WSIPC Guide to Attendance - North Central Education Service District

WSIPC Guide toAttendance

COPYRIGHT© Copyright 2010 by Washington School Information Processing Cooperative. All rights reserved.Reproduction of any part of this manual in any medium without the express and written permission of WashingtonSchool Information Processing Cooperative (WSIPC) is prohibited by law.This edition is printed in the United States of America.The contents may be corrected or modified by revisions without prior notice. Pages may be added, deleted, orchanged as required.The WSIPC logo is a registered trademark of Washington School Information Processing Cooperative.Skyward ® is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.

ContentsIntroduction ....................................................................................................................................1Overview of Attendance ................................................................................................................4Attendance Codes...........................................................................................................................5Absence Type Codes ....................................................................................................................5Adding or Editing an Absence Type Code ...............................................................................6Using the Absence Category of Other ......................................................................................8Deleting an Existing Absence Type Code ................................................................................8Clone Existing Absence Type Code .........................................................................................8Absence Reason Codes ................................................................................................................9Adding an Absence Reason Code .............................................................................................9Cloning an Existing Absence Reason Code ...........................................................................10Attendance Periods .....................................................................................................................10Event Codes ................................................................................................................................13Configuring the Calendar ...........................................................................................................14Calendar Description ..................................................................................................................14Calendar Master .........................................................................................................................15Adding a Calendar Master ......................................................................................................16Calendar Details .........................................................................................................................18Adding Calendar Details .........................................................................................................18Calendar Terms ..........................................................................................................................20Calendar Days ............................................................................................................................21Generate Calendar Days .........................................................................................................21Working with Individual Calendar Days ................................................................................23Editing or Deleting Calendar Days .........................................................................................25Adding an Event to a Calendar Day .......................................................................................26Assign Day Bell Schedule Utility ...........................................................................................26Mass Change Calendar Days Utility .......................................................................................28Mass Delete Calendar Days Utility ........................................................................................28Bell Schedule ..............................................................................................................................29Attendance Configuration ...........................................................................................................30Entity Year Configuration ..........................................................................................................30Use Attendance Transaction Tracking ....................................................................................30Fill Periods of Attendance Based on Schedule .......................................................................30Attendance Letter Setup .............................................................................................................31Entering Attendance ....................................................................................................................32Attendance By Date ...................................................................................................................32Entering Attendance by Date ..................................................................................................32Editing Attendance By Date ...................................................................................................34Deleting Attendance by Date ..................................................................................................34User Entry Defaults ................................................................................................................34WSIPC Guide to AttendanceUpdated July 2010i

Attendance by Student ...............................................................................................................36Entering Attendance by Student .............................................................................................37Editing Attendance by Student ...............................................................................................37Deleting Attendance by Student .............................................................................................38Other Features in Attendance by Student ...............................................................................38Processing Parent Entered Request ............................................................................................44Attendance by Class or Activity .................................................................................................47Device Entry ...............................................................................................................................49Codes ......................................................................................................................................49Utilities ...................................................................................................................................49Sim Scan .................................................................................................................................49Wanding ..................................................................................................................................59Taking Attendance Using Student Demographics .....................................................................59Taking Attendance in Student Profile .....................................................................................59Taking Attendance in Student Browse ...................................................................................60Attendance History ......................................................................................................................61Adding an Attendance History Record ......................................................................................61Attendance Letters .......................................................................................................................63Configuring Attendance Letters .................................................................................................63Attendance Letter Setup .........................................................................................................63Thresholds ...............................................................................................................................63Letter Attendance Type ..........................................................................................................66Date Ranges ............................................................................................................................67Attendance Update .....................................................................................................................69Generating Attendance Letters ...................................................................................................73Creating Attendance Letter Templates ...................................................................................73Running Attendance Letters ...................................................................................................74Using a Custom Attendance Letter Template .........................................................................77Creating a Mail Merge File .....................................................................................................78Creating Discipline Records ...................................................................................................78Creating a Custom Attendance Letter Template ........................................................................80Attendance Letter Summary Report ...........................................................................................86Maintain Attendance Letters Sent ..............................................................................................87Schedule Letters .........................................................................................................................89Attendance Transaction Tracking..............................................................................................91Enabling Attendance Transaction Tracking ...............................................................................91Tracking Attendance Transactions by Student ...........................................................................91Tracking Attendance Transactions by Attendance Date ............................................................92Tracking Attendance Transactions by Transaction Effective Date ............................................92Office Visits...................................................................................................................................93Office Visit Codes ......................................................................................................................93Creating an Office Visit Reason Code ....................................................................................93Editing and Deleting an Office Visit Reason Code ................................................................94Comment Codes ......................................................................................................................94Student Entry into Office Visits .................................................................................................94WSIPC Guide to AttendanceUpdated July 2010ii

Office Visit Master .....................................................................................................................95Adding a Student to Office Visit Master ................................................................................95Admitting a Waiting Student ..................................................................................................96Deleting an Office Visit Record .............................................................................................96Updating Attendance ..............................................................................................................96Entering Office Visits by Student ..............................................................................................97Attendance Reports .....................................................................................................................98Common Attendance Report Template Options ........................................................................98Daily Reports ............................................................................................................................100Day Summary .......................................................................................................................101Period Detail .........................................................................................................................102Admit Slips ...........................................................................................................................102Do Not Admit Slips ..............................................................................................................103Unrecorded Class Attendance ...............................................................................................104Reports by Student ...................................................................................................................105Monthly Quarterly ................................................................................................................105Attendance Graphs ................................................................................................................109Attendance Detail or Summary ............................................................................................110Teacher/Class Rollbook Report ............................................................................................113Teacher/Class Summary Report ...........................................................................................113Attendance Membership Report ...........................................................................................113Consecutive Absences Report ..............................................................................................114Absence Occurrence Report .................................................................................................1152 nd and 5 th Period Class Report .............................................................................................116Comment Report ...................................................................................................................117Absence Reason Report ........................................................................................................117Yearly Summary History ......................................................................................................117In/Out Minutes Log Report ..................................................................................................117Accumulative Absences Report ............................................................................................118Column Report by Student/Date ...........................................................................................119Master Absence List Report .................................................................................................120Average Attendance by Term/Period ...................................................................................120Enrollment Report ................................................................................................................121Reports by Class .......................................................................................................................121Teacher/Class Attendance Report .........................................................................................121Advisor Attendance Collection Form ...................................................................................122Column Report by Grade/Period ..........................................................................................122Verification Reports .................................................................................................................123Teacher Verification Report .................................................................................................123Batch Class Attendance Report ............................................................................................123Attendance Transaction Tracking Report .............................................................................123Schedule & Enrollment Inconsistencies Report ...................................................................124Suspect or Questionable Attendance Report ........................................................................124Attendance-Related State Reports ............................................................................................126Unexcused Absences for Grades 1-8 ....................................................................................126Attendance Truancy Report ..................................................................................................126WSIPC Guide to AttendanceUpdated July 2010iii

Tutorials included with this GuideWSIPC has created several tutorials that accompany this Guide. Links to these tutorialsare provided in the table below. The tutorial links also appear at the end of each relatedsection in this Guide. The tutorials use spoken instructions, so be sure the volume on yourcomputer is not muted. To ensure you can view the tutorial without using scroll bars,make sure your screen resolution is 1280 x 1024 or higher.To View a tutorialonAttendance LettersSetupAttendance LettersThresholdsAttendance LettersLetter AttendanceTypeAttendance LettersDate RangesAttendance LettersAttendance UpdateAttendance LettersGeneratingAttendance LettersAttendance LettersCreating a MailMerge FileAttendance LettersCreating aDiscipline RecordAttendance LettersSummary ReportAttendance LettersMaintainAttendance LettersSentClick this linkhttps://connect.wsipc.org/attltrssetup/https://connect.wsipc.org/attltrsthresholds/https://connect.wsipc.org/attltrletterattendancetype/https://connect.wsipc.org/attltrsdateranges/https://connect.wsipc.org/attltrsattendanceupdate/https://connect.wsipc.org/attltrsgeneratingattendanceletters/https://connect.wsipc.org/attltrscreatingamailmergefile/https://connect.wsipc.org/attltrscreatingadisciplinerecord/https://connect.wsipc.org/attltrssummaryreport/https://connect.wsipc.org/attltrsmaintainattendanceletterssent/WSIPC Guide to Attendance 2Updated July 2010

Attendance LettersSchedule Lettershttps://connect.wsipc.org/attltrsscheduleletters/WSIPC Guide to Attendance 3Updated July 2010

Overview of AttendanceAttendance information is gathered several different ways:• By phone• Through email• In face-to-face conversations with students and guardians• Through handwritten student sign-in/sign-out logs• Using Paper collection forms• Through Educator Access Plus• Through Family or Student AccessSome of these methods, such as face-to-face conversations or paper collection forms,require office personnel to enter the information into the system. Others, such asEducator Access Plus, allow teachers to enter the information directly into the database.Entities that existed during previous school years do not need to set up Attendance Codesbecause the codes are cloned during the Student Year End process. However, when a newEntity is added to the district, Attendance codes must be configured as described in thefirst sections of this Guide.Attendance calculations depend upon the configuration of the Calendar. In previousversions of the Attendance module, Attendance and Calendar were in separate areas.With the release of Web Access Attendance, the Calendar configuration options havebeen moved to the Product Setup area of the Attendance module. Therefore, thisAttendance Guide also shows you how to create and maintain the Calendar.WSIPC Guide to Attendance 4Updated July 2010

Attendance CodesAn Attendance Code identifies the reason a student is absent and defines how thatabsence should be counted and categorized in reporting calculations. This informationensures an accurate attendance calculation. Attendance Codes are specific to Entity andschool year.There are five kinds of Codes in the Attendance module:• Absence Type• Absence Reason• Attendance Period• Event• CalendarAll are discussed in this “Attendance Codes” section except Calendar Codes. Forinformation about Calendar Codes, see the “Configuring the Calendar” section of thisGuide.Absence Type CodesAbsence Type Codes are alpha/numeric codes, one character in length, that define thetype of absence. The Type Code determines whether the absence is counted as Excused,Unexcused, Tardy or Other. Disciplinary actions can also be tied to the Absence Type.You can add, edit, delete and clone Absence Type codes for any School Year.Attendance calculations based on Excused, Unexcused and Tardy Types are printed onreports and report cards. Absence Types are used in special processes such as attendanceletters. They may be cloned from one year to another.Examples of commonly used Absence Types:TypeEILOSTDescriptionExcused absenceIn-school suspensionWeb Tardy (code used when teacher enters tardy via Web Access)Informational or school-related absence; student is not in theclassroom but is at a school-sanctioned activity where theschool/district is responsible for the student’s well-being andsupervisionSuspensionTardyWSIPC Guide to Attendance 5Updated July 2010

UWXUnexcused absenceWeb Absence (code used when teacher enters absence via Web)ExpulsionAbsence Types are Entity-specific and school year-specific. They are created to meet theneeds and business practices of each Entity and district.Adding or Editing an Absence Type CodeTo add or edit an Absence Type Code:1. Go to WS/OF/AT/PS/CO/AT.2. Select the School Year from Filter Options and Apply Filter.3. Click Add to add a Code or Edit to edit a Code.4. Make appropriate selections. See the table below Figure 1 for a description ofeach option.5. Click Save.Figure 1 - Absence Type Code Maintenance screenWSIPC Guide to Attendance 6Updated July 2010

OptionType CodeShort DescriptionLong DescriptionAbsence CategoryDescriptionAvailable when adding a new Absence Type code. Onecharacteralpha/numeric code that identifies an absence.Prints on attendance reports.Prints on attendance reports when Long Description isselected.Allows the Absence Type to be designated as Excused,Unexcused, Tardy or Other. Tardy is not counted asexcused or unexcused.The Absence Type of Other defines absences where thestudent is present but not in class; for example, the studentis on a field trip for one class that causes them to missanother class. Absences with an Absence category ofOther do not count against the student’s percent attendedcalculation on reports because the system does not see itas an absence.Disciplinary ActionCount in TruancyLinks the Absence Type to a disciplinary action. Selectingthe Disciplinary Action of Expulsion, In SchoolSuspension, Out School Suspension, or IAES Suspensionallows greater flexibility in attendance reporting and theuse of the Attendance Letter Processing as you caninclude or exclude such absences. It also allowsattendance information to be automatically entered when astudent is suspended if the appropriate options are set upin the Discipline module.Select for an Absence Type to be included in truancycalculations.Reports such as the Attendance Truancy Report, Grades 1-8 Unexcused Absence Report and AYP use this option todetermine which absences to include.Include in Total AttendanceIncludes absences marked with this Absence Type Codeon reports. This option is overridden if, on the report’sparameter screen, you opt to exclude absences with thisAbsence Type in the absence calculation.Examples of reports on which you cannot excludeabsences attached to certain Attendance Type Codes areReport Cards by Range or Individual, AcademicWSIPC Guide to Attendance 7Updated July 2010

Eligibility report, Transcript Labels, StudentTransportation and Bus Route reports.Do Not Display inFamily/Student AccessPrevents the Absence Type from appearing in FamilyAccess; as a result, guardians cannot select it whenentering an attendance notification in Family Access.Using the Absence Category of OtherThe Absence Category of Other should not be used for suspensions and expulsions. Thedistrict should have an Absence Type specifically for suspensions and expulsions that aredifferentiated from Absence Type Categories used for sanctioned events.Deleting an Existing Absence Type CodeTo delete an existing Absence Type code:1. Go to WS/OF/AT/PS/CO/AT.2. Select the school year in the Filter Options and apply the filter.3. Highlight the code to be deleted and click Delete.4. A prompt appears. Click OK.5. The request is sent to the Report Queue as an Absence Type Delete Report. Whenthe report has finished processing, a prompt appears. Click Display Report todetermine whether the code was successfully deleted.If the code is deleted, the report will read, “Absence Type [X] was not being usedand was successfully deleted.”If the code was not deleted, the report will read, “Absence Type [X] was notdeleted because it is used by the following records.” The students for whom theAbsence Type code is used appear on the report.Clone Existing Absence Type CodeAbsence Type codes can be cloned at the Entity level from one school year to anotherfrom the Absence Type code area or through the Year Start process.To clone an Absence Type code:1. Go to WS/OF/AT/PS/CO/AT.2. Click Clone.WSIPC Guide to Attendance 8Updated July 2010

3. Select a year in the School Year to copy from and the School Year to copy toboxes.4. Select the Overwrite details of existing types check box if desired. This optionoverwrites the Short or Long Description, Category, Count in Truancy,Disciplinary Action and/or Include in Total Attendance values if the code beingcloned already exists in the Copy To year and does not match the Copy Frominformation.5. In the Select column, select the checkbox for the code(s) to be cloned, or clickSelect All.6. Click Clone.This process is not sent to the Report Queue, and no message displays notifying you thatthe codes have been cloned. To verify that the clone process was successful, click FilterOptions and change the School Year value to the year the codes were cloned to.Absence Reason CodesAbsence Reason Codes are alpha/numeric codes of up to two characters that define thereason a student is absent or tardy. Absence Reason Codes are Entity-specific and yearspecificand may be copied from one year to the next using the appropriate utility. Youcan select which of these codes can be used in Family Access.The use of Absence Reason Codes is optional.Adding an Absence Reason CodeTo add an Absence Reason code:1. Go to WS/OF/AT/PS/CO/AR.2. Click Add.3. Make appropriate selections.NOTEFamily Access Entry determines whether or not theAbsence Reason will be available to guardians for selectionwhen entering an attendance notification through FamilyAccess.4. Click Save.Editing and Deleting an Absence Reason Code is also done from this screen.WSIPC Guide to Attendance 9Updated July 2010

WARNINGBefore you delete an Absence Reason Code, run the AbsenceReason Report to confirm that the Code is not in use. If the codeis being used, use the Mass Change for a Range utility to moveattendance information from the Code to be deleted to a newcode, and then delete the code.Cloning an Existing Absence Reason CodeYou can clone Absence Reason Codes from one school year to another in the AbsenceReason code area or through the Year Start process.To clone Absence Reason codes:1. Go to WS/OF/AT/PS/CO/AR.2. Click Clone.3. Select a school year in the School Year to copy from and School Year to copy toboxes.4. Select the Overwrite details of existing types check box if desired.This option is only needed if you suspect that Codes have been created in the yearto which you are copying Codes. If a Code exists in the Copy To year that isidentical to a Code in the Copy From year, the attributes of the Code in the CopyTo year will be overwritten.5. Select individual codes to be cloned or click Select All.6. Click Clone.This process is not sent to the Report Queue and no message displays notifying you thatthe codes have been cloned. To verify that the clone process was successful, click FilterOptions and change the School Year box to the year the codes were cloned to.Attendance PeriodsAttendance Periods define when a period in the school day starts and stops.Before you create an Attendance Period, you must create an Attendance Period TimeCode (for example, “R” for Regular). Once this is done, you can add Period Times to theCode.If guardians are allowed to submit absence notifications to their student’s school throughFamily Access, Attendance Period Times must be accurate because the guardian entersthe times during which the student is expected to be absent. The system validates theseWSIPC Guide to Attendance 10Updated July 2010

times against the Attendance Period Times to determine which periods of the day theabsence notification request will affect. They also must be accurate to track and locatestudents throughout the day using the Student Locator.The Attendance Periods attached to an Attendance Period Time Code make up a BellSchedule. You can create several Bell Schedules in addition to the “Regular” schedule toaccount for days on which an assembly is scheduled. The Bell Schedule can then beattached to a specific date.Time entries made in the Attendance Periods area are the same as the Bell Schedulevalues located under Calendar Codes.To add an Attendance Period Time code:1. Go to WS/OF/AT/PS/CO/AP.2. Click Add.3. Make appropriate selections. The Default Day/Time check box makes this theprimary Bell Schedule.4. Click Save.To add period times for a Bell Schedule:1. Go to WS/OF/AT/PS/CO/AP.2. Click Apply Filter.3. Highlight the Attendance Period Time Code and click Period Times.The first time you add Period Times to a new Attendance Period code thefollowing message displays:“The number of existing Period-Times does not match the number of Max Periodsdefined for this Entity. Do you wish to add extra Period-Times?”Click OK to allow the system to create the period-times or Cancel to create themindividually. If this Bell Schedule has fewer periods than the maximum definedfor the Entity, the extra periods can be deleted.4. From the Period Time Relationships table, click Add.5. Make appropriate selections. See the table below Figure 2 for a description ofeach option.WSIPC Guide to Attendance 11Updated July 2010

6. Click Save.7. Repeat for each period to be added.Period Times can be edited and deleted from the same screen.Figure 2 - Period Time Relationships Code MaintenancePeriodOptionDescriptionAvailable only when creating a new period. When Edit isselected this is display only.Lunch CodePeriod Start and Period StopClass Start and Class StopAvailable only when adding a new period. This code isused when an Entity has more than one lunch. It displayson student schedules notifying them of which lunch theyare assigned.The time the period starts and stops. The start and stoptimes are usually the same for Period, Class and Absence.The time the class starts and stops. The start and stoptimes are usually the same for Period, Class and Absence.WSIPC Guide to Attendance 12Updated July 2010

Absence In and AbsenceOutTime a student would count as absent if they enter class at,or after, that time.This option was written to meet the requirements ofanother state. For Washington State users, the time enteredin this field should equal the Period and Class Start andStop times.Event CodesEvent Codes are Entity-specific, alpha/numeric, user-defined codes of up to fivecharacters that define Snow Days, Parent/Teacher Conferences, and other Events for aparticular day.Event Codes are optional. They appear only when viewing Calendar Days.To add an Event code:1. Go to WS/OF/AT/PS/CO/EC.2. Click Add.3. Add appropriate information to the Event Code, Short Description, and LongDescription boxes.4. Click Save.You can edit or delete Event codes from this screen.NOTEUsers with the proper security can also create, edit and delete EventCodes through Calendar Codes (WS/OF/AT/PS/CO/CC).WSIPC Guide to Attendance 13Updated July 2010

Configuring the CalendarThe Calendar defines the start and end dates for a school year, the start and stop dates ofthe terms within the school year and the dates that classes are actually held. It is Entityspecificand can be managed only from within the Entity.Attendance reports compare the student’s information to the defined information in thiscalendar to determine enrollment, membership and attendance totals. Many reporttemplates and filters include Calendar in their selection criteria.Each Entity may have as many calendars as needed to define the student’s day-to-dayschedules. For example, an elementary Entity may have one calendar for students ingrades 1 to 5 because they attend school all day, and may have another calendar forkindergarten students attending school half-days.Students are assigned to a calendar as part of the enrollment process. The calendar towhich a student is assigned is tracked on the student’s entry record. A student is assignedto only one calendar at a time.NOTE To generate accurate attendance calculations, a student must beattached to a calendar that accurately reflects his or her dailyschedule. Occasionally, a student may need to be assigned to adifferent calendar. This is accomplished through the Status Changeprocess. Refer to the WSIPC Guide to Student Demographics forCalendar is also details a range on selection how to perform many a Web Status Access Change. reports.There are six parts to a Calendar:• Calendar Description• Calendar Master• Calendar Detail• Calendar Terms• Days• Bell ScheduleThe following sections describe each of the six parts and explain how to configure them.Calendar DescriptionThe Calendar Description is the physical name of the Calendar. It includes the Entity theCalendar is attached to and an indicator that specifies whether it is the default calendarfor that Entity. A Calendar Description may have several Calendar School Yearsassociated with it. For example, the school years 2008-2009 and 2009-2010 can beattached to the “Entity 401 Calendar” description.WSIPC Guide to Attendance 14Updated July 2010

To add a Calendar Description:1. Go to WS/OF/AT/PS/CO/CC.2. Click Add.3. Make appropriate selections.Default Calendar denotes whether this is the default calendar for the Entity. AnEntity can have only one default calendar. The Default Calendar populates theCalendar field when a student is enrolled into the Entity. However, it may bechanged if desired.4. Click Save.Calendar Descriptions can also be edited and deleted in this area. A calendar descriptionthat has Calendar Terms assigned to it cannot be deleted.CAUTIONEnsure that there is a default calendar selected for each Entity. Ifno calendar has Default Calendar selected, attendance reportswill produce inaccurate enrollment, membership and attendancetotals. The default calendar also defines calculation logic for theAttendance Truancy report.Calendar MasterThe Calendar Master indicates the start and stop dates for the school year. These datesshould agree with the Term Definition dates in Entity Year Setup (you can see these datesat WS/PS/Entity PS/ CF/EY or PS/WS/ES/CF/EY).The Calendar Master also defines:• Attendance method that is used to produce Membership Totals.• Maximum number of periods per day.• Whether or not Zero Period is used.• Whether or not to include Zero Period in attendance counts.WSIPC Guide to Attendance 15Updated July 2010

Adding a Calendar MasterBefore you can add a new Calendar Master, the year must exist in Entity YearInformation. The functionality to add a new year currently exists only in WESPaC(SM/EN/EN).To add a Calendar Master:1. Go to WS/OF/AT/PS/CO/CC.2. Click the plus sign to the left of the Calendar Description to which you want toadd a Calendar Master.3. Click the Add Calendar School Year hyperlink.4. Make appropriate selections. See the table below Figure 3 for a description ofeach option.5. Click Save.Figure 3 – Add Calendar MasterWSIPC Guide to Attendance 16Updated July 2010

Hours in School YearMinutes per DayNon-Instructional DaysMaximum Periods in a DayAttendanceScheduledCreated for use by another State and is not referenced byreports for Washington State users.Created for use by another State and is not referenced byreports for Washington State users.Created for use by another State and is not referenced byreports for Washington State users.Maximum number of periods a day may have. Thisnumber cannot exceed the periods per day designated inthe Entity Year Setup, although it may be less than thisnumber.Determines which periods attendance may be taken for, upto the maximum periods per day.Determines which periods a student can be scheduled intoa class for, up to the maximum periods per day. Selectionsmade in this area should match those made forAttendance. Selections in this area do not prevent astudent from being scheduled into a particular period.Calendar Master school year calendars can be deleted on the Calendar Master – Generalscreen.CAUTIONCalendar DetailsA Calendar Master and all associated components can be deleted even ifthe calendar is in use. Deleting a School Year and all calendar componentsis not recommended. Only delete a Calendar Master if it was created inerror.If the Calendar Master is set up to use the Calendar Method, the system will look to theseentries to calculate full, half and zero days absent for attendance reports.Adding Calendar DetailsIf you use the Calendar Method of Calendar, you must define how many periods astudent can miss in a day to still be considered present for a full day or half day, or absentfor the full day. This is configured in Calendar Details.WSIPC Guide to Attendance 18Updated July 2010

To add Calendar Details:1. Go to WS/OF/AT/PS/CO/CC.2. Click the plus sign to the left of the appropriate Calendar Description.3. Click the plus sign to the left of the appropriate school year.4. If Calendar Details do not exist, click Add. If Calendar Details have already beencreated, click Edit.5. Make appropriate selections. See the table below Figure 4 for a description ofeach option.6. Click Save.Figure 4 – Add Calendar DetailOptionEntity, Calendar, Year, Startand EndMinutes per DayNon-Instructional DaysPeriods per Half DayDescriptionValues are predetermined by the Calendar Description andthe Calendar School Year under which you are accessingCalendar Detail.Created for use by another State and is not referenced byreports for Washington state users.Created for use by another State and is not referenced byreports for Washington state users.Created for use by another State and is not referenced byreports for Washington state users.WSIPC Guide to Attendance 19Updated July 2010

Calendar MethodAttendance Day CountRepresents the minimum and maximum number ofperiods a student can be absent to calculate full, half andzero days absent for attendance reports.Zero Days: Enter the maximum number of periods astudent can be absent and considered present for the entireday.Half Days: Enter the minimum and maximum number ofperiods a student can be absent and considered absent forhalf of the day.Full Days: Enter the minimum number of periods astudent can be absent and considered absent for a full day.The maximum value automatically populates based on thevalue entered for half days.NOTEThe Calendar Method Attendance Day Count area appears only whenCalendar is used as the Method on the Calendar Master.Calendar TermsCalendar Terms reflect the start and end dates for each term and should agree with thedates and number of terms defined by Term Definitions in Entity Year Setup. If theEntity is defined as using four terms, the calendar must have four terms as well.To add terms to the calendar:1. Go to WS/OF/AT/PS/CO/CC.2. Click the plus sign next to the appropriate Calendar Description.3. Click the plus sign next to the appropriate school year.4. Click Add Term.5. Enter the appropriate values in the Term, Start Date and End Date boxes.NOTEThe beginning date of each term will be populated by default andcan be adjusted as needed. It is best to make the term datesconsecutive even though they may cover a weekend.WSIPC Guide to Attendance 20Updated July 2010

6. Click Save.Calendar Terms can be edited and deleted in this area as well.Calendar DaysAfter the Description, Master, Detail and Terms have been added, you must generatedays in the calendar. Calendar Days are individually defined by a day count value, BellSchedule and periods per day.The Calendar Days area includes options to Add Day, View All Days and Events andUtilities. The down arrow next to the Utilities hyperlink indicates that you can access foursub-utilities using this link. They are:• Generate Calendar Days (the only utility that is available until days are generated)• Assign Day Bell Schedule• Mass Change Calendar Days• Mass Delete Calendar DaysGenerate Calendar DaysThe Generate Calendar Days utility automatically generates all days from the CalendarMaster Start Date to the End Date. The utility can be configured to exclude weekenddays.To generate calendar days:1. Go to WS/OF/AT/PS/CO/CC.2. Click the plus sign to the left of the appropriate Calendar Description.3. Click the plus sign to the left of the appropriate school year.4. Click the Utilities link to the right of Calendar Days and select Generate CalendarDays.5. Make appropriate selections. See the table below Figure 5 for a description ofeach option.6. Click Run.WSIPC Guide to Attendance 21Updated July 2010

Figure 5 – Calendar Day GenerationOptionEntity, Calendar, Year, Startand EndCreate ForDescriptionValues are predetermined by the Calendar Description andthe Calendar School Year under which you are generatingcalendar days.Days of the week for which the utility will generate days.Example:When creating a calendar for students attending classesMonday, Wednesday and Friday, check Monday,Wednesday and Friday.Count AsValue of 1 indicates that school is in session.Value of 0 indicates a non-school day.The value in the Count As field should be 1 or 0. Dayssuch as parent/teacher conferences or improvement dayson which students attend classes for half of the day stillcount as a day toward the Washington State requirementof 180 school days. Therefore, even a half-day has aCount As value of 1.Do not use partial day values in this area. TheAttendance Truancy Report will not be accurate.WSIPC Guide to Attendance 22Updated July 2010

BellPeriods/DayMinutes/PeriodGenerate Calendar DaysUsingBell schedule for this week day. Each day can be assignedits own Bell Schedule.Maximum number of periods per day as defined on theCalendar Master. Days that meet for less than themaximum number of periods can be edited individuallyafter they have been created.Lets you specify certain periods with specific week day.For example: Only periods 1, 3 and 5 meet on Monday.Date Ranges allows for modification of the Start and Enddates.Term Ranges generates calendar days based upon thedates in the Start Date and End Date boxes on the EditCalendar Terms screen (WS/OF/AT/PS/CO/CC).Overwrite Existing DaysOverwrite Existing 0.00Count Calendar DaysOverwrites values for existing calendar days.Changes a group of non-school days to school days bychanging the Count As field from 0 to 1. Available onlywhen the Overwrite Existing Days check box is selected.Working with Individual Calendar DaysOnce the Calendar has been created and the days have been mass generated, the Daycounts must be modified to accurately reflect the attendance days of the school year.Days can be edited one at a time or, in the case of consecutive days off, they can be masschanged.The Calendar Days area allows you to manage a single day. When viewing CalendarDays, eleven dates are displayed: today’s date, five days prior to today and five daysafter. You can Edit or Delete any of these days by clicking the corresponding hyperlink.If you click the View All Days and Events link you can view additional dates.Add Day is useful when adding a day to the calendar that was not included in the originalgeneration of days, such as a snow makeup day.To add a single day to the Calendar Days:1. Go to WS/OF/AT/PS/CO/CC.2. Click the plus sign to the left of the appropriate Calendar Description.WSIPC Guide to Attendance 23Updated July 2010

3. Click the plus sign to the left of the appropriate school year.4. Click Add Day to the right of Calendar Days.5. The Add Calendar Day screen displays. See the table below Figure 6 for moreinformation on each field.6. Click Save.Figure 6 – Add Calendar Day screenOptionEntity, Calendar, Year, Startand EndDateCount AsPeriods/DayCommentNon-Instructional DaysDescriptionValues are predetermined by the Calendar Description andthe Calendar School Year under which you are accessingCalendar Detail.Available for data entry when you are adding a day.Cannot be edited when editing a day.Value of 1 indicates the date is a school day.This is the only value that should be entered when addinga day.Value displayed here reflects the maximum periods perday as determined on the Calendar Master.Optional. It may be used to indicate why the day is beingadded. For example: “Snow Day Makeup for Feb. 8.”Created for use by another State and is not referenced byreports for Washington State users.WSIPC Guide to Attendance 24Updated July 2010

Bell ScheduleZero PeriodMinutesPeriodsMinutesBell Schedule for this date.Denotes that Zero Period meets on this date, if it does notclear the box. This option is only available if the Use ZeroMod check box is selected on the Calendar Master.Created for use by another State and is not referenced byreports for Washington State users.Periods that will meet on this date.Created for use by another State and is not referenced byreports for Washington State users.Editing or Deleting Calendar DaysThe most efficient way to edit or delete Calendar Days is by using the View All Days andEvents hyperlink on the Calendar Master – General screen (Figure 7) that appears afterselecting a school year.Figure 7 – Calendar Master – General | View All DaysWSIPC Guide to Attendance 25Updated July 2010

Adding an Event to a Calendar DayAn Event is a notation on a specific Calendar Day that denotes days with special eventssuch as snow days and parent/teacher conferences.To add an Event:1. Go to WS/OF/AT/PS/CO/CC.2. Click the plus sign to the left of the appropriate Calendar Description.3. Click the plus sign to the left of the appropriate School Year.4. Click the View All Days and Events hyperlink next to the Calendar Days heading.5. In the lower-right corner of the screen, type the date in the Date box that you’dlike add Event information to.6. Click the plus sign next to the date.7. Click the Add Event hyperlink.8. In the Event box, select the appropriate Event code.9. Type a comment in the Comment box if desired.10. Click Save.NOTESA day may have more than one Event associated with it; however, an EventCode can be attached only once to a day.Users with the proper security can create a new Event Code by clicking theEvent link on the Add Calendar Event screen.To edit or delete an Event that was added to a date, click the plus sign next to the date onthe View All Days screen and use the Edit or Delete hyperlink next to the Event.Assign Day Bell Schedule UtilityIf an Entity operates on different Bell Schedules on different days of the week, this utilityis useful if you need to make changes after the days were generated.To use the Assign Day Bell Schedule utility:1. Go to WS/OF/AT/PS/CO/CC.WSIPC Guide to Attendance 26Updated July 2010

2. Click the plus sign to the left of the appropriate Calendar Description.3. Click the plus sign to the left of the appropriate school year.4. Click the Utilities link to the right of Calendar Days. Click the Assign Day BellSchedule link.5. Make appropriate selections. See the table below Figure 8 for a description ofeach option.6. Click OK.Figure 8 – Assign Day Bell SchedulesWSIPC Guide to Attendance 27Updated July 2010

OptionEntity, Year, CalendarCalendar DateDay Bell ScheduleAssignmentsDescriptionValues are predetermined by the Calendar Description andthe Calendar School Year under which you are accessingCalendar Detail.Date range for the Day Bell Schedule.Bell Schedule for each day of the week.Mass Change Calendar Days UtilityThis utility is useful if you need to make a range of continuous days non-instructional.(Example: Spring break is five consecutive school days). This utility cannot be used tomass change non-consecutive days.To Mass Change Calendar Days:1. Go to WS/OF/AT/PS/CO/CC.2. Click the plus sign to the left of the appropriate Calendar Description.3. Click the plus sign to the left of the appropriate school year.4. Click the Utilities link to the right of Calendar Days. Click the Mass ChangeCalendar Days link.5. Make appropriate selections.NOTEThe screen used to mass change calendar days is the same screenused to generate calendar days. See Figure 5 and the tabledescribing the options for additional information.6. Click Run.Mass Delete Calendar Days UtilityThis utility is useful if you need to remove many days from the calendar at once. Forexample, if someone accidentally generates calendar days that occur after or before theschool year start or end date this utility will delete them all at once.To Mass Delete Calendar Days:1. Go to WS/OF/AT/PS/CO/CC.WSIPC Guide to Attendance 28Updated July 2010

2. Click the plus sign to the left of the appropriate Calendar Description.3. Click the plus sign to the left of the appropriate school year.4. Click the Utilities link to the right of Calendar Days. Click the Mass DeