navigate to Attendance Report Writer 


Use any of the following methods to begin the Attendance report writer 

Navigation 

Menu 




press Enter 

OR 



OR 


Attendance Plus and 

then single click 

Next. 

2 From the 


menu: 


OR 


Attendance Report 

Writer 

OR 


Attendance Report 

Writer, and single 

click Next. 




Shortcut Bar 


2 Click Daily RW. 


1 Right click on the Administrator’s Plus Odyssey 

background. 

2 Choose Print Attendance Daily Report Writer. 

Toolbar Menu 


2 Choose Attendance Plus Attendance Report Writer. 



Attendance Report Writer Overview 


The Attendance Report Writer consists of a task menu (see “Attendance Report 

Writer Tasks” on page 6-8), a specification window (see “Specifications” on page 6- 

25), two print menus (see “Report Writer Print Menus” on page 6-29), and a report 

editor (see “View/Edit Letters/Reports” on page 6-32). Depending on the type of task 

you wish to accomplish, the steps for navigating the program may vary. The following 

list provides a quick overview of how to navigate the Attendance Report Writer. Each 

step is described in greater detail later in this chapter. 

1 Select a Task: Tasks are pre-defined sets of specifications. By choosing a 

task, you avoid having to reset the specifications each time you want to print 

a report. 

2 Set the Specifications: The specification window allows you to select the 

active report and limit the parameters of the report. If necessary, you can 

adjust the specifications to limit or expand the information included on the 

report. 

3 Select Print Menu Options: You can place further limitations on the 

information included in the report using the Report Writer print menus. 

These menus also allow you to sort the report by grade level or search for 

students based on data base field entries. 

4 Preview and Print the Report: The print preview window allows you to view 

the report on window before sending it to the printer. After viewing the 

report, you can either print it directly from the print preview window, or exit 

and make any necessary changes. If your school has purchased the E-mail 

Utility, you can also send e-mail enabled reports from the print preview 

window. 

5 Edit the Report: If you wish to make any changes to content, appearance 

or layout of the report, you may do so using the View/Edit Letters/Reports 

portion of the Attendance Report Writer. Within the View/Edit 

Letters/Reports window, you can preview the report while you edit, and see 

the results of your changes without exiting the editing window. 

Primary and Secondary Filters 

The Attendance Report Writer uses a primary and secondary filter, to limit the students 

that are included on a report. The primary filter is applied using the two print menus. 

From the first print menu, you can choose to print, all staff members, students in one 

grade level, students in a range of grade levels or students in all grade levels. Within 

these parameters, the second print menu allows you to select individual students or staff 

members, all students or staff members, or you may search for students or staff members 

based on one or more data base field criteria. For example, you may choose to print 

letters showing the year-to-date attendance record for all students in grade 12, 

homeroom 100. 




To do this, select Grade 12 from Report Writer Print Menu 1 and Search by Fields...You 

Enter Criteria from Report Writer Menu 2. In the Address window, type “100” in the 

Homeroom field. No primary filter is used when you select All Grades from Report 

Writer Print Menu 1 and All Students from Report Writer Print Menu 2. Refer to page 

“Report Writer Print Menus” on page 6-29 for a complete description of each print 

menu option. 

The secondary filter is applied using 

Specification 2) Print Letters/Reports For. 

Use the secondary filter to further limit the 

students or staff included on the report to 

those meeting an attendance search 

criteria. 

You may perform an attendance search 

using any of the criteria listed to the right. 

Specification 2) is interrelated with 

Specifications A, B, C and G, which 

determine the searched Register or 

Attendance code, the search limit and 

which codes to include in the search (see 

“Excused or Unexcused Register Code 

Links” on page 1-10). 

Using the previous example, you could further limit the parameters of the letter so that 

it only prints for students with 3 or more absences. To accomplish this you would set 

Specification 2) to Students with > Reg Code Limit, Specification A) to Absent, 

Specification C) to 2, and Specification G) to Excused, Unexcused & Blank. 



Attendance Report Writer Tasks 


After navigating to the Attendance Report Writer, you are prompted to select the desired 

task. In Administrator’s Plus, a task is nothing more than a set of specifications. These 

specifications include the default report number and the desired parameters of the report 

(see “Specifications” on page 6-25). 


Sample Task: Register with Details 



The following example describes the default specification settings for Task #4 Register: 

Details for All Students and Totals. 

Default Specifications for Task #4: Register 

Details for All Students and Totals 

Specification 

Description 

1) Current Task Register with Details. 

2) Print Letters Reports 

For 

The Register is set to include All Selected Students. This 

means that there is no secondary filter used for the report 

(see “Primary and Secondary Filters” on page 6-6). 

3) Active Letter/Report Register (Report #42) is the default report for this task. 

4) Duplicate Letter 

Check 

By default, the duplicate letter check is set to Off so that 

letter codes are not stored in students records, and the 

report can be printed more than once. 




Default Specifications for Task #4: Register 

Details for All Students and Totals (Continued) 

5) Interval Beginning 

Date 

6) Interval Ending Date 

7) Year-to-Date Ending 

Date 


Grades 

9) End Grade for All 

Grades 

Indicates the range of dates for which attendance data 

should be printed. The interval ending date will default to 

the most recent date in the calendar. 

This specification is used for the second column of the 

Register Report which prints year-to-date attendance 

data. The year-to-date ending date will default to the 

most recent date in the calendar. 

When printing for All Grades, these settings indicate the 

range of grade levels included on the register report. 

A) Register Code for 

Searches 

B) Attendance Code for 

Searches 

Specifications A, B and C are only used when searching 

for an Attendance or Register Code. Because 

Specification 2) Include Which Students is set to All 

Selected Students, these specifications are ignored. 

C) Register/Attendance 

Code Limit 

D) Include Blank 

Search/Sort Cats 

E) Active/Inactive 

Students 

This task is set by default to Include. If you choose to 

search based on a data base field, the report will include 

students with no entry in the search field. 

This task is set by default to include Active and Inactive 

students. This means that any student who was a 

member during the date interval will be included even if 

they are no longer active. 

F) Print Preview This specification determines whether the report will 

generate a print preview window. 

G) Reg Searches: Which 

Att Codes 

H) Attendance Codes 

Alpha/Numeric 

Like Specifications A, B and C this setting is ignored 

because this task is not set up to perform a search. 

Since the Register does not print Attendance Codes, this 

setting is ignored. 


The Default Tasks 



The default tasks come pre-loaded with your software. They have been set up to 

generate the most common attendance reports used in schools. Each of the default tasks 

is described on pages “Task 1: Advisor’s Report--List of all Students Absent Today with 

Phone Numbers” on page 6-11. 

Task 1: Advisor’s Report--List of all Students Absent Today with Phone 

Numbers 

This task uses Report 1: Advisor’s List, which can be used to make phone calls to the 

homes of absent students. It lists the names of students who are absent on the current 

date, as well as the Attendance Code received, the student’s home phone number, the 

parent name and parent’s work phone number. The most recent date of attendance is 

determined by Specification 6) Interval Ending Date, which defaults to the most recent 

date attendance was entered. By default, this task only prints students with unexcused 

absences. To include excused and/or “pending” absences (those with no E/U 

designation in the Register Code Link), use Specification G) Reg Searches: Which Att 

Codes. 

Task 2: Export Advisor’s List to an ASCII File for use with Phone Master 

This task exports the names of absent students to an ASCII file, which can be used by 

Phone Master to automatically call the homes of absent students. Report 2: 

Phonemaster Export, is used to create the exported file named SCRATCH.ASC. The 

file is exported to the current school year folder inside your school directory (for 

example: RS4\DATA\DEMOSCHO\2001-02). Specification 2) Print Letters/Reports 

For: should be set to Register Code on Final Interval Date. 




Task 3: Register--Details for all Students and Totals 




NOTE: 

This task uses Report 42: Register to produce a standard attendance register. The 

attendance statistics for each student print for both the specified date interval and yearto-date. 

The last page of the report prints the grand totals for all students on the report. 

This report may be produced for the entire school, for a range of grade levels or for an 

individual grade level. You can further limit the students included on the report by 

searching based on a database field. If you choose to perform an all categories search 

on a database field such as homeroom, the data for students in each homeroom will be 

followed by the totals for that homeroom. The grand totals for all homerooms will print 

at the very end of the report. 

The membership column is calculated by subtracting the number of days the student was a 

non-member from the total number of days in session. The number of absences are 

subtracted from student’s membership days to calculate the number of days present. 

Task 4: Register--Totals Only 

This task uses Report 43: Register Totals Only which prints only the totals pages from 

the end of the register report (see“Task 3: Register--Details for all Students and Totals” 

on page 6-12). Students’ names and individual data do not print. 

Task 5: Daily Records and Register Combo--11 Inch Wide Paper 

NOTE: 

This task uses Report 44: Daily Rec/Register which combines the Daily Records 

Report and the Register into a single report (see“Task 6: Daily Records Report” on 

page 6-14). Because only the Attendance Code found in the Code 1 slot is printed, the 

daily records portion can show up to 32 days. The register totals shown on page “Task 

3: Register--Details for all Students and Totals” on page 6-12 print at the end of this 

report. 

The Daily Records and Register Combo must be printed on 8 1/2 X 11 inch paper in 

Landscape orientation. 




Task 6: Daily Records Report 

This task uses Report 16: Daily Records (1 cd). The top portion lists the date and 

membership value for each school day included on the report. The range of school days 

included is determined by Specification 5) Interval Beginning Date and Specification 6) 

Interval Ending Date. The bottom portion is a table which prints the code 1 Attendance 

Codes for up to 38 days. 




Report for Selected Students--Attendance Code View 

This task uses Report 3: Attendance Code Rep., which prints the same data found in 

a student’s Attendance Code View Screen in the Correct program (see “Attendance 

Code View” on page 5-7). The report lists Attendance Codes found in a student’s 

attendance record within a specified date interval. The date interval is determined by 

Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date. The 

date each Attendance Code was received prints to the right of the code. Specification 2) 

Print Letters/Report For: should be set to All Selected Students, because this report 

does not involve a search. 




Task 8: Report for Selected Students--Register Code View 

This task is similar to Task 8, but it prints student’s Register Codes instead of 

Attendance Codes. The generated report resembles a student’s Register Code View 

Screen found in the Correct program (see“Register Code View” on page 5-8). 

Task 9: Report for Selected Students--Day-By-Day Analysis 

The Day-By-Day Analysis is produced using Report 5: Table Report. It lists each 

Attendance Code found within a specified date interval for all selected students. The 

date interval is determined by Specification 5) Interval Beginning Date and 

Specification 6) Interval Ending Date. If a time was entered for an Attendance Code it 

prints to the right of the code name. Specification 2) Print Letters/Report For: should 

be set to All Selected Students, so that you can print the report for individual students. 


Task 10: Report for Selected Students--Entry Code on Day 0 



This task uses Report 12: Entry Codes (Day 0), which produces a list of selected 

students with the Attendance Code found in the Code 2 slot on Day #0. The Attendance 

Code used for Entry will print to the right of the student names. If the program does not 

find an Attendance Code on Day #0, only the student name will print. 

Task 11: Search List--Attendance Code Search with Details 

NOTE: 

Whenever you print an attendance search report, you must set Specification 2) Print 

Letters/Reports for: to one of the following: Students Exceeding Register Code Limit, 

Student with Lower than Reg Code Limit, Students Exceeding Attendance Code Limit, or 

Student with Lower than Att Code Limit. 




NOTE: 

This task uses Report 6: Att Code Search: All, which lists only those students who 

received more or less than a specified limit of a particular Attendance Code. The amount 

and dates of each Attendance Code found in a student’s record print to the right of the 

code name. The selected setting for Specification 2) Print Letters/Reports For: 

determines whether the report will search for students exceeding or falling short of the 

Attendance Code limit, which is selected using Specification C) Register/Attendance 

Code Limit. The searched Attendance Code is determined by Specification B) Register 

Code for Searches. The date interval is set using Specification 5) Interval Beginning 

Date and Specification 6) Interval Ending Date. 

Tasks 12, 13 and 14 search for Attendance Codes only. In general, you will want to perform 

a Register Code search which will include each of the Attendance Codes linked to the 

Register Code listed under Specification B. For example, an Attendance Code search based 

on the code Absence, will list only those students who received the Attendance Code 

Absence. It will not include students who received the code Unexcused Absence, or Excused 

Absence. However, a Register Code search based on the code Absent, will include all three 

of these codes as well as any other Attendance Code linked to the Register Code Absent. 

Task 12: Search List--Attendance Code Search Offending Details Only 

This task uses Report 10: Att Search: 1 Dates. It is similar to task 12, but instead of 

printing all of the attendance data for students meeting the search criteria, it prints the 

details for only the searched Attendance Code. The report shown above lists only the 

amount and dates for the Attendance Code Absence. 


Task 13: Search List--Attendance Code Search with Totals Only 



This task uses Report 8: Att Sch: Totals Only. It is similar to tasks 12 and 13, except 

that it prints only the total amounts for the searched Attendance Code. 

TAsk 14: Search List--Register Code Search with Details 

This task is similar to Task 12, except that it performs a search based on a Register Code 

rather than an Attendance Code. Report 7: Reg Code Search: All, is the default report, 

which prints only those students who received more or less than a specified limit of a 

particular Register Code. The amount and dates of each Register Code found in the 

student’s record print to the right of the code name. The selected setting for 

Specification 2) Print Letters/Reports For: determines whether the report will search for 

students exceeding or falling short of the Register Code limit. The Register Code limit 

is selected using Specification C) Register/Attendance Code Limit. The Register Code 




used for the search is indicated by Specification B) Register Code for Searches. The date 

interval is determined by Specification 5) Interval Beginning Date and Specification 6) 

Interval Ending Date. 

Task 15: Search List--Register Code Search Offending Details Only 

This task uses Report 11: Reg Search: 1 Dates. It is similar to task 15, but instead of 

printing all of the attendance data for students meeting the search criteria, it prints the 

details for only the searched Register Code. 

Task 16: Search List--Register Code Search with Totals Only 

This task uses Report 9: Reg Sch: Totals Only. It is similar to tasks 15 and 16, except 

that it prints only the total amount of the searched Register Code. 




Task 17: Search Letter--Includes all Attendance Data 

NOTE: 

You must turn the duplicate letter check On (Specification 4) to ensure that the same letter 

is not printed twice for the same student. 

This task uses Report 22: Letter with Table. It prints a generic letter to the parents of 

students who have exceeded a specified amount of a particular Register Code. The table 

embedded in the report shows the amount and dates of the searched Register Code for 

each student. By default, this task is set up to perform a search based on the Register 

Code Absent. You can search on an Attendance Code instead by changing Specification 

2) Print Letters/Reports For: to Students Exceeding Attendance Code Limit. The 

Register or Attendance Code limit is selected using Specification C) 

Register/Attendance Code Limit. The Register Code used for the search is indicated by 

Specification B) Register Code for Searches. The date interval is determined by 

Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date. 

Specification 4) Duplicate Letter Check should be On so that the report will not print 

twice for the same student. 




Task 18: Search Letter--Offending Dates Only 

This task uses Report 24: Reg Search: 1 Dates. It is similar to task 19, except that 

instead of printing all of the attendance data for students meeting the search criteria, it 

prints the details for only the searched Register Code (or Attendance Code). 

Task 19: Letter--For Students Tardy Today 

This task uses Report 23: Tardy Today Letter. It is similar to tasks 15 and 16, except 

that it prints for only those students with the Register Code Tardy on the current date. 

Specification 2) Print Letters/Reports For: should be set to Register Code on Final 

Interval Date. Specification 4) Duplicate Letter Check should be On so the report will 

not print twice for the same student. Specification B) Register Code for Searches is 

Tardy. By default, the program will only produce a letter for those students with 

unexcused tardies, (see “Excused or Unexcused Register Code Links” on page 1-10). 

Use Specification G) Reg Searches: Which Att Codes to include excused or pending 

Attendance Codes. 




Task 20: Perfect Attendance List 

This task uses Report 9: Reg Sch: Totals Only, which is the same report used for task 

17. For the Perfect Attendance List, the specifications are set to search for students who 

have less than 0.1 of the Register Code Absent. Specification 2) Print Letters/Reports 

For: is set for Students with Less than the Register Code Limit. The limit of 0.1 should 

be selected for Specification C) Register/Attendance Code Limit. Specification B) 

Register Code for Searches should be set to Absent. The date interval is determined by 

Specification 5) Interval Beginning Date and Specification 6) Interval Ending Date. 




User-Defined Tasks 

In addition to the default tasks, you have the option to create your own user-defined 

tasks. User -defined tasks make it easier to produce your most commonly printed 

reports. For example, if your school sends a letter home each time a student has three 

absences, the attendance secretary can create a task called “3 Absences Letter.” Such a 

task may be set up by choosing the sample set of specifications shown below. Refer to 

“Specifications” on page 6-25 for a complete explanation of each specification. 

Sample Set of Task Specifications 

Specification 

Description 

1) Current Task 3 Absences Letter 

2) Print Letters Reports For Students with > Register Code Limit 

3) Active Letter/Report Letter Abs Dates (Report #24) 

4) Duplicate Letter Check On 

5) Interval Beginning Date 


9-01-2001 

10-01-2001 

7) Year-to-Date Ending Date 10-01-2001 

8) Start Grade for All Grades 


9 

12 

A) Register Code for Searches Absent 

B) Attendance Code for Not used for this task 

Searches 

C) Register/Attendance Code 2 

Limit 

D) Include Blank Search/Sort Include 

Cats (Categories) 

E) Active/Inactive Students Active Students Only 

F) Print Preview Yes 

G) Reg Search Which Att 

Codes 


Alphanumeric 

Excused, Unexcused & Blank 

Print Numerically in Table 





The Attendance Report Writer specifications described on the following pages are 

used to set the parameters for all attendance reports. The specifications are saved per 

user. Therefore, each time you use the task, the specifications chosen the last time the 

report was printed will automatically appear. Other users will see their most recent 

settings. 

NOTE: 

If you wish to restore the default specifications for any task, you may do so by pressing Shift 

+1 or clicking Reset Default at the bottom of the specification window. 

Specifications: Attendance Report Writer 

Specification 

Description 

1) Current Task Indicates the current task used (see “Attendance 

Report Writer Tasks” on page 6-8). 





2) Print Letters Reports For 

NOTE: This specification acts 

as a secondary filter in 

determining which students 

will be printed on a report. The 

primary filter is selected using 

the two print menus (see 

“Primary and Secondary 

Filters” on page 6-6). 

• All Selected Students: Prints all students who meet 

the criteria of the primary filter (if a primary filter is 

used). Otherwise, all students in all grades will be 

printed. 

• Students Exceeding Register Code Limit: Prints 

only students who meet the criteria of the primary 

filter and have greater than the Register Code limit. 

The Register Code limit is indicated by Specification 

“C) Register/Attendance Code Limit” on page 6-28. 

The Register Code used is set using Specification A) 

Register Code for Searches. 

• Students with Lower than Reg Code Limit: Prints 

for students with less than the limit (Specification C) 

of the Register Code indicated by Specification A) 

Register Code for Searches. 

• Students Exceeding Attendance Code Limit: 

Prints only students who pass through the primary 

filter and have greater than the Attendance Code 

limit indicated by “C) Register/Attendance Code 

Limit” on page 6-28. The Register Code used is set 

using Specification B) Attendance Code for 

Searches. 

• Students with Lower than Att Code Limit: Prints 

only students who pass through the primary filter 

and have less than the limit (Specification C) of the 

Attendance Code indicated by Specification B) 

Attendance Code for Searches. 

• Register Code on Final Interval Date: Prints only 

students who pass through the primary filter and 

have the specified Register Code (Specification A) 

appearing on the date determined by Specification 

6) Interval Ending Date. 

• Attendance Code on Final Interval Date: Prints 

only students who pass through the primary filter 

and have the specified Attendance Code 

(Specification B) appearing on the date determined 

by Specification 6) Interval Ending Date. 

3) Active Letter/Report Indicates the report that will print. By clicking in this 

field or pressing the number 3, you can select from a 

list of all available reports. 


Specification 

Description 




4) Duplicate Letter Check Turn the duplicate letter check On to ensure that the 

same student does not have a search letter printed 

more than once For example, when printing a search 

letter for students exceeding 2 absences, the same 

student will not receive a letter for 3 absences and 4 

absences). The first time a letter is printed for a 

student, a letter code indicating the report number is 

placed in the student’s record. Each subsequent time 

you print the report, students with the report’s letter 

code will be ignored. 

5) Interval Beginning Date 


Attendance data will be read only for the dates 

between the interval beginning and ending dates. 

When searching, only attendance entries occurring in 

this interval will be counted. Specification 6) Interval 

Ending Date always defaults to the current date. 

7) Year-to-Date Ending Date This specification is used for the register reports which 

include year-to-date attendance information. 

8) Start Grade for All Grades 


A) Register Code for 

Searches 

When All Grades is chosen as the primary filter (see 

“Report Writer Menu 1” on page 6-30), you can limit the 

range of grade levels included using a start and end 

grade. 

The specification used for Register Code searches. 

Specification 2) Print Reports For must be set to one 

of the following options: 

B) Attendance Code for 

Searches 

• Students Exceeding Register Code Limit 

• Students with Lower than Reg Code Limit 

• Register Code on Final Interval Date. 

The specification used for Attendance Code searches. 

Specification 2) Print Reports For must be set to one 

of the following options: 

• Students Exceeding Attendance Code Limit 

• Students with Lower than Att Code Limit 

• Attendance Code on Final Interval Date. 





C) Register/Attendance Code 

Limit 

D) Include Blank Search/Sort 

Cats (Categories) 

Determines the search limit if Specification #2 is set to 

one of the following options: 

• Students Exceeding Register Code Limit 

• Students with Lower than Reg Code Limit 

• Students Exceeding Attendance Code Limit 

• Student with Lower than Att Code Limit 

When performing an all categories search based on a 

data base field , you can choose to include students 

who have no entry in the chosen search category. 

Choosing to include prints a separate category for all 

students with no entry in the chosen search field. 

E) Active/Inactive Students Choose whether to include active students only, 

inactive students only or both active and inactive 

students. 

F) Print Preview Choose Yes to generate a print preview for this report. 

Choose No to send the report directly to the printer. 

G) Reg Code Search: Which 

Att Codes 

Register Code searches may be limited to any of the 

following combinations: 


Alpha/Numeric 

• Excused & Unexcused & Blank 

• Excused Only 

• Unexcused Only 

• Blank Only 

• Excused & Blank 

• Unexcused & Blank 

• Excused & Unexcused 

The E/U designation of the Attendance Code found will 

determine whether it will be included (see “Register 

Code Links” on page 1-8) 

Determines whether the Attendance Codes in a printed 

table will appear in numeric (by code record number) or 

alphabetical order (by code name). 


Report Writer Print Menus 



The two print menus in the Attendance Report Writer act as the primary filter for any 

report (see “Primary and Secondary Filters” on page 6-6). From the print menus you 

choose who to include on the report as well as how they should be listed. If you wish to 

print the report only for staff members, you can select Staff from the first print menu. 

To use one of the search/sort options, select it from second print menu. 




The following table explains the options. 

Option 

Grade Number 

All Grades Combined 

All Grades One at a Time 

Staff 

Inspect/Change 


View/Edit Letters Reports 

Customized State Reports 

Report Writer Menu 1 

Description 

Select the desired grade level (when printing a 

report for only one grade level). 

Prints for all grades or a range of grade levels 

indicated in specifications 8 and 9 (see 

“Specifications” on page 6-25). 

Prints for all grade levels sorting students by grade 

level. 

Prints Attendance Reports for Staff. 

Opens the Attendance Report Writer 

Specifications Screen (see “Specifications” on 

page 6-25). 

Opens the View/Edit Letters Reports window where 

you can create or customize attendance reports. 

See “View/Edit Letters/Reports” on page 6-32 for 

more information. 

Accesses the report settings and specifications for 

customized state reports. This feature must be 

purchased separately. For information on 

Customized Attendance Reports for your state, 

please contact our sales department at 1-800-213- 

9860. 




1) All Students 

Alphabetically 

2) Resume Alphabetical 

Printing 

Report Writer Menu 2 

Prints All students in alphabetical order. 

If printing has been paused, you can resume printing 

beginning with the next student alphabetically. 

3) Individual Students Opens a second window from which you can select 

individual students to appear on the report. 

4) Search by One Field (All 

Categories) 

5) Search by Fields You 

Enter the Criteria 

Allows you to group students based on common data 

base field entries. Selecting this option opens a new 

window from which you can select the data base field 

for the search. 

Allows you to search for students who have a specific 

entry in one or more data base fields. Selecting this 

option causes a new window to appear from which 

you will select the data base field, and enter the 

criteria to use for the search. 



View/Edit Letters/Reports 


The View/Edit Letters/Reports window allows you to modify any pre-existing report or 

create a new one. Reports can include any of the Report Writer codes available in the 

Data Base Report Writer as well those specific to the attendance module (see 

“Attendance Report Writer Codes” on page 6-42). In the View/Edit Letters/Reports 

window shown below, you can view the body of any attendance report, and make any 

necessary changes to codes, text or layout. This manual assumes basic knowledge of 

report writing in Administrator’s Plus Odyssey. For a more detailed explanation of how 

to use create and customize reports, refer to Chapter 5 of the Data Base Plus manual. 

Viewing and Editing Attendance Reports/Letters Window 

When you open View/Edit Letters/Reports, you will be prompted to select the report 

you would like to edit from the window pictured below. If you would like to create a 

new report from scratch, select a report designated **UNUSED**. 


The View/Edit Letters/Reports Toolbar 



When you open the body of a report, the Administrator’s Plus toolbar will display the 

Report Writer menus described on the following pages. 

File Menu 

From the FILE drop-down menu, you can Open, Close, Save and Delete reports. You 

also have the ability to Print the body of the report you are editing. Note that the 

Windows shortcut key combinations are displayed to the right of each action. 

New (Ctrl+N): Allows you to create a new report from scratch. After choosing New, 

the Viewing and Editing Attendance Reports/Letters menu will appear from which you 

may choose an **UNUSED** number. After choosing a number you will be asked to 

type in a name for the report. Pressing Enter will bring you into the editing window. 




NOTE: 

Open... (Ctrl+O): Allows you to select a pre-existing report to open in the current 

View/Edit Letters/Reports window. 

Close: Exits the body of the report and brings you back to Report Writer Menu 2 where 

you may choose to print the report. 

Save (Ctrl+S): Saves the current report without exiting the View/Edit Letters/Reports 

window. Use this option as an alternative to F10 (Accept), or if you wish to preview the 

report (see Preview below). 

Save As...: This option should be used if you wish to leave original report unchanged 

and save the modified report under a different report number and name. Save As... is 

similar to the Copy function found on the bottom of the Viewing & Editing Attendance 

Reports/Letters window. 

Print: Generates a print-out of the body of the report. 

Delete Report: Erases the current report. The report name will be replaced by the name 

**UNUSED** in the Viewing and Editing Attendance Reports/Letters window. 

You may also delete or copy a report using the buttons on the bottom right of the Viewing 

and Editing Attendance Reports/Letters window. 

Edit Menu 

From the EDIT drop-down menu you have access to many of the tools available for 

editing the body of a report. Note that the Windows shortcut key combinations listed to 

the right of each option. 

Cut (Ctrl+X): Deletes all highlighted text and saves it to the Windows clipboard so that 

it may be pasted in a different location. 

Copy (Ctrl+C): Copies all highlighted text to the Windows clipboard so that it may be 

pasted in a different location in the body of a report. 

Paste: After cutting or copying text and placing it onto the Windows clipboard, click the 

paste icon to insert the saved text at the position of the cursor. You may paste the 

selected text as many times as you wish. 

Delete: Totally deletes all highlighted text. If no text is highlighted, Delete will erase 

one character space to the right of the cursor. 




Select All: Highlight the entire body of a report for the purpose of copying and deleting 

text. 

Time/Date: Inserts the time and date at the cursor’s current position. The time and date 

are in the following format: 04/15/2001 10:25:30 AM. 

Undo: Reverses your last action. This tool is helpful when you have made a mistake in 

editing the body of a report. (You may only undo your last action.) 

Redo: Reverses the result of an Undo if you decide that you want to retain your last 

action. 

Bold: Bolds all highlighted text and Report Writer codes (e.g. ~FN~ = John). 

Italic: Italicizes all highlighted text and Report Writer codes (e.g. ~FN~ = John). 

Underline: Underlines all highlighted text and Report Writer codes (e.g. ~FN~ = John). 

Search Menu 

The search feature locates and highlights codes and text so that each occurrence of the 

text may be easily edited. For example, if you needed to adjust all the Tab codes in a 

specific report, it would enter “~T” in the Find What field in the Find dialog box (see 

below). Clicking Find will cause the program to highlight the first occurrence of a Tab 

code. You can then choose Find Next from the Search menu or press Shift+F7 to locate 

and highlight all succeeding tab codes. 




Find (F7): Activates the window seen below. Type the text or code for which you are 

searching and click Find. You may type entire words or code, or just key letters. The 

Match Case option allows you to choose whether the case of letters is considered in the 

search. The Direction option allows you to search the body of a report from top-down, 

or bottom-up. 

Find Next (Shift + F7): Repeats the last search. Clicking the Find button on the menu 

pictured above performs the same function. 




Options Menu 

Generate Report: The Generate Report option allows you to edit and preview reports 

from the same window. While editing the body of a report from the View/Edit 

Letter/Reports program: 

• Save the report 

• Click the Generate Report button shown above. 

• Select a grade level or All Grades from Report Writer Print Menu 1. 

• Select All Students, Individual Students, or perform a database field search. 

1 Student Per Phone # 

The 1 Student Per Phone # setting, used primarily for letters and labels, causes the report 

to print for only one sibling per family. 

Fixed Length Fields 

The Fixed Length Fields setting is designed for reports that print data base fields in 

columns. From the Data Base Plus Address program, you may set the maximum 

number of characters that will print for each of the 160 possible data base fields. With 

Fixed Length Fields turned on, columnar reports will have enough room to 

accommodate this maximum character length. Therefore the columns will line up 

evenly. Data that is longer than the fixed length will be truncated. Data that is shorter 

than the fixed length will be padded with spaces. In other words, the data inserted into 

a report from a particular data base field will take up the same amount of pre-defined 

space for every student, no matter how long or short the entry. With the fixed length 

setting off, you may line up columns using the Tab Report Writer codes (e.g. ~T4.25~). 

ASCII: Checking ASCII displays the ASCII window below will appear. The path and 

filename must be entered in the format shown. If you check Overwrite, the existing file 

will be overwritten with the new one. Selecting Append is selected, adds the new 

information to the end of the existing file. 




Window Menu 

The Window menu provides access to different modules by allowing multiple open 

windows to be arranged according to your preferences. 

Cascade: Overlaps all open windows diagonally, with each window’s title displayed in 

the upper left-hand corner. The title of the open window is also listed on the bottom 

portion of the Window drop-down menu, below Arrange Icons. 

Tile: Stacks open windows one on top of another. 

Current Report: Each of the currently open Administrator’s Plus Odyssey windows are 

listed on the bottom portion of the Window toolbar menu. 

Function Keys 

In addition to the Report Writer Toolbar, you can use function keys to edit reports. 

You can either click on the function key buttons at the bottom of the editing window, or 

press the corresponding function key on your keyboard. The actions of the function keys 

in Odyssey have changed considerably from prior versions of Administrator's Plus. 

F2 FONT opens the font drop-down menu from which you may choose any font in your 

Windows\Fonts folder. When the font is changed the entire line of text will change to 

the new font. 




F3 FONT SIZE opens the font size drop-down menu from which you may change the 

size of the highlighted text. When the font size is changed, entire line of text will 

change. 

Pressing F4 FONT COLOR activates the font color drop-down menu. From this menu 

you may change the color of the fonts in your report (if you use a color printer). When 

the font color is changed, the entire line of text will change to the new font color. 

F5 RENAME replaces option #1 Report Name from the old Viewing Report Number 

window. The report name is displayed next to the report’s corresponding number at the 

Report Writer’s Viewing and Editing Attendance Reports/Letters menu. To change a 

report’s name, open the body of the report and press F5 RENAME. The window 

pictured below will appear. Type a report name and press Enter. The report name may 

be up to 45 characters in length, but only 27 of the characters will show up on the 

Viewing and Editing Attendance Reports/Letters window. The report name may be 

made up of letters, numbers, or a combination of the two. 




F6 LOOKUP invokes a lookup menu listing many of the available Report Writer 

codes. You may scroll through the codes using the arrow keys on the keyboard, or the 

up and down arrows on the drop-down menu’s scroll bar. Press Enter or double click 

the desired code to enter it into the body of the report at the cursor’s current position. 

F7 SEARCH activates a search utility which locates and highlights each instance of a 

particular code so that it may be edited. See “Search Menu” on page 6-35. 




F8 PAGE SETUP causes the Printer and Page Setup menu to appear (see “Page Setup” 

on page 6-54). You can accessed these menus from the Report Writer editing window 

by pressing the F8 key, clicking F8 PAGE SETUP, or by right clicking on the 

Administrator's Plus desktop and choosing Print Page Setup. 



Attendance Report Writer Codes 


Report Writer codes are variables that tell the program the specific data to print on a 

report. The codes themselves, designated by surrounding tildes (e.g. ~FN~), act as 

variables which are replaced with data stored in the Data Base and Attendance modules. 

In the Attendance Report Writer, you can make use of Universal Report Writer 

Codes (codes that can be used in any module). In addition, numerous codes designed to 

print attendance data are included. This section describes both Universal codes, and 

those specific to the Attendance Report Writer. 

Universal Report Writer Codes 

Code 

~&~ 

Description 

Continues the current line (printed) when the code 

proceeds to the next line in the View/Edit Letter/Reports 

window. 

~1~ through ~160~ Prints data found in Data Base Plus Address fields 

corresponding to the code number. 

~AGE~ 

~AGE1~ 

~BLANK~ 

~CNXN:#.#~ 

~DATE~ 

~DOB~ 

~DOB6~ 

~EMPTY~ 

~ENDPAGE~ 

~FN~ 

~GCT~ 

Age of the student as of the current date. 

Age of the student as of the current date, without the word 

“AGE:” preceding it. 

Forces a blank line(s) in the report. 

Centers school information on report headers. The #.# after 

the colon is the number of inches from left margin to right 

margin. The X may be replaced with N, U, S, C, or P. 

Prints the current date. 

Date of birth in the format: MM/DD/YYYY 

Date of birth in the format: MMDDYY 

Prevents an empty line from printing if no data is found for 

the variable code on the next line. 

Start of a new page. 

First name of the student. 

Grand count (total number of students on the report). 

~GCT1~ Grand count plus 1. 

~GFSTART~ 

~GFEND~ 

~GHSTART~ 

Start of the grand footer. 

End of the grand footer. 

Start of the grand header. 


Code 

~GHEND~ 

~GR~ 

~HIS~ 

~ID~ 

Description 

End of the grand header. 

Grade number of the student. 



Universal Report Writer Codes (Continued) 

~L1~ through ~L17~ 

~LN~ 

~MN~ 

~N1~ through 

~N160~ 

~ORPHANSTART~ 

~ORPHANEND~ 

~PG~ 

Prints “his” if M is found in the student’s Sex field or “her” if 

F is found in the student’s Sex field. 

ID number of the student (3-digit record number). 

Letter head variables pulled from the school information 

entered in Customize Data Base. 

Last name of the student. 

Middle name of the student. 

Prints the names of Data Base Plus Address fields. 

All lines between the ~ORPHANSTART~ and 

~ORPHANEND~ codes will be kept together on a page for 

each student. If there is not enough space on the remainder 

of a page to print all of a students information, a new page 

will start. The ~ORPHANSTART~ code should appear on a 

line before the first line of code or text to be held together. 

Indicates the end of the code or text that will be held 

together on a page. 

Current page number. 

~PGNUM=X~ Set the page number for page header to value X. 

~PGSTART~ 

~PGEND~ 

~PRINTPAGEHEAD 

ER~ 

~REM~ 

~SC~ 

~SCT~ 

Start of the page header. 

End of the page header. 

~SCT1~ Search count plus 1. 

Causes the page header to print on the report. 

Causes all code and text on the same line to be ignored. 

Search category if the computer finds categories. 

Search count (total number of students within a search 

category). 




Universal Report Writer Codes (Continued) 

Code 

~SEX~ 

~SF~ 

~SFC~ 

~SFSTART~ 

~SFEND~ 

~SHSTART~ 

~SHEND~ 

~SX2~ 

~Tx.x~ 

~TAB~ 

~TCT~ 

Description 

Prints “son” if M is found in the student’s Sex field or 

“daughter” if F is found in the student’s Sex field. 

Search field if the computer finds categories. 

Search field(s) and criteria if a data base field search is 

performed. 

Start for the search footer. 

End of the search footer. 

Start of the search header. 

End of the search header. 

~TCT1~ Sort count plus 1. 

~TFSTART~ 

~TFEND~ 

~THSTART~ 

~THEND~ 

~ULINE:X:Y 

~UNID~ 

~UNIVERS~ 

~WRAPON~ 

~WRAPOFF~ 

~YEAR~ 

~YOG~ 

Prints “he” if M is found in the student’s Sex field or “she” if 

F is found in the student’s Sex field. 

Tab to the specified column (measured in inches). 

Produces tabs for tab delimited export reports. 

Sort count (total number of students within a sort category). 

Start of the sort footer. 

End of the sort footer. 

Start of the sort header. 

End of the sort header. 

Underlines text starting from the point X inches from the left 

margin to Y inches from the left margin. 

The unique ID number of the student. 

Print search header as grand header. 

Turn word wrap on. 

Turn word wrap off. 

The current school year. 

Year of graduation. 




Attendance Table Codes 

When Table Codes are inserted into reports, they must be on a line by themselves. 

However, Tab codes (~Tx.x~) may be used to center a table. 

~TABLE1A~ 

Prints the table pictured below. This is a Register Code view 

table which lists each Register Code and the dates on which they occurred. 

~TABLE1B~ 

~TABLE2A~ 

Produces the same table as the ~TABLE1A~ code except 

that only data for Absent, Tardy and Dismissed codes will 

print. All other Register Codes are omitted. 

Prints the table pictured below. This is a Attendance Code 

view table which lists each Attendance Code and the dates 

on which they occurred. 

~TABLE2B~ 

~TABLE3~ 

. 

Produces the same table as the ~TABLE2A~ code except 

that only data for Attendance Codes linked to the Register 

Codes Absent, Tardy and Dismissed will print. All other 

attendance codes are omitted. 

Prints the table shown below which lists the dates for each 

Attendance Code found within a date interval. This table 

includes any Attendance Code entered in the Code 1 or 

Code 2 slot as well as times 




~TABLE4~ 

Attendance Table Codes (Continued) 

This table is designed for the top of the Daily Records 

reports. It shows the dates and membership values of each 

calendar day within a specified date interval 

In order for this table to print properly it is recommended that 

the ~TABLE4~ code be entered using the Courier New font 

set at 9 pt. 




Code 

~ZBDT~ 

~ZFDT~ 

~ZYDT~ 

Codes for Attendance Search Reports 

Description 

Prints the interval beginning date selected using 

Specification 4. 

Prints the interval ending date selected using Specification 

5. 

Prints the year-to-date ending date selected using 

Specification 6. 

~ZLIM~ Prints the search limit selected using Specification B. 

~ZREG~ 

~ZATT~ 

~ZAMT~ 

Prints the name of the Register Code used in a Register 

Code Search (Specification 9). 

Prints the name of the Attendance Code used in an 

Attendance Code Search. (Specification A). 

Prints the total amount of the searched Attendance or 

Register Code for the student. For example, if you are 

searching for students with more than 5 absences and a 

student has 7 absences, this code will print the number 7. 

This code will only achieve the desired result if 

Specification 1) Print Letters/Reports For: is set to search 

for students with more or less than the limit of either a 

Register or Attendance Code. 

~ZAMT:###.##~ 

~ZLES~ 

This code is the same as ~ZAMT~ except the total amount 

of the searched code will be formatted according to the 

format of the pound signs. For example, ~ZAMT:###.#~ 

will print 7.0. 

This code is used in reports searching for an Attendance 

or Register Code limit. It prints the words “less than” when 

searching for students falling short of the search limit, or 

“more than” when searching for students exceeding the 

search limit. 




~ZDT~ 

Codes for Attendance Search Reports 

Prints the dates on which the searched Attendance or 

Register Codes were incurred. 

Because the number of dates listed will vary for each 

student, this code should be used with a word wrap code. 

Doing so will ensure that the list continues on the next line 

if necessary. Otherwise the list of dates will be truncated 

at the end of the line. 

Code 

Codes Specific to a Date or School Day 

Number 

~ZDAT:XXX~ 

~ZCOD1:XXX~ 

~ZTIM1:XXX~ 

~ZCOD2:XXX~ 

~ZTIM2:XXX~ 

Description 

A school day number or the letter B or F will replace the XXX. 

When a school day number is used this code prints the date 

of the school day number. When the letter B is used, the first 

attendance date on or after the Interval Beginning Date set by 

Specification 5) is printed. When the letter F is used, the last 

attendance date on or before the Interval Ending Date set by 

Specification 6) is printed. For example, if the Interval 

Beginning Date is 09-01-2001, but the first date of attendance 

was on 09-05-2001 the code ~ZDAT:XXX will print “09-05- 

2001.” 

A school day number or the letter B or F will replace the XXX 

see ~ZDAT:XXX~ above for a description of these variables). 

This code prints the description of the students’ code 1 

Attendance Code for the school day indicated. For example, 

~ZCOD1:34~ prints the description of the code 1 Attendance 

Code for school day #34. 

A school day number or the letter B or F will replace the XXX 

see ~ZDAT:XXX~ above for a description of these variables). 

This code prints the time of the code 1 Attendance Code for 

the school day indicated by the number replacing the XXX. 

For example, ~ZTIM1:34~ prints the time for the first 

Attendance Code a student incurred on school day #34. 

These codes act the same way as ~ZCOD1:XXX~ and 

~ZTIM1:XXX~ except that they print the code 2 Attendance 

Code or code 2 time. 




Codes Specific to an Attendance or Register 

Code 

Code 

~ZR:XX~ 

~ZRN:XX~ 

~ZRD:XX~ 

~ZA:XXX~ 

~ZAN:XXX~ 

~ZAD:XXX~ 

Description 

Prints the amount of a specific Register Code. The XX 

will be replaced by a number from 1 to 25 representing the 

record number of a Register Code. For example ~ZR:1~ 

will print the total amount of the Register Code “Absent.” 

Prints the name of a specific Register Code. A number 

from 1 to 25 representing the record number of a Register 

Code will replace the XX. For example ~ZRN:2~ will print 

“Tardy.” 

Prints the dates on which the student has incurred a 

specific Register Code. A number from 1 to 25 

representing the record number of a Register Code will 

replace the XX. For example, ~ZRD:3~ lists each of the 

dates on which a student was dismissed. 

Prints the amount of a specific Attendance Code. A 

number from 1 to 250 representing the record number of 

an Attendance Code will replace the XX. For example, if 

Attendance Code record number 1 is Absence the code 

~ZA:1~ will print the total number of absence codes found 

for a student. 

Prints the name of the Attendance Code indicated by the 

number following the colon. A number from 1 to 25 

representing the record number of a Register Code should 

replace the XX. For example, if Attendance Code record 

number 1 is Absence the code ~ZAN:1~ will print 

“Absence.” 

Prints a list of the dates of a specific Attendance Code. A 

number from 1 to 25 representing the record number of an 

Attendance Code should replace the XX. For example, if 

Attendance Code record number 1 is “Absence” the code 

~ZAD:1~ will lists the dates on which the code Absence 

was entered for a student. 




Codes for Register the Daily Records Reports 

Code 

~ZIDIS:###.##~ 

~ZYDIS:###.##~ 

~ZACD1:X~ 

Description 

Prints the number days school was in session during the 

specified date interval. The membership value for each 

date is used to calculate this sum (see Chapter 7). The 

pound symbols: ###.## determine the format of the 

number printed. 

Prints the number of days in session from the beginning of 

school to the year-to-date indicated by Specification 7. 

Prints a string of Attendance Codes found in a student’s 

code 1 slot within a date interval. The X will be replaced by 

a number between 1 and 4 to indicate how many letters of 

the code name to print. This code is used in the daily 

records report to print the following table: 

NOTE: 

Register reports must be numbered 41 and higher. 




Code 

Special Register Code 1 

Description 

~Z#(01-25)(I,Y)(E,U,P,A,S)(0,1,2,3):###.##~ 

Special Register Code 1 prints a number of different student 

Register Code totals needed for a register report. It is made 

up of 8 variable characters. The characters can be used in 

various combinations to change the function of Special 

Register Code 1. For example, each of the register totals 

printed in the register report shown below is produced using 

slightly different formats of Special Register Code 1. Each 

character within this code is described below. 

Character 1: “Z” 

Character 2: “#” 

Character 3-4 “(01- 

25) 

The letter Z indicates this code as an attendance variable. 

The pound sign identifies this code as a Register Code total. 

The two-digit number used indicates which Register Code 

(by record number) will be used. 

The following special codes may be used as well: 

• 26: Prints the total number of membership days which is 

calculated by subtracting the number of non-member 

days from the number of days in session. 

• 27: Prints the number of days present. This is calculated 

by subtracting the number of absences (register code #1) 

from the number of member days. 

• 28: Prints the average daily attendance calculated by 

dividing the number of days present by the total number 

of days in session. 

• 29: Prints the average daily membership calculated by 

dividing the number of membership days by the number 

of days in session. 

• 30: Prints the percent attendance which is calculated by 

dividing the number of students’ days present by the 

number of membership days. 




Code 

Description 

Character 5: “(I or Y)” Use the letter “I” to indicated an interval total. Use the letter 

“Y” to indicate a year-to-date total. 

Character 6 “(E, U, P 

A or S)” 

Character 7 “(0-4)” 


The letter “E” causes only excused Attendance Codes to be 

included in the register total. The letter “U” causes only 

unexcused Attendance to be included. The letter “P” counts 

only pending Attendance Codes (those with no E or U in the 

Register Code Link). Use the letter “A” to count all 

Attendance Codes. The letter “S” must be used when using 

any of the special codes 26-30 for characters 3-4. 

Use the number “0” for an individual student total (normally 

found in the body of the register). Use a “1” for the totals of 

the current sort category (normally printed in a sort footer). 

Use the “2” for the totals of the current search category 

(normally printed in the search footer). Use the number “3” 

for the grand totals (normally printed in the grand footer). 

For example, if you are printing the register sorted by sex, 

use the number “1” in the sort footer to print the totals for 

each sex. 

Character 8 “:###.##” The pound signs determine the formatting of the number 

printed. For example ###.# will print 126.5 while ###.## will 

print 126.50. 




Code 


Description 

~Z!(001-250)(I,Y)(0,1,2,3):###.## 

Special Register Code 2 is similar to Special Register 

Code 1 except that it prints Attendance Code totals 

rather than Register Code totals. For example, the totals 

for each entry and withdrawal code listed in the 

Entry/Withdrawal report (below) are generated using 

slightly different combinations of the variables in Special 

Register Code 2. 

Character 1 “Z” 

Character 2 “!” 

Character 3-5”(001-250) 

Character 6 “(I or Y)” 

Indicates that this code is an attendance variable. 

The exclamation point indicates that this code is an 

Attendance Code total. 

The 3-digit number determines which Attendance Code 

is used (by record number). 

The letter “I” generates an interval total. The letter “Y” 

generates a year-to-date total. 

Character 7 “(0,1,2,or 3)” Use the number “0” for an individual student total 

(normally printed in the body of the register). Use a “1” 

for the totals of the current sort category (normally 

printed in a sort footer). Use the “2” for the totals of the 

current search category (normally printed in the search 

footer). Use the number “3” for the grand totals (normally 

printed in the grand footer). For example, if you are 

searching by homeroom, use the number “2” in the 

search footer to print the totals for each homeroom. 

Character 8 “###.##” 

The pound signs indicate the formatting of the number 

printed. For example ###.# will print 126.5 while ###.## 

will print 126.50. 



Page Setup 


~Z#[(01-25)(I,Y)(E,U,P,A,S)(0,1,2,3)(+,-)(01-25)(I,Y)(E,U,P,A,S)(0,1,2,3)] 

This code allows different Register Codes to be added or subtracted in order to formulate 

new codes when printing reports. For example, assume you want to add all unexcused 

tardies and absences together. The tardy code is ~Z#02YA0:###.##~ and the absence 

code is ~Z#01YA0:###.##. Your new code would be ~Z#[01YA0+02YA0]:###.##~. 

See “Special Register Code 1” on page 6-51 for an explanation of each variable. 

Page Setup 

Administrator’s Plus print jobs can be sent to any local or networked printer connected 

to your computer. Because different printers may be connected to different 

workstations, each report has a Page Setup and Printer Setup window specific to each 

Administrator's Plus user. Every time a user makes changes to the Page Setup and/or 

Printer Setup settings inside a particular report or program, they are saved inside the 

individual’s user folder. Consequently, the same report may be printed on different 

printers with alternate settings for each user. 

Page Layout Menu 

Use the Page Layout menu to select paper type, source, orientation and margins. 



Page Setup 

Size 

Source 

Orientation 

Margins 

Page Layout Menu Options 

The Size drop down menu lists possible paper types available for 

any report. The default size is letter (8½ x 11). 

Source allows you to specify from what printer tray or manual 

feed source the paper will originate when printing. 

Orientation can be set to either portrait or landscape. The initial 

default setting for all reports is portrait (except wide report cards 

and transcripts). 

The page margins are measured in inches. You may change left, 

right, top and bottom margins by typing a value in the 

corresponding boxes. 

Printer Clicking Printer brings you to the printer setup menu. 

Printer Setup Menu 

From the Printer Setup menu you may change the default printer for the report. This 

menu also displays the printer’s status, type and network path. Click Properties to 

change options that are specific to the type of printer you have, such as paper source and 

duplexing features. 

Printer Setup Menu 

Name 

Status 

Type 

Where 

Properties 

Displays the name of the printer currently set to print the report. 

Change printers using the drop down arrow to select a printer. 

Indicates whether the printer is busy, paused, or is ready to print. 

Displays the brand and model number of the currently selected 

printer. 

Names the line printer port or network path to the selected 

printer. 

Activates the selected printer’s Properties menu (see below). 



The Default Reports 

Printer Properties 

The printer Properties menu varies depending on the brand and model of your printer. 

You can access a printer’s Properties menu from the Windows/Printers folder, or by 

clicking on the Properties button in the Printer Setup menu. 

The default printer settings will reflect the most commonly used page layout, paper 

source and paper type. If you need to change a setting for a particular report in 

Administrator's Plus, you should change it from the Printer Setup menu. 


In this section each of the default reports is described with recommended specification 

settings as well as examples of how the generated report will look. In addition, a lineby-line 

description of the report body is given for selected default reports. 

#1 Advisor’s Report 

The Advisor’s report lists the names of each student absent today along with parent 

home and work phone numbers. It can be used by students’ advisors to call the homes 

of absent students. The report is set up to search for all unexcused absences occurring 

on the most recent date of attendance. Specification 2) Print Letters/Reports For: should 

be set to Reg Code on Final Interval Date. If you wish for this report to include excused 

and pending absences change Specification G) Reg Searches: Which Att Code: to 

Excused, Unexcused & Blank. 




Body: 

Line 1: 

Line 2: 

Line 3: 

Line 4: 

Line 6: 

Line 8: 

This line is removed during printing by the ~REM~ code. It lists 

the recommended top, bottom, left and right margins as well as 

the report’s last modified date. 

The ~SHSTART~ code indicates the start of the search header 

which prints at the beginning of each found search category. Each 

line of text and code between the ~SHSTART~ and ~SHEND~ 

codes make up the search header. 

The ~UNIVERS~ code allows the search header to act as a grand 

header when a search is not being performed. 

The ~ENDPAGE~ code used within the search header causes a 

new page to be printed for each found search category. 

The ~CNNN:8.0~ centers the school name. 

This line prints the report title which consists of straight text: 

“ADVISORS REPORT (UNEXCUSED ABSENCES) for:” 

followed by the codes ~ZDAT:F~ which prints today’s date. The 

~ULINE:0.0:4.1~ produces an underline from the left margin to 




4.1 inches from the left margin. 

Line 9: 

Line 10: 

Line 13: 

Line 15: 

Line 16: 

Line 17: 

The text “BY” is followed by the ~SFC~ code which prints the 

search field(s) and criteria if a search criteria is used. A tab stop of 

6.85 inches separates the search field and criteria from the 

~GRHD~ code which prints either “GRADE X”, “ALL 

GRADES” or “INDIVIDUAL STUDENTS” depending on the 

option you select from Report Writer Print Menu 1. 

~HLINE:33~ underlines the information on line 10. The variables 

3 and 3 following the colon produce a thick line positioned at the 

top of the line. 

This line consists of the headings for each column of the body of 

the report. Each heading: “ID, NAME, ATT CODE, HOME 

PHONE, PARENT/GUARDIAN, and WORK PHONE” is 

separated by a tab stop so that they will line up over the printed 

data below. This line uses an underlined font selected by 

highlighting the line and clicking the button. 

~SHEND~ indicates the end of the search header. 

The ~ORPHANSTART~ and ~ORPHANEND~ codes cause all 

information for a particular student to be printed on the same 

page. ~ORPHANSTART~ indicates the beginning of the text that 

will remain together. 

The ~GR~~ID~) combination prints students’ 5-digit record 

number followed by an end parenthesis. ~FN~ ~LN~ print 

students’ first and last names respectively. The~ZCOD1:F~ code 

prints the description of the attendance code found in the code 1 

slot for the most recent date of attendance. The default home 

phone number field is printed using the field code ~6~. The 

character | prints as text to create the vertical line seen between the 

home phone number and Parent Name information. ~1~ prints the 

parents name as listed in field one of the Address program. ~10~ 

prints the data from the default Emergency Phone field. 

Line 18: The ~ZCOD2:F~ code will print the description of the code 2 

attendance code (if any) incurred on the most recent date of 

attendance. It is preceded by a tab stop of 2.5 inches so that it will 

line up under the code 1 description (see line 17). 

Line 19: 

Line 20: 

~HLINE:13~ produces a thin line that separates the information 

for each student. 

~ORPHANEND~ indicates the end of the information that will 




remain together for each student. 

Line 21: 

Line 23: 

Line 24: 

Line 25: 

Line 28: 

Line 29: 

~SFSTART~ indicates the start of the search footer. All lines of 

text and code appearing between the ~SFSTART~ and ~SFEND~ 

codes will print at the end of the data found within the search 

category. 

The text: “TOTAL” is followed by the code ~SF~ which prints the 

name of the search field. ~SC~ prints the search category, and 

~SCT~ prints the total number of students within the search 

category. For example, if you choose to print this report searching 

on the Homeroom field and sorting by sex, this line may read 

“TOTAL FOR HOMEROOM”. This line is underlined using the 

button. 

~SFEND~ indicates the end of the search footer. 

The ~GFSTART~ code indicates the start of the grand footer. All 

text and code appearing on lines between the ~GFSTART~ and 

~GFEND~ codes are included in the grand footer and will print at 

the end of the report. 

This line prints the text, “NAMES ON THIS REPORT” which is 

followed by the ~GCT~ which will print the total number of 

students appearing on the report. 

~GFEND~ indicates the end of the grande footer. 

#2 Phone Master Export 

The Phone Master Export Report generates a tab delimited ASCII file consisting of 

students’ names and phone numbers. The ASCII file, named scratch.asc is exported to 

the data folder for the current school year, and is used by the Phone Master automatic 

dialer to call the homes of absent students. 




#3 Attendance Code Report 

This report lists students’ Attendance Codes within the date interval indicated by 

Specifications 5 and 6. This report should be printed for All Selected Students 

(Specification 2). All Attendance Codes incurred by students within the date interval 

will appear on the report except for those linked to entry and withdrawal codes (see 

“~TABLE2B~” on page 6-45). 

Body: 

The bodies of the Attendance Code Report, Register Code Report (see Report #4) and 

Table Report (see Report #5) are similar, with the exception of the table code used. In 

the attendance report writer the ~TABLEx~ codes produce a printed table of students’ 

attendance or register codes incurred within a date interval (see “Attendance Table 

Codes” on page 6-45). 

Line 1: 

Line 2: 

Line 3: 


the recommended top, bottom, left and right margins for the 

report as well as the report’s last modified date. 

The ~SHSTART~ code indicates the start of the search header 

which prints at the beginning of each found search category. Each 

line of text and code between the ~SHSTART~ and ~SHEND~ 

codes make up the search header. 





header when a search is not being performed. 

Line 4: 

Line 5: 

Line 7: 

Line 9: 

Line 11: 



The ~DATE~ code prints the current date. This is followed by a 

9.8 inch tab stop and the current page number (~PG~). 

The ~CNNN:8.0~ centers the school name. 

The text ATTENDANCE REPORT (Attendance Code): is 

followed by ~GRHD~ which prints either “GRADE X”, “ALL 

GRADES” or “INDIVIDUAL STUDENTS” depending on the 

option you select from Report Writer Print Menu 1. The 

~ULINE:0.0:4.0~ code produces an underline (from 0 to 4 inches 

from the left margin). 


search field(s) and criteria if a search criteria is used. A tab stop of 




5.25 inches separates the search field and criteria from the 

~ZBDT~ and ~ZFDT~ which prints the beginning and ending 

dates in the specified date interval. 

Line 12: 

Line 14: 

Line 15: 

Line 16: 

Line 18: 

Line 19: 

Line 20: 

Line 22: 

Line 23: 

Line 24: 

Line 25: 

Line 27: 

~HLINE:33~ underlines the information on line 10. The variables 

3 and 3 following the colon produce a thick line positioned at the 

top of the line. 


The ~PGSTART~ code indicates the start of the page header. All 

codes and text appearing on lines between the ~PGSTART~ and 

~PGEND~ codes will appear at the top of a new page. 

A tab of 7.15 inches, is followed by the text, “Page” and the ~PG~ 

code which will print the current page number. 

~PGEND~ indicates the end of the page header. 

The ~ORPHANSTART~ and ~ORPHANEND~ codes cause all 

information for a particular student to be printed on the same 

page. ~ORPHANSTART~ indicates the beginning of the text that 

will remain together. 

The codes ~FN~ and ~LN~ print students’ first and last names 

respectively. A tab of 2.75 inches separates the student names 

from their ID numbers (produced by the code ~ID~). 

~TABLE2B~ prints Attendance Codes that are linked to the 

Register Codes Absent, Tardy and Dismissed. 

~HLINE:11~ produces a thin line that separates the information 

for each student. 

~ORPHANEND~ indicates the end of the information that will 

remain together for each student. 



codes will print at the end of the data found within the search 

category. 







category. 

Line 28: 

Line 29: 

Line 32: 






This line prints the text, “NAMES ON THIS REPORT” which is 

followed by the ~GCT~ which will print the total number of 

students appearing on the report. 

#4 Register Code Report 

This report lists Register Codes and dates for each student included on the report. All 

Register Codes occurring within the date interval indicated by Specifications 5 and 6 are 

included. This report should be printed for All Selected Students (Specification 2). The 

body of this report is similar to that of report #3 Attendance Code Report except that it 

uses the ~TABLE1B~ code on line 22. ~TABLE1B~ prints a Register Code View table 

showing each occurrence of the Register Codes Absent, Tardy and Dismissed. 




#5 Table Report 

The Table Report displays students’ Attendance Codes just as the calendar view 

window of the Correct program. This report should be printed for All Selected Students 

(Specification 2). The ~TABLE3~ code used on line 20 of this report prints all 

Attendance Codes found in both the code 1 and code 2 slots within a specified date 

interval. 

#6 Attendance Code Search: All 

This report searches for students with more or less than the specified Attendance Code 

limit within a date interval. For each student found, all Attendance Codes incurred 

within the date interval are printed along with dates. The Attendance Code used for the 

search is selected using Specification B) Attendance Code for Searches. The limit is 

selected using Specification C) Register/Attendance Code Limit. Specification 2) Print 

Letters/Reports For: must be set to Students Exceeding Attendance Code Limit, or 

Students with Less Than Attendance Code Limit. 




Body: 

The body of the Attendance Code Search: All report is identical to that of the Attendance 

Code Report (see “#3 Attendance Code Report” on page 6-60). However, this report 

includes the line “Students with ~ZLES~ ~ZLIM~ of the code: ~ZATT~.” The ~ZLES~ 

code is replaced by the words “more than” if Specification 2 is set for Students 

Exceeding Attendance Code Limit. ~ZLES~ is replaced by the words “less than” is 

Specification 2 is set for Students with Lower than Attendance Code Limit. ~ZLIM~ is 

replaced by the Attendance Code limit selected using Specification C. ~ZATT~ is 

replaced by the Attendance Code selected using Specification B. 

#7 Register Code Search: All 

This report lists students who have more than or less than the specified Register Code 

limit within a date interval. For each student found, all Register Codes are printed along 

with the dates on which they occurred. This report will search for students who have the 

Register Code selected using Specification A) Register Code for Searches. The limit is 




selected using Specification C) Register/Attendance Code Limit. Specification 2) Print 

Letters/Reports For, must be set to Students Exceeding Register Code Limit, or 

Students with Less Than Register Code Limit. 

Body: 

The body of the Register Code Search: All report is identical to that of the Attendance 

Code Report (see Report “#3 Attendance Code Report” on page 6-60). However, this 

report uses ~TABLE1B~ which prints each occurrence of the Register Codes Absent, 

Tardy and Dismissed. Similar to Report #6 Attendance Code Search: All, this report 

includes the line “Students with ~ZLES~ ~ZLIM~ of the code: ~ZREG~.” The ~ZLES~ 

code is replaced by the words “more than” if Specification 2 is set for Students 

Exceeding Attendance Code Limit. ~ZLES~ is replaced by the words “less than” if 

Specification 2 is set for Students with Lower than Attendance Code Limit. ~ZREG~ is 

replaced by the Register Code selected using Specification A.~ZLIM~ is replaced by the 

Register Code limit selected using Specification C. 


#8 Attendance Sch: Totals Only 



This report searches for all students exceeding or falling short of an Attendance Code 

limit within a specified date interval. For each found student, the total amount of the 

searched Attendance Code is listed to the right of the student’s name. 

#9 Register Code Sch: Totals Only 

This report searches for all students exceeding or falling short of a Register Code limit 

within a specified date interval. For each found student, the total amount of the searched 

Register Code is listed to the right of the student’s name. 




#10 Att Search: 1 Dates 

This report lists students who have more than or less than the specified Attendance Code 

limit within a date interval. For each student found, the amount of the searched 

Attendance Code is printed along with the dates on which they occurred. The searched 

Attendance Code is selected using Specification B) Attendance Code for Searches. The 

limit is selected using Specification C) Register/Attendance Code Limit. Specification 

2) Print Letters/Reports For, must be set to Students Exceeding Attendance Code 

Limit, or Students with Less Than Attendance Code Limit. 

#11 Reg Search: 1 Dates 

This report lists students who have more than or less than a limit of the specified 

Register Code within a date interval. For each student found, the amount of the searched 

Register Code is printed along with the dates on which they occurred. The searched 

Register Code is determined by Specification A) Register Code for Searches. The limit 




is selected using Specification C) Register/Attendance Code Limit. Specification 2) 

Print Letters/Reports For: must be set to Students Exceeding Register Code Limit, or 

Students with Less Than Register Code Limit. 

#12 Entry Codes: Day 0 

This report searches for students who have an entry code on day 0. Because day 0 is 

reserved for entry codes the report will print any Attendance Code appearing in the code 

2 slot. The Entry Codes: Day 0 report will print for all students, whether or not an entry 

code appears in day 0. 




#13 Entry Code Search 

The Entry Code Search searches for all students with one or more entry codes within the 

specified date interval. Each student found with at least one entry code is printed along 

with the entry code and date entry of the most recent entry. 

#14 Withdrawal Code Search 

The Withdrawal Code Search report is identical to report #13 Entry Code Search except 

that it searches for and prints students’ withdrawal codes. 




#15 Enrollment Totals 

The Enrollment Totals report prints the total number of students who are current 

members. This report can be searched/sorted by any data base criteria you choose (a 

search by homeroom, sort by sex is shown below). In order for this report to be accurate, 

Specification E) Active/Inactive Students must be set to Active Students Only. This 

report should be printed for All Grades (see “Report Writer Menu 1” on page 6-30). 




#16 Daily Records (1 cd) 

This report lists Attendance Codes appearing in the code 1 slot for each day within the 

date interval (Specifications 5 and 6). If you wish to print both code 1 and code 2, see 

reports 18 Daily Rec (2 cd) and 19 Daily Rec 2 cd wide. 

The top portion of this report prints the school day number, date and membership value, 

(in parentheses), for each day within the specified date interval. Up to 38 days may be 

printed on this report. To include more dates see Report # 17. 

Body: 

Line 1: 

Line 2: 

Line 3: 

Line 4: 

Line 5: 

This line consists of the recommended page layout and margin 

settings for this report. It begins with a ~REM~ code which tells 

the program to ignore the entire line when printing the report. 

~SHSTART~ indicates the start of the search header. 


header when a search is not performed. 



The ~DATE~ code prints the current date. This is followed by a 


9.8 inch tab stop and the current page number (~PG~). 



Line 6: 

~CNNN:11~ centers your school’s name. 

Line 8: 

Line 10: 

Line 11: 

The text, “DAILY RECORDS REPORT” is followed by the 

~GRHD~ code will be replaced by the text “ALL GRADES,” 

“GRADE X” or “INDIVIDUAL STUDENTS” depending on the 

option selected from Report Writer Menu 1 (see “Report Writer 

Menu 1” on page 6-30). ~ULINE0.0:2.5~ produces the underline 

for the report title. 


search field and category if the report is printed using a data base 

search criteria. A tab of 8.15 inches is followed by ~ZBDT~ Thru 

~ZFDT~ which will print as the date selected by Specification 5) 

Interval Beginning Date, the text “Thru” and the date selected by 

Specification 6) Interval Ending Date (i.e. 09-01-2001 Thru 09- 

30-2001). 

The ~HLINE:3:3~ code creates a thick line positioned at the top of 




line 8, providing the underline for line 7. 

Line 12: 

Line 14: 

Line 15: 

Line 16: 

Line 17: 

Line 18: 

Line 20: 

Line 21: 

Line 22: 

Line 23: 

Line 24: 

Line 25: 

Line 27: 

A tab of 0.4 inches is followed by ~TABLE4~ which prints the 

table of dates between the report’s interval beginning and ending 

dates. Each school day is printed with dates and membership 

value. 

This line provides the column headings for the student names and 

daily attendance data. The text “NAME” is followed by a tab of 

1.7 inches. The character “|” is used to separate the school day 

headings and will line up with the “|” characters between the 

attendance data codes found on line 19. 

The ~HLINE:3:3~ code creates a thick line positioned at the top of 

line 15. 


The ~PGSTART~ code indicates the start of the page header. All 

codes and text appearing on lines between the ~PGSTART~ and 

~PGEND~ codes will appear at the top of a new page. 

A tab stop of 9.8 inches precedes the text, “Page #” and the ~PG~ 

code which prints the current page number. 

This line is identical to line 14. It is positioned within the page 

header codes, providing column headings on each new page. 

This line is identical to line 15. It provides the underline for the 

column headings on each new page. 

The ~PGEND~ code indicates the end of the page header. 

~LIN:4~ prints a dashed line every 4 students. 

~LN~; ~FN~ prints the student’s last name, and first name 

separated by a semicolon. A tab of 1.7 inches is followed by the 

~ZACD1:2~ code which prints a line including any Attendance 

Code found in the code 1 slot of a student’s record within the date 

interval. The number 2 following the colon in this code indicates 

the number of characters of the Attendance code name to print. 



codes print at the end of the data found within the search category. 







category. For example, if you choose to print this report searching 

on the Homeroom field and sorting by sex, this line may read 

“TOTAL FOR HOMEROOM.” This line is underlined using the 

button. 

Line 28: 

Line 29: 

Line 32: 

Line 33: 






This line prints the text, “GRAND TOTAL” which is followed by 

the ~GCT~ which will print the total number of students appearing 

on the report. 

~GFEND~ indicates the end of the grand footer. 

#17 Daily Records 1 cd wide 

This report is identical to Report #16, (see page “#16 Daily Records (1 cd)” on page 6- 

72), except that it prints up to 53 days worth of attendance data. In order to provide 

sufficient space for 53 days the report must be printed in Landscape orientation. 

#18 Daily Records (2 cd) 

This report is identical to Report #16 (see page “#16 Daily Records (1 cd)” on page 6- 

72) except that it prints both attendance codes found in the code 1 slot and code 2 slot 

of a student’s record. Attendance data for up to 27 days can be printed on this report. 

#19 Daily Records 2 cd wide 

This report is identical to Report #16 (see page “#16 Daily Records (1 cd)” on page 6- 

72) except that it prints both attendance codes found in the code 1 slot and code 2 slot 

of a student’s record. This report is designed to print in Landscape orientation so that 

attendance data for up to 40 days can be printed. 




#20 Att on Final Dt 

This report prints a list of students with any attendance code found in the code 1 slot on 

the most recent date of attendance. The specifications for this report should be similar 

to those of the Advisor’s Report (#1) except that Specification 2) Print Letters/Reports 

For: should be set to Att Code on Final Interval Date. 

#21 Letter Head 

This report can be copied into an **UNUSED** report number as a basis for creating a 

new attendance letter. After copying the report, type the body of the letter including text 

and Report Writer codes below the student first and last name codes. 




Body: 

Line 1: 

Line 2: 

Line 3: 

Line 4: 

Line 5: 

Line 6: 


the recommended top, bottom, left and right margins as well as 

the report’s last modified date. 

The ~ENDPAGE~ code starts a new page. 

~CNNN:7.5~ prints the school name in the center of the page. 

~CNCN:7.5~ prints the school street address in the center of the 

page. 

~CNSN:7.5~ center-prints the city, state and zip code of the 

school. 

~CNPN:7.5~ prints the centered phone number of the school. 

NOTE: 

The information for each of the codes: ~CNNN~, ~CNCN~, ~CNSN~, and ~CNPN~ as well 

as the names for Admin #1-4, can be entered into the database under File Customize 

School Information. 

Line 8: 

The~L6~ code prints the title of Admin #1. This is followed by 

~L5~ which prints the name of Admin #1. A tab stop of 5.2 inches 




precedes ~L10~: ~L9~ which prints the title and name of Admin 

#3. 

Line 9: 

Line 12: 

Line 15: 

Line 16: 

Line 17: 

Line 18: 

Line 20: 

~L8~ prints the title of Admin #2. This is followed by ~L7~ which 

prints the name of Admin #2. A tab stop of 5.2 inches precedes 

~L15~: ~L14~ which prints the title and name of Admin #4. 

The ~DATE~ code will print the current date. 

The text “To” is followed by a tab of 0.4 inches and the ~1~ code 

which prints the contents of the Parent Guardian field. 

The ~EMPTY~ code tells the program not to print a blank line if 

the contents of the field designated by the code on the next line (in 

this case ~2~ for parent street address), is blank. 

A tab of 0.4 inches is provided before the ~2~ which prints the 

contents of the Parent Street Address field. 

A tab of 0.4 inches is provided before the ~3~, ~4~ and ~5~ codes 

which print the parent city, state and zip code. 

The text “RE:” is followed by the ~FN~ and ~LN~ codes which 

prints the student’s first and last name respectively. 

Line 24: The text “Dear” is followed by a tab of 0.4 inches and the code ~1~ 

which prints the contents of the Parent Guardian field. 

Line 26-27: The ~WRAPON~ and ~WRAPOFF~ codes are provided so that 

any text or code inserted into the letter will wrap from one line to 

the next. Without the wordwrap codes, the body of the letter may 

truncate at the end of a line. 

NOTE: 

#22 Letter with Table 

When printing letters, if Specification 5) Duplicate Letter Check is set to On, any letters 

printed for students will be recorded in their attendance records and may be viewed or 

printed with the Correct program. Moreover, if a letter has already been printed for a 

student, it will not be printed again. 

This report prints a generic search letter intended to be printed for students exceeding a 

register code limit. All Attendance Codes which occurred within the specified date 

interval are printed along with dates. The table, printed in the middle of each letter is in 

the same format as the attendance code view window in the Correct program, 

(see“Attendance Code View” on page 5-7). It displays students’ totals and dates for all 

attendance codes in which they have at least one Attendance Code. Note that in the 

following example, although the search was for students exceeding 3 of the Register 

Code, Absent, the table prints the actual Attendance Codes linked to Absent. When 




doing a search based on a Register Code, Specification G) Reg Searches: Which Att 

Code allows the search to be limited to excused, unexcused, pending or all occurrences 

of the Register Code. 

Body: 




NOTE: 

The body of any letter can be easily edited to suit your needs and preferences. To make this 

letter appropriate for a search on tardies, replace each occurrence of the word “absences” 

with the word “tardies.” 

Line 1-24: Lines 1-24 of this report are identical to those of Report #21) 

Letter Head (see “Body:” on page 6-77). 

Line 26: 

~WRAPON~ turns wordwrap on. All lines appearing between the 

~WRAPON~ and ~WRAPOFF~ codes will wrap to the next line 

as needed. 

Line 27-29: These lines make up the first paragraph of the letter. The text of 

these lines may be edited by typing the desired text. The ~L1~ 

code on line 15 prints your school’s name. 

Line 31: 

Line 32: 

Line 34: 

Line 36: 

This line consists of a combination of text and code. The codes 

~ZBDT~, ~ZFDT~, ~SEX~, ~FN~ and ~ZAMT~ print the 

interval beginning date, the interval ending date, the word “son” or 

“daughter” (based on the code found in the student’s SEX field in 

the Address program), the student’s first name and the total 

number of absences (or other searched register code). 

~WRAPOFF~ turns wordwrap off. 

~TABLE2B~ prints Attendance Codes the student received that 

are linked to the Register Codes Absent, Tardy and Dismissed. 

~WRAPON~ turns word wrap on. 

Line 37-39: These lines make up the second paragraph of the letter. The ~L11~ 

code on line 27 prints the school phone number. 

Line 40: 

Line 42: 

~WRAPOFF~ turns wordwrap off. 

A tab of 5 inches is provided before printing the word “Sincerely.” 

Line 45: A tab of 5 inches is provided before printing the name of Admin #1 

as listed in Customize School Information. 

Line 46: 

A tab of 5 inches is provided before printing the position of Admin 

#1 as listed in Customize School Information. 

#23 Tardy Today Letter 

This letter is designed to be printed for every student that is tardy on the most recent 

calendar day. Specification 6) Interval Ending Date will always default to the current 

date. 




When printing this letter, must set Specification 1) Print Letters/Reports For to Register 

Code on Final Interval Date, and Specification A) Register Code for Searches to 

Tardy. 

#24 Letter Abs Dates 

This letter is similar to #22, however, instead of printing the table, it prints only those 

dates on which the student was absent. 

#25 10 Abs Letter 

This letter is designed to be printed for any student with 10 or more absences. In order 

to search for only those students exceeding 10 absences, Specification 2) Print 

Letters/Reports For should be set to Students Exceeding Register Code Limit. 

Specification A) Register Code for Searches should be Absent. Specification C) Reg/Att 

Code Limit should be 9. Specification G) Reg Searches: Which Att Code determines 

whether to include excused, unexcused and/or pending absences in the search (see 

“Excused or Unexcused Register Code Links” on page 1-10). 

When used in conjunction with reports 26 and 27, you can send three different letters to 

parents after students’ have exceeded 10, 15 and 20 absences. To ensure that a student 

with between 10 and 14 absences does not receive the 10 Abs letter a second time, you 

must set Specification 4) Duplicate Letter Check to On before printing each report. The 

body of report 25, 26 and 27 are identical to report #24, but can be modified to suit your 

needs and preferences. 














with between 15 and 19 absences does not receive the 10 or 15 Abs letter a second time, 

you must set Specification 4) Duplicate Letter Check to On before printing each report. 

The body of report 25, 26 and 27 are identical to report #24, but can be modified to suit 

your needs and preferences. 











with more than 20 absences does not receive the 10 or 15 or 20 Abs letter a second time, 

you must set Specification 4) Duplicate Letter Check to On before printing each report. 

The body of report 25, 26 and 27 are identical to report #24, but can be modified to suit 

your needs and preferences. 


#28 Tardies Only 



This report lists students’ total tardies and gives a break-down of tardies by pending, 

excused and unexcused designations. Using Specification 2) Print Letters/Reports For, 

the report will search for and print only those students with greater than or less than a 

specified number of tardies, where Specification A) Register Code for Searches is set 

to Tardy. 

#30 Table Report: 1 Per 

This report is similar to Report #5 Table Report except that it prints one student per 

page. It lists all Attendance Codes for both the code 1 and code 2 slots which occurred 

during the specified date interval. 

NOTE: 

#36 Absences Only 

This report is similar to Report #30 Tardies Only except that it provides a break-down 

of students’ absences. Using Specification 2) Print Letters/Reports For, the report will 

search for and print only those students with greater than or less than a specified number 

of absences, where Specification A) Register Code for Searches is set to Absent. 

The report slots numbered 41-60 are reserved for register reports. When copying an 

Attendance Code report it is important to use an unused report number in a column other 

than column 3. 




#42 Register 

This report prints attendance statistics for any interval of dates and for the year-to-date. 

For each student, it shows total membership days, days present, absences, tardies and 

dismissals. The last page of the report prints overall attendance totals (see “#43 Register 

Totals” on page 6-87). 

The register may be sorted by any Data Base field criteria, such as homeroom. When 

you choose this option (see“Report Writer Menu 2” on page 6-31), a register for 

students in each homeroom is followed by the totals page for that homeroom. The final 

page of the report prints attendance totals for all students. 




Body: 

Line 1-12:Lines 1-12 produce the report heading for the register. The 

codes used are similar to those in the Daily Records Report 

(see “#16 Daily Records (1 cd)” on page 6-72). 

Line 13: This line prints the interval beginning date (Specification 5) 

with the code ~ZBDT~ “to” the interval ending date (Specification 

6) with the code ZFDT~, and “Year Thru” the year to 

date ending date (Specification 7) using the code ~ZYDT~. 

Line 14: This line consists of headings entered as straight text that will 

print at the top of each column. 

Line 15: ~HLINE:33~ underlines the information on line 10. The variables 

3 and 3 following the colon produce a thick line positioned 

at the top of the line. 

Line 16: ~SHEND~ indicates the end of the search header. 

Line 17: The ~PGSTART~ code indicates the start of the page header. 

All codes and text appearing on lines between the 




~PGSTART~ and ~PGEND~ codes will appear at the top of a 

new page. 

Line 18: The text Page # is followed by ~PG~ which prints the current 

page number. 

Line 20-22:Are identical to lines 14-16 and produce the same headings 

in the page header (at the top of each new page) that is seen on 

the first page of the report. 

Line 23: ~PGEND~ indicates the end of the page header. 

Line 24: The ~LIN:4~ code causes a dashed line to be printed after 

every 4 students. 

Line 25: This line of code produces the students’ names as well as 

attendance data for the date interval and year-to-date. Variations 

of Special Register Code One (see page “Special Register 

Code 1” on page 6-51). 

Line 26: ~SFSTART~ indicates the start of the search footer. All lines 

of text and code appearing between the ~SFSTART~ and 

~SFEND~ codes will print at the end of the data found within 

the search category. 

Line 27-29:These lines are identical to lines 4-6 and produce a new 

page with the page number and school name for the totals portion 

of the report. 

Line 32-108: The remainder of the report is explained under Report 

#43 Register Totals. 


#43 Register Totals 



This report prints only the totals page from Report #42. Use this report to show just the 

register totals for your entire school without printing the data for each student. 




Body: 

NOTE: 

The description of the body of report 43 begins with line 13 and ends with 41. It includes 

only those codes that produce the register sort totals. The three sections of this report are 

the sort totals, the search totals, and the grand totals. If no search is performed, only the 

grand totals page will print. If a search without a sort is performed one page will print 

for each found search category (i.e. male and female), plus the grand totals page. If a 

search and sort is performed, one page will print for each found search/sort category (i.e. 

males in homeroom 100, females in homeroom 100 when searching on sex and sorting 

by homeroom). 

Descriptions of the headers are excluded, however they are similar to those described under 

report 42 (see “Body:” on page 6-85). 

Line 1-11:Lines 1-12 produce the report heading for the register. The 

codes used are similar to those in the Daily Records Report 

(see “#16 Daily Records (1 cd)” on page 6-72). 

Line 13: The text “NUMBER OF STUDENTS”: is followed by ~TCT~ 

which prints the total number of students found with the sort 

category (if a sort is performed). 

Line 16: This line produces the underlined heading for the first block of 

register totals. It prints the word “INTERVAL”: followed by 

the interval beginning date and interval ending date. 

Line 18: The word “SESSION” is followed by the code 

~ZYDIS:#####.##~ which prints the number of days in session 

within the date interval (Specifications 5 and 6). 

Line 19-26: These lines consist of text and variations of Special Register 

Code 1, used to produce the interval totals (see “Special 

Register Code 1” on page 6-51). 

Line 31: This line consists of the words “YEAR THROUGH” followed 




by the code ~ZYDT~ which prints the Year-to-Date Ending 

Date (Specification 7). 

Line 33: The word “SESSION” is followed by the code 

~ZYDIS:#####.##~ which prints the number of days in session 

from the beginning of school to the year-to-date indicated 

by Specification 7. 

Line 34-41:These lines consist of text followed by variations on Special 

Register Code 1. 

Line 42: The ~TFEND~ code indicates the end of the sort footer. 

The remainder of the report consists of the same codes as lines 3-41. However, lines 44- 

84 are located within a search footer, and therefore produce a separate page of totals for 

each search category. Lines 85-124 are located within a grand footer and therefore make 

up the grand totals page. If no search or sort is performed only the grand totals page will 

print. 

#44 Daily Rec/Register 

This report combines the Daily Records Report #16 (see page “#16 Daily Records (1 

cd)” on page 6-72) and the Register Report #42 (see page “#42 Register” on page 6-84) 

into a single report. There is room for up to 32 days on the daily records portion because 

only the code 1 attendance code is printed. 




#46 Register Search & Sort 

This is the same as the Register report #42 except that it supports both searching and 

sorting as well as totals. For example, you could search by city and sort by bus to get a 

report showing separate statistics for students who live in each town. The statistics are 

then further broken down by bus number. A grand totals page is included at the end of 

the report. 

#47 Grade-by-Grade Register 

This report shows the register totals broken down by grade level. It should be run for All 

Grades one at a Time (see “Report Writer Menu 2” on page 6-31). 


#48 Register: Absence Ex & Unex 



This report is the same as the Register Report #42 except that it prints excused and 

unexcused absences separately. 



Printing Attendance Reports 


Use the following procedure to print an attendance report. 

To Print an Attendance Report: 

1 After navigating to the Attendance Report Writer, select the desired task 

from the task menu. 

NOTE: 

If you wish to print a report that is not setup with one of the available tasks, you can select 

any task. This will open the Specifications window where you can change the specifications 

(including the active report) as desired. 

2 Select the desired specifications (see“Specifications” on page 6-25) and 

then click Done. 

The specifications window appears. 




3 Select a grade level, All Grades or Staff from Report Writer Print Menu 1 

(see “Report Writer Print Menus” on page 6-29). 

4 Select All Students/Staff, Resume, Individual Students/Staff, Search by 

one Field (all categories) or Search by Fields (you enter criteria) from 

Print menu 2 (see “Report Writer Print Menus” on page 6-29). 




•If you choose Search by one 

field (all categories) you will be 

prompted to select the search 

field from the menu pictured. 

• If you choose Search by fields (you enter criteria), you must select both 

the search field and search criteria you wish to use, and then click or press 

F10 (Accept). 




5 After selecting either of the search options, you may also select a sort field. 

If Specification F) Print Preview is set to Yes, the report will appear in the print preview 

window. 

6 Press F9 (Print) to send the report to the printer. 

7 Use the Print menu shown below to select the printer, all or selected pages 

and the number of copies. 


Editing Reports 


Editing Reports 

Use the following procedure to edit your attendance reports. 

To edit your Attendance reports: 

1 Follow steps 1-2 from “Printing Attendance Reports” on page 6-92. 

2 From Report Writer Menu 1, choose View/Edit Letters/Reports. See “Report 

Writer Print Menus” on page 6-29 for more information on the report writer 

menus. 

The Viewing and Editing Attendance Reports window appears. 

3 Select the report you want to edit using one of two methods: 

• Typing the report number and pressing Enter 

• Highlighting and double-clicking the report. 

The View/Edit Letters/Reports window will display the body of the selected report. The 

editing tools in the report editing window are described under “View/Edit 

Letters/Reports” on page 6-32. 


7 

Calendar 

Introduction . . . . . . . . . . . . . . . . . . . . . 7-2 

Building the Calendar . . . . . . . . . . . 7-2 

Editing the Calendar . . . . . . . . . . . . 7-3 

Navigate to Calendar. . . . . . . . . . . . . . 7-3 


Shortcut Bar. . . . . . . . . . . . . . . . . . . 7-4 

Toolbar Menu. . . . . . . . . . . . . . . . . . 7-4 

Calendar Program Window . . . . . . . . . 7-5 

Editing the Calendar . . . . . . . . . . . . . . 7-6 

Editing a Calendar Day . . . . . . . . . . 7-6 

Inserting a Calendar Day. . . . . . . . . 7-7 

Deleting a Calendar Day . . . . . . . . . 7-8 

Printing the Calendar. . . . . . . . . . . . 7-8 

View/Edit the Period Rotation . . . . . 7-9 

Alternate Calendars. . . . . . . . . . . . . . . 7-10 

Accessing the Alternate 

Calendars Feature. . . . . . . . . . . . . . 7-11 

Creating an Alternate Calendar. . . . . . 7-12 

Assigning Alternate Calendars . . . . . . 7-14 


to Grade Levels . . . . . . . . . . . . . . . 7-14 

Assigning Calendars to 

Existing Students . . . . . . . . . . . . . . 7-16 

Setting Rules for Adding Days to 

Alternate Calendars. . . . . . . . . . . . . 7-19 

Editing Membership Values for 

Existing Days. . . . . . . . . . . . . . . . . . 7-22 

Reporting Which Students are Assigned to 

Which Calendars . . . . . . . . . . . . . . . 7-25 

Selecting an Alternate Calendar 

When First Opening an 

Attendance Program . . . . . . . . . . . . 7-26 


of a Calendar . . . . . . . . . . . . . . . . . 7-27 


of a Calendar for a New Day . . . . . 7-28 

Changing the Calendar Used by 

an Existing Student in 

Attendance Correct . . . . . . . . . . . . . 7-30 

Selecting a New Student’s Calendar 

in the Data Base Module . . . . . . . . . 7-31 


Calendar 

Introduction 

Introduction 

You use the Calendar program to view, edit or print the school calendar. The 

information stored for each calendar day includes the date, rotation day #, and 

membership value. It is possible to store up to 250 calendar days per school year. 


Administrator’s Plus builds your school calendar automatically. Each time the daily 

attendance is recorded using the Enter Daily Attendance program, a new calendar day 

is added. Although it is possible to pre-build the calendar using the Calendar program’s 

Insert option, it is not recommended. Allowing the program to automatically build the 

calendar over the course of the school year ensures that cancelled school days will not 

have to be deleted in the future. Furthermore, the final day in the calendar is used 

throughout the Attendance Plus module as a default current date. For example, when a 

new student is added to the program, the entry date is automatically recorded as the most 

recently added day in your calendar. The Attendance Report Writer also uses the last 

calendar day as the default interval ending date for reports. 


Editing the Calendar 

Calendar 

Navigate to Calendar 

If you need to make changes to the school calendar, you may do so from the Calendar 

program screen (see “Calendar Program Window” on page 7-5). The following changes 

can be made to the school calendar: 

• Insert Days: If the daily attendance was not recorded for one or more school days, 

you can insert the missed days. When a day is inserted, all attendance recorded for 

days after the inserted day will be pushed forward. 

• Delete Days: If a user accidentally opens the Enter Daily Attendance program on a 

non-school day, a calendar day will be added. Any erroneous calendar days can be 

deleted from the Calendar program screen. When a day is deleted, all attendance data 

appearing in subsequent days will be moved back one day. 

• Change the Rotation Day Number: If your school has defined rotation days for use 

with the Period Attendance module, you may edit the rotation day number. The 

Calendar program screen also allows you to view and edit your period rotation. The 

default rotation number for each school day is 0. 

• Change the Membership Value: You can change the membership value to 1/2 for 

half days and 0 for staff in-service days, (days for which attendance was taken for 

staff, but not students). 


Use any of the following methods to open the Calendar program. 

Navigation 

Menu 




and press Enter 

OR 


Attendance Plus. 

OR 




click Next. 


Calendar 


2 From the 


menu: 


OR 


Calendar 

OR 


Calendar and 

single click Next. 

3 At the Attendance 

Plus screen, click 

7) Calendar or 

press the 7 key 

Shortcut Bar 

1) Click Attendance. 

2) Click Calendar. 

Toolbar Menu 

1 In the Modules menu, choose Attendance Plus Calendar. 


Calendar Program Window 

Calendar 

Calendar Program Window 

The Calendar Program window lets you view, edit, or print the calendar. The 

information in each column of the Calendar screen is described below. The function 

keys and editing options available from the Calendar program screen are described in 

the step-by-step pages beginning on page “Editing the Calendar” on page 7-6. 

For information on creating calendars, see “Alternate Calendars” on page 7-10. 

Calendar Window 

Option 

Day 

Day of Week 

Date 

Rot # 

Description 

The school calendar starts with day one. Each subsequent school 

day (up to 250) is listed below. 

Displays the day of the week matching the date. 

The date associated with the particular school day. 

If you are using the Period Attendance module, the rotation 

number tells Attendance Plus the order in which classes will meet 

on a particular day. 


Calendar 


Calendar Window 

Member 

A Membership day is any day on which school is in session. Each 

day has a default membership value of 1. You may edit the 

membership value for any day in the calendar. For example for 

half days you will change the membership value to.5. If you give a 

calendar day a membership value of 0, that date will be excluded 

from the totals calculated on your attendance register. You might 

choose to assign a membership value of 0 on a day in which you 

need to take attendance for staff but not for students. 


Editing a Calendar Day 

Use the following procedure to edit the Date, Rotation number, or Membership value. 


To Edit a Calendar Day: 

Calendar 


1 Use the up and down arrow keys or the mouse to scroll to the desired 

calendar day. 

2 Press F3 (Edit). 

This lets you edit the Calendar window. 

3 Click in the row you want to edit, and then use the Tab key to move your 

cursor to the Date, Rotation # or Membership column. 

4 When complete, click F10 Accept. 

NOTE: 

Inserting a Calendar Day 

Typically, you will use the insert function to add a missed day of attendance after you 

have already entered attendance for subsequent dates. Once the day has been inserted, 

you may use the Enter Daily Attendance program’s Change Date function to enter the 

day’s attendance and print the daily bulletin (see “Adding a Day to the Calendar” on 

page 4-6). 

When you insert a day into the calendar, all attendance data for each subsequent date moves 

forward one calendar day. 

To Insert a Calendar Day: 

1 Use the up and down arrow keys or your mouse to scroll to and highlight the 

desired calendar day. 

2 Click F7 (INSERT). 

The message box pictured below appears. 

3 Type the desired date for the inserted day, and then click Next. 

4 If you use the Period Attendance module, type in the appropriate Rotation 

day for this date. 

5 Under MEMB, type in the desired membership value for this school day The 

default membership value is 1. 


Calendar 


NOTE: 

Deleting a Calendar Day 

Typically you will use the delete function when a user has accidentally opened the Enter 

Daily Attendance program on a non-school day. 

When you delete a day from the calendar, all attendance data for each subsequent date 

moves back one calendar day. 

To Delete a Calendar Day: 

1 Use the up and down arrow keys or your mouse to highlight the desired 

calendar day. 

2 Click F8 (DELETE). 

Printing the Calendar 

The print function will generate the print-out similar to the one shown above. It displays 

all 250 possible school days. School days that have not yet taken place show ##-##-#### 

for the date. 


To Print the Calendar: 

1 From the Calendar Program screen, press or click F9 (Print). 

The printed calendar appears in a print preview screen. 

2 Click F9 (Print) to send the document to the printer. 

View/Edit the Period Rotation 

Use the following procedure view and edit the period rotation schedule. 

To View/Edit the Period Rotation: 

Calendar 


1 From the Calendar Program window, click F6 (Rotat). For more information 

on setting up the period rotation, see the Period Attendance manual. 


Calendar 

Alternate Calendars 


The Alternate Calendars feature is most useful for schools with PK or K grade levels or 

vocational programs whose membership days differ from the rest of the school 

population. This especially includes alternate day or half day programs. 

By default, each school has a MASTER CALENDAR defining the dates school is in 

session. This MASTER CALENDAR is automatically created as the attendance is done 

each day. By default, each day is worth ONE membership day. In the event of an early 

dismissal day for a snow storm or parents' conferences, the MASTER CALENDAR may 

be edited to define a date as only being worth 1/2 membership day (or any other value). 

All values in the MASTER CALENDAR apply to every student in your school 

UNLESS you create ALTERNATE CALENDARS. 

An unlimited number of ALTERNATE CALENDARS may be created and then 

assigned to entire grade levels or even to individual students. 

For example, assume that we have an every other day kindergarten. Half the students go 

on one day and the other half on the other day. (Day A and Day B kindergarten). Create 

a data base field to identify which group a child is in. Two ALTERNATE 

CALENDARS will be created and named “Day A Kindergarten” and “Day B 

Kindergarten”. Using the data base field, these can easily be assigned to the appropriate 

students. Your attendance registers will now correctly calculate the membership 

statistics and Average Daily Attendance for these students. These kindergartners should 

all show 90 membership days and NOT the 180 membership days that all other students 

in your school will have. 

While the MASTER CALENDAR shows a “1” as the membership value of almost all 

days, your new ALTERNATE CALENDARS will show the following membership 

values: 

Example Calendar 

Definition 

Master Calendar 1-1-1-1-1-1... 

Day A Kindergarten 1-0-1-0-1-0... 

Day B Kindergarten 0-1-0-1-0-1... 

NOTE: 

If you do not use ALTERNATE CALENDARS, in order for your register to be accurate, 

you would have to batch add an “N” (NON-membership code) to all kindergartners who 

were not in school that day. 

The attendance codes for a student may not exceed the membership value for that student's 

calendar for that day. For example, a full absence or a 1/2 absent on a day with 1/2 

Membership will count just 1/2. 


Accessing the Alternate Calendars Feature 

Calendar 

Accessing the Alternate Calendars Feature 

The alternate calendar feature is part of the Calendar program within the Attendance 

module. Users must have the propers rights and connections to access this feature. 

To Access the Alternate Calendars Setup Feature: 

1 In the Attendance module, click Calendar. 

The Calendar window appears. 

2 In the upper-left-hand corner of the window, click Alternate Calendar Setup. 

The Alternate Calendar Setup window appears. This window allows you to start every 

function of the Alternate Calendar feature, described in the following sections. 


Calendar 

Creating an Alternate Calendar 


You must first create an alternate calendar before you can apply it to your students. 

To Create an Alternate Calendar: 

1 In the Alternate Calendar Setup window, select Create/edit Alternate 

Calendars, and then click Next. 

The Create/Edit Alternate Calendars window appears. 

2 Click New. 

The Enter New Alternate Calendar Name window appears. 

3 In the text box, enter the name for your new calendar, and then click Save. 


The Rules for Adding Days to Alternate Calendars window appears. 

Calendar 


NOTE: 

4 In the Calendar drop-down menu, select the alternate calendar for which 

you want to set rules. 

5 Use the appropriate radio button to indicate whether the calendar will reflect 

a Daily Pattern or be a calendar with Alternating Days: 

• Daily Patterns: You set the membership values for each day of the week. 

• Alternating Values: The calendar sets the membership values for each day based on 

the previous day. 

6 Set the values for the days of your selected calendar in the corresponding 

text box. 

Any calendar can have any membership value as long as the value in an alternate calendar 

does not exceed the value for the same date in the master calendar. 

7 To save the membership values for the selected alternate calendar, click 

Save [F10]. 

An information window appears stating “The rules for this calendar have been 

successfully saved.” 

8 Click Done to close the information window. 


Calendar 


You can change the values for other selected alternate calendars by repeating steps 4 

thru 8. When complete, click Exit [Esc] to close this window, and then click Exit again 

to close the Create/Edit Alternate Calendar window. 


You have two options when assigning alternate calendars. 

• The Assign Calendars to Grade Levels (for future students) option only affects new 

students, not existing students. It also determines the default calendar to use with new 

students in selected grades. 

• The Assign Calendars to Existing Students option lets you apply the alternate 

calendar to existing students or staff. 

Assigning Alternate Calendars to Grade Levels 

The Assign Calendars to Grade Levels feature determines the default calendar to use for 

new students. You can specify which alternate calendar to apply to any new student 

added to a specific grade level. 

NOTE: 

To apply an alternate calendar to existing students, see “Assigning Calendars to Existing 

Students” on page 7-16. 

To Assign Alternate Calendars to Grade Levels: 

1 In the Alternate Calendar Setup window, select Assign Calendars to Grade 

Levels, and then click Next. 

The Assign Calendars to Grade Levels window appears. 


Calendar 


2 Use the Browse button next to each grade level to display the Select a 

Membership Calendar window. 

3 Choose an alternate calendar, and then click Select. 

The sample above has Morning Kindergarten selected. 

The Assign Calendars to Grade Levels window re-appears. 


Calendar 


Assigning Calendars to Existing Students 

Batch assigning calendars allows you to apply an alternate calendar to existing students, 

whether it’s entire grade levels or individual students. To only apply an alternate 

calendar to new students, see “Assigning Alternate Calendars to Grade Levels” on 

page 7-14. 

To Assign Calendars to Existing Students: 

1 In the Alternate Calendar Setup window, select Assign Calendars to 

Existing Students, and then click Next. 

The Calendar Batch Entry window appears. 

Before assigning a calendar, you must first set the specifications to choose the grade 

range, as well as whether to include active and/or inactive students. 

2 Click Inspect/Change Specifications. 

The Specifications: Batch Assign Calendars window appears. 

3 Set the specification as desired. 

See the table on the next page for a description of each Specification. 


Calendar 


Batch Assign Calendar Specifications 

Specification 

Description 

1) Start Grade 

for All Grades 

Choose the start grade; Only students inside the Start Grade to 

End Grade interval will be included in the assignment list. 

2) End Grade for 

All Grades 

3) Active/ 

Inactive 

Students 

Choose the end grade. Only students inside the Start Grade to 

End Grade interval will be included in the assignment list. 

Choose whether to include active, inactive, or both types of 

students 

4 Click Done to confirm and exit this window and return to the Calendar Batch 

Entry window. 

The options for the Calendar Batch Entry window are described in the table below. 

Calendar Batch Entry Window 

Option 

Grade Number 

All Grades 

Staff 

Description 

Batch enters a calendar only for students in a particular grade 

level. 

Batch enters an alternate calendar for students in all grade levels 

or a range of grade levels. The specifications window appears, 

allowing you to change or confirm the grade range. 

Batch enters an alternate calendar for staff members. 

NOTE: 

5 Select your range, and then click Next. 

Remember, if you select All Grades, the Specifications window re-appears for you to define. 


Calendar 


The Select a Calendar window appears. 

6 Select the calendar you want to apply to your range, and then click Select. 

The Batch Enter for Which...? window appears. 

7 Use this window to further define the range of students or staff to which you 

want to apply the alternate calendar. 

The option you select determines which window appears. The table below defines each 

option and the results of selecting that option. 


Calendar 

Setting Rules for Adding Days to Alternate Calendars 

Option Results 

Option 

All Students 

Individual 

Students 

Students 

Matching your 

Data Base 

Criteria 

Selecting This Option Will: 

Include all students within the limits set using the Batch Entry 

Specifications. 

Opens a new window in which you can select individual students 

to include in the batch entry. You can use the Windowsstandard 

Shift-click and Ctrl-click multi-select options. 

Opens an Address window showing each of the database fields for 

students. Highlight any fields on any page and type in the criteria 

students must meet in order to be included in the batch entry. 

After applying your option, the calendar applies, then displays a prompt window, giving 

you the option to view the log file. 

The log file shows you the changes made to the affected students or staff. 

8 Decide whether to view the change log. 

You are then returned to the Calendar Batch Entry window. 


When adding days to the master school calendar in the daily or period attendance 

programs, each day has a default value of one day. This option sets the default 

membership values for alternate calendars. 

NOTE: 



Rules, or properties, can make it easier when adding days to alternate calendars. For 

example, if a kindergarten meets every other day, you can make a rule so that 

membership days automatically alternate between 1 and 0. 

NOTE: 

Rules only apply to the membership values of future dates that will be added. To modify the 

membership values of existing dates, use the procedure detailed as “Editing Membership 

Values for Existing Days” on page 7-22. 


Calendar 


To Set Rules for Adding Days to Alternate Calendars: 

1 In the Alternate Calendar Setup window, select Create/Edit Alternate 



2 Click Properties. 


Calendar 


The Rules for Adding Days to Alternate Calendars window appears. 

NOTE: 

3 In the Calendar drop-down menu, select the alternate calendar for which 

you want to set rules. 

4 Use the appropriate radio button to indicate whether the calendar will reflect 

a Daily Pattern or a be a calendar with Alternating Days: 

• Daily Patterns: You set the membership values for each day of the week. 

• Alternating Values: The calendar sets the membership values for each day based on 

the previous day. 

5 Set the values for the days of your selected calendar in the corresponding 

text box. 



6 To save the membership values for the selected alternate calendar, click 

Save [F10]. 

An window appears, stating, “The rules for this calendar have been successfully saved.” 

7 Click Done to close the information window.You can change the values for 

other selected alternate calendars by repeating steps 3 thru 7. When 

complete, click Exit [Esc] to close this window. 


Calendar 

Editing Membership Values for Existing Days 


You can change the value for any day already existing in any alternate calendar. You do 

this through the Create/Edit Alternate Calendar feature. 

To Edit Membership Values: 

1 In the Alternate Calendar Setup window, select Create/Edit Alternate 



2 Select the calendar whose membership values you want to edit, and then 

click Properties. 


The Rules for Adding Alternate Days to Calendars window appears. 

Calendar 


3 Click Assign/Edit Values to Existing Calendar Days. 


Calendar 


The Assign/Edit Values to Existing Calendar Days window appears. 

NOTE: 

4 In the New Membership Value field, enter the new value. 

5 In the list of days, select the days for which you want to change to the new 

membership value. You can use the Windows-standard Shift-click and Ctrlclick 

multi-select options. 

6 Click Save [F10] to save the changes 

An information window appears stating “The rules for this calendar have been 

successfully saved.” 

7 Click Exit to close this window and return to the Rules for Adding Days to 

Alternate Calendars window. 

To return to the Alternate Calendar Setup window, click Exit twice more. 


Calendar 

Reporting Which Students are Assigned to Which Calendars 

Reporting Which Students are Assigned to Which Calendars 

The Alternate Calendar Setup window lets you generate a list of which students use 

which calendar. 

To List Which Students are Assigned to Which Calendars: 

1 In the Alternate Calendar Setup window, select Report: Which Students are 

Assigned to Which Calendars, and then click Next. 

The Alternate Calendars lookup window appears. 

2 Choose the calendar for which you want to generate a list, and then click 

Select. 

The sample above has Master School Calendar selected. 

A report generates, listing all students that use the Master School Calendar. 


Calendar 

Selecting an Alternate Calendar When First Opening an Attendance Program 


When you add a new day to the calendar in either the Enter Daily Attendance or Enter 

Period Attendance program, you are prompted to select a calendar and membership 

value. You can change the calendar you use for that particular day (or period) as well as 

change the actual membership value for that Calendar. 

NOTE: 

The very first time you open either Enter Daily Attendance or Enter Period Attendance will 

display a warning message that asks you to confirm that you are entering a day to the 

calendar. Click Yes to proceed. 

To Select an Alternate Calendar When First Opening an Attendance Program: 

1 Opening either Enter Daily Attendance or Enter Period Attendance displays 

the Adding a Day to the Calendar window appears: 

2 Choose a calendar to use by selecting it from the list, and then clicking Next. 


Calendar 


Changing the Membership Value of a Calendar 

You can change the membership value for a selected calendar within the Attendance 

module’s Calendar program. 

You can also change the calendar used by a particular student in the Attendance Correct 

program. See “Changing the Calendar Used by an Existing Student in Attendance 

Correct” on page 7-30. Also see “Changing the Membership Value of a Calendar for a 

New Day” on page 7-28 to learn how to change the membership value when you create 

a new day in the attendance calendar. 

To Change the Membership Value of a Calendar: 

1 In the Attendance module, click Calendar. 

The Calendar window appears. 

2 Select the date whose membership value you want to change. 

3 Click F3 Edit. 

The F5 Batch Edit option becomes available. 

4 Click F5 Batch Edit. 


Calendar 


The Assign Membership Values window appears. 

NOTE: 

5 In the Membership Column, select and change the value as desired. 

Clicking Duplicate will change the values for all calendars in the list to the membership 

value currently highlighted. 

6 Click Done to save and exit the Assign Membership Values window and 

return to the Calendar Program window. 

Changing the Membership Value of a Calendar for a New Day 

Optionally, you can change the membership value for a selected calendar when adding 

a day to the calendar. 

You can also change the calendar used by a particular student in the Attendance Correct 

program. See “Changing the Calendar Used by an Existing Student in Attendance 

Correct” on page 7-30. 


Calendar 


To Change the Membership Value of a Calendar for a New Day: 

1 The first time that you open either Enter Daily Attendance or Enter Period 

Attendance when adding a day to the calendar, the Adding a Day to the 

Calendar window appears: 

2 Choose a calendar to use by selecting it from the list. 

3 Click Change Member Value. 

The Assign Membership Values window appears. 


Calendar 

Changing the Calendar Used by an Existing Student in Attendance Correct 

4 In the Membership Column, select and change the value as desired. 

NOTE: 

Clicking Duplicate will change the values for all calendars in the list to the membership 

value currently highlighted. 

5 Click Done to save and exit the Assign Membership Values window and 

return to the Adding a Day to the Calendar window. 

Changing the Calendar Used by an Existing Student in Attendance Correct 

The the Attendance Correct program lets you change the calendar used by an existing 

student. 

To change the Calendar Used by an Existing Student in Attendance Correct: 

1 In the Attendance module, click Correct. 

The Correcting Attendance window appears. 

2 Click Lookup to select a student whose calendar you want to change. 

3 The top-right corner of the student’s attendance record displays the 

calendar used by the student. For example, following the student uses the 

Morning Kindergarten calendar. 


Calendar 

Selecting a New Student’s Calendar in the Data Base Module 

4 Click the Browse button to the right of the field to display a list of 

calendars. 

5 Select the desired calendar and then click Next to change the calendar. 

Selecting a New Student’s Calendar in the Data Base Module 

The Data Base module’s New Files program lets you select a new student’s calendar 

from the list of available, alternate calendars. The program uses the master school 

calendar as the default calendar value. 

To learn how to change the calendar used by an existing student, see “Changing the 

Calendar Used by an Existing Student in Attendance Correct” on page 7-30. 

To Select a New Student’s Alternate Calendar: 

1 In the Data Base module, select New Files to display the Add or Edit Names 

for Students or Staff window. 

2 In the Grade drop-down menus, select the appropriate grade level. 

3 Click Add to make the Calendar field available. 

4 Select the desired alternate calendar from the Calendar drop-down menu. 

5 Use the Enter ID or Name field to select a student. 

6 Click F10-Accept to confirm and exit this window. 



Calendar 

Selecting a New Student’s Calendar in the Data Base Module

8 

Batch Entry 

Navigating to Batch Entry . . . . . . . . . . 8-3 

Navigation Menu. . . . . . . . . . . . . . . . 8-3 

Shortcut Bar . . . . . . . . . . . . . . . . . . . 8-4 

Toolbar Menu . . . . . . . . . . . . . . . . . . 8-4 


Batch Entry Menus . . . . . . . . . . . . . . . 8-6 

How to Batch Enter Attendance Codes 8-7 

Batch Entering Attendance Codes 

for Students or Staff . . . . . . . . . . . . 8-8 

Viewing the Batch Entry Log . . . . . . 8-10 


Batch Entry 

Introduction 

The Batch Entry program allows you to automatically enter attendance codes for more 

than one student at a time. For example, if all students who play baseball will have a 

field trip on a particular school day, you can batch enter the code FT with a time of 

11:30. Any Attendance Code, (including Present), can be batch entered into either the 

code 1 or code 2 slots. Optionally, the time for each attendance code can also be included 

in the batch entry. A batch entry can be performed for the following groups: 

• All students or staff in your school 

• All students within a range of grade levels 

• All students within a grade level 

• Individual students or staff 

• All students/staff with a matching data base field entry 

Batch entries that were performed prior to the actual calendar day can be printed on the 

daily bulletin. In order to view and print these entries, you must select the Include 

Previous Attendance option on the Enter Daily Attendance menu (see “Including 

Previous Attendance Data” on page 4-7). The results of any batch entry can be viewed 

using the View Log option on the Attendance Batch Entry Menu 1 (see “Batch Entry 

Menus” on page 8-6). Alternatively, you can use the Correct program to view or edit 

the batch entered attendance code for any student. Selecting View Log from Print Menu 

2 produces a Batch Entry Report, similar to the one shown below. 


Navigating to Batch Entry 

Use any of the following methods to navigate to the Batch Entry program. 

Navigation 

Menu. 




press Enter 

OR 



OR 




Next. 

2 From the 


menu: 


OR 

• Double click 8 

Batch Entry 

OR 


Batch Entry, and 

single click Next 

Batch Entry 

Navigating to Batch Entry 


Batch Entry 


Shortcut Bar 


2 Click Batch Entry. 

Toolbar Menu 


2 Choose Attendance Plus Batch Entry. 


The Batch Entry Specifications window appears as follows. 


Specifications: Attendance Batch Entry 

Specification 

1) Which School Day 

Number 

Description 

Batch Entry 


Select any school day currently in the calendar. You 

may also select Year Start for a day 0 entry code, or 

Next Day for the date following the most recent 

calendar day. 

2) Attendance Code 1 Select the Attendance Code to be recorded in the 

code 1 slot. Not Selected means that 

no new code or time will be entered. All other 

Attendance Codes or blanks in this slot will remain 

after the batch entry. 

3) Attendance Time 1 Type in the time associated with the batch entered 

attendance code. You may also select Not Selected 

to leave whatever time is currently in 

the field. 

4) Attendance Code 2 Select the Attendance Code to be recorded in the 

code 2 slot. 

5) Attendance Time 2 Type in the time associated with the Attendance 

Code in the code 2 slot. 

6) Start Grade for all 

Grades 

7) End Grade for all Grades 

8) Include Active/Inactive 

Students 

To batch enter Attendance Codes for a range of 

grade levels, you must indicate the start and end 

grades to include in the range. Once you have 

indicated a range, select All Grades from Batch 

Entry Menu 1. 

Choose whether to include or omit inactive students 

(students who have been withdrawn using the New 

Files program). 


Batch Entry 

Batch Entry Menus 

Batch Entry Menus 

Batch Entry Menu 1 can be used to limit the batch entry to a single grade level or range 

of grade levels, or to staff members. The date selected for the batch entry is listed at the 

top of this menu. Batch Entry Menu 2 can be used to further limit the batch entry to 

specific students or staff members. 

Attendance Batch Entry Menu 1 

Grade Number 

All Grades 

Staff 

Inspect/Change 


View Log 

If batch entering only for students in a particular grade level, 

select the grade level here. 

Choose this option if batch entering for students in all grade 

levels or a range of grade levels (determined by specifications 6 

and 7). 

You may choose to batch enter attendance codes for staff 

members using this menu option. 

Opens the Batch Entry Specifications Screen. 

Generates a printed log which includes the school day number 

and date, the attendance code(s) and time(s) and each student 

included in your last batch entry. 


Batch Entry 

How to Batch Enter Attendance Codes 

Attendance Batch Entry Menu 2 

Option 

All Students 

Individual Students 

Students Matching your 

Data Base Criteria 

Description 

Includes all students within the limits already set 

using the Batch Entry Specifications and Batch 

Entry Menu 1. 

Opens a new window in which you can select 

individual students to include in the batch entry. 

Opens an Address window showing each of the 

database fields for students. Highlight any field or 

fields on any page and type in the criteria 

students must meet in order to be included in the 

batch entry. 

Main Menu Brings you back to Batch Entry Menu 1. 


Use the Batch Entry program to enter Attendance Codes for several students at one 

time. You may batch enter to all students in a specific grade level or range of grade 

levels, to individual students, or to all students who share a common data base field 

entry. After navigating to the Batch Entry program, you begin by setting the desired 

specifications. 


Batch Entry 


Batch Entering Attendance Codes for Students or Staff 

To Batch Enter Attendance Codes for Students or Staff: 

1 Use the Batch Entry Specification window to select the school day, codes, 

grade range (for All Grades) and students (active or inactive) to include in 

the batch entry. Refer to page “Specifications” on page 8-4 for a description 

of each specification. 

2 To accept the selected specifications, press Enter or click Done. 


Batch Entry 


3 From Attendance Batch Entry Menu 1 specify a grade level, all grades, or 

staff to include in the batch entry. Press Enter or click Next. 

4 From Attendance Batch Entry Menu 2 (see page “Attendance Batch Entry 

Menu 2” on page 8-7), Select the students to include in the batch entry. 


Batch Entry 


Viewing the Batch Entry Log 

To View the Batch Entry Log: 

1 From the Batch Entry Specifications window, click Done. See 

“Specifications” on page 8-4. 

The Batch Entry Menu 1 window appears. 

2 Choose View Log, and then click Next. 

The sample report shown below shows the details of your last batch entry. 


Numerics 

1 Student Per Phone #, 6-37 

A 

Active Letter/Report, 6-26 

Adding 

Attendance Codes, 1-15 

Calendar Days, 4-6, 7-7 

Days to the Calendar, 4-6 

Register Codes, 1-12 

Adding Days to the Calendar 

setting rules, 7-19 

Advisor’s Report, 6-56 

Alternate Calendar Setup 

accessing, 7-11 


accessing, 7-11 

assigning, 7-14 

assigning to exisiting students, 7-16 

assigning to grade levels, 7-14 

assigning to new students, 7-14 

creating, 7-12 

setting rules, 7-19 

ASCII Export 

Export 

ASCII, 6-37 

Attendance Code View 

in Correct, 5-7 

Print, 5-7 

Report, 6-60 


Default List of, 1-8 

How to Add, Edit or Delete, 1-15 to 1-17 

Overview, 1-7 

Program Screen, 1-10 to 1-11 

Attendance Correct 

using alternate calendars, 7-30 

B 

Batch Edit 

membership values, 7-22 

Batch Entry 

Log, 8-10 

Menu 1, 8-6 

Navigate to, 8-3 

Overview of, 8-2 

Specifications, 8-4 to 8-5 

Step-by-Step, 8-7 

Blank Search/Sort Categories, 2-10, 6-10, 6-28 

Bulletin, 4-21 

Buttons 

in View/Edit Letters/Reports, 6-33 to 6-35 

C 

Calendar 

Building, 4-3, 7-2 

Days, 7-5 

Editing, 7-3 

How to Delete Days, 7-8 

How to Edit, 7-6 

How to Insert Days, 7-7 

How to Print, 7-8 

Navigating to, 7-3 


Program Screen, 7-5 to 7-6 

Step-by-Step, 7-6 to 7-9 

Changing Attendance Default Calendar in 

Attendance, 7-26 

Changing Membership Value of a Calendar, 7- 

27 

Changing Membership Value of a Calendar for 

a New Day, 7-28 

Code 1 Slot, 4-17, 5-6 

Code 2 Slot, 4-17, 5-6 

Codes 

Attendance Report Writer, 6-45 to 6-53 

Data Base Report Writer, 6-42 to 6-43 

for Attendance Search Reports, 6-47 

Index-i

for Register Reports, 6-50 to 6-54 

for tables in reports, 6-45 

Specific to a Date or School Day Number, 6-48 

Specific to an Attendance or Register Code, 6-49 

Consecutive 

Absences, 4-23 

Tardies, 4-25 

Correct 

Attendance Code View, 5-7 

Calendar View, 5-6 

Navigating to, 5-3 to 5-4 

Register Code View, 5-8 

Specifications, 5-11, 5-11 to 5-12 


Creating Alternate Calendars, 7-12 

Cumulative 

Absences, 4-23 

Tardies, 4-25 

Current Task, 6-25 

Current Time, 4-12 

D 

Daily Records 

Report, 6-72 to 6-75 

Tasks, 6-13 to 6-14 

DataBase Module 

using with alternate calendars, 7-31 

Date 

Batch Entry, 8-5 

Calendar, 7-5 

Default 

Attendance Code, 4-11, 4-16 

Attendance Code for Swiper Mode, 4-12 

Attendance Code List, 1-8 

Grade Level, 4-10, 4-16 

Register Code List, 1-5 

Tasks, 6-11 to 6-23 

Time, 4-11 

Deleting 


Calendar Days, 7-8 


Reports, 6-34 

Duplicate Letter Check, 6-27 

E 

Edit 

Attendance Data for one Student, 5-15 

Period Attendance Data for one Student, 5-16 

Edit Menu 


Editing 


membership values, 7-22 


the Calendar, 7-3 

Enrollment Report, 6-71 


Adding a Day to the Calendar, 4-6 

Building the Calendar, 4-3 

Entry Specifications, 4-10 to 4-14 

Include Previous Attendance Data, 4-7 

Manual Entry Screen, 4-15 to 4-17 

Menu, 4-8 



Scanner Entry, 4-18 to 4-20 

Enter Time, 1-11 

Entry, 5-9 

Codes, 5-9 

Reports, 6-69 

Entry and Withdrawal Codes, 5-9 

Excused/Unexcused and Blank, 1-10, 1-11, 1-16, 6-28 

Exisiting Students 

assigning alternate calendars, 7-16 

Export 

Advisor’s List, 6-11 

Index-ii

F 

File Menu 


Fixed Length Fields, 6-37 

Fonts 

Color, 6-39 

in the Daily Bulletin, 4-25 

in the Report Writer, 6-38 to 6-39 

Size, 6-39 

Function Keys 

in View/Edit Letters/Reports, 6-38 

G 

Grade Levels 


Grade Quick 

Attendance Code Link, 4-14 

Export Homeroom Rosters 2-8 

Import Attendance 

from Grade Quick, 4-8 

H 

Headings 

on Homeroom Attendance Forms, 2-8 

on Period Attendance Forms, 3-7, 3-11 

Homeroom Field 

in Address, 2-3, 2-8 

Homeroom Roster, 2-3 

I 

Include 

Blank Search/Sort Categories, 2-10 

Previous Attendance Data, 4-7 

Inserting 

Calendar Days, 7-7 

Inspect/Change Specifications. 

See Specifications 

Interval Beginning Date, 6-27 

Introdiction 

alternate calendars explained, 7-10 

L 

Letter Codes, 5-6 

Letters, 6-21 to 6-22, 6-76 to 6-82 

Line Spacing 

on Homeroom Attendance Forms, 2-8 

on Period Attendance Forms, 3-7, 3-8 

M 

Manual Attendance Entry Forms, 2-8, 2-13 

Membership Days 

Calendar, 7-6 

Membership Values 

batch editing, 7-22 

setting for alternate calendars, 7-19 

N 

New Students 


Non-Member Codes, 5-9 

Nurse Dismissals, 4-8 

O 

Options Menu 

in View/Edit Letters Reports, 6-37 

P 

Page Setup 

in the Report Writer, 6-40 

Partial Week 

Entering, 5-16 


by teacher, 3-15 

Phone Master Export 

Export 

Phone Master, 6-59 

Index-iii

Preview 

Generate Report, 6-37 

Primary Filter, 6-6 to 6-7 

Print Attendance Data for one Student, 5-14 




Print Menu 1, 2-11 


Specifications, 2-6 to 2-10, ?? to 3-14 

Step-by-Step, 2-17 




Page/Printer Setup, 3-9 to 3-16 

Print Menu, 3-16 to ?? 

Specifications Page 1, ?? to 3-11 


Print Preview, 2-10, 4-24 

Reports, 6-28 

Printing 

the Calendar, 7-8 

R 

Register 

Tasks, 6-12 to 6-13 

Register and Attendance Codes 




Register Code Link 

Value, 1-16 

Register Code Links, 1-8 to 1-10, 1-16 

Excused or Unexcused, 1-10, 1-16 

Values, 1-9, 1-11 

Register Code List, 1-5 

Register Code Report, 6-63 

Register Code View 

in Correct, 5-8 


Definiton of, 1-5 

How to Add, Edit or Delete, 1-12 to 1-15 

How to Define, 1-5 

Program Screen, 1-6 

The Default List, 1-5 

Register Reports, 6-84 to 6-91 

Rename Reports, 6-39 

Report Writer 


Overview of, 6-3, 6-6 


Report Writer Print Menu 1, 6-30 

Specifications, 6-25 to 6-28 

Tasks, 6-8 

Reporting 

which students use which calendar, 7-25 

Rotation Day Number, 7-5 

Rules 

for adding days to the calendar, 7-19 

S 

Scan Link Codes, 4-13 

Scan/GQ Replace Existing Codes, 4-14 

Scanner Attendance Entry, 4-18 to 4-20 

Scanning 

Daily Attendance Entry, 4-18 

Entry Forms, 2-8 

School Day Number, 7-5 

Search 

Attendance Code, 6-27 

in the Report Writer, 6-40 

Register Code, 6-27, 6-28 

Search Menu 


Search Reports 

Attendance Code, 6-63, 6-64, 6-67, 6-68 

Register Code, 6-65, 6-67, 6-68 

Secondary Filter, 6-6 to 6-7, 6-26 

Size of Scanning File, 3-11 

Index-iv


Attendance Report Writer, 6-25 to 6-28 

Batch Entry, 8-4 to 8-5 

Correct, 5-11 to 5-12 

Enter Daily Attendance, 4-10 to 4-14 

Print Homeroom Attendance Forms, 2-6 to 2-10, 3-14 

Staff 

Attendance Entry, 4-8 

Print Codes, 4-23 

Print on Bulletin, 4-23 

Students 


Substitute, 4-12 

Swiper Mode, 4-16 

T 

Tardy Slips, 4-24 

Tasks 

Attendance Report Writer, 6-8 

Current, 6-25 

Default, 6-11 to 6-23 

User Defined, 6-24 

User-Defined, 6-24 

Time 1 Slot, 4-17, 5-6 

Time 2 Slot, 4-17, 5-6 

Time Link Time, 1-11 

Time Linked Codes, 1-7, 1-11, 1-15 

Toolbar 


V 

View Attendance Data for one Student, 5-14 

View Log 

Batch Entry, 8-6, 8-10 


Toolbar Menus, 6-33 to 6-38 

View/Edit Period Rotation, 7-9 

W 

Window Menu 

in View/Edit Letters/Reports, 6-38 

Withdrawal, 5-9 

Y 

Year-to-Date, 6-27 

Index-v

Daily Attendance - Rediker Software, Inc.

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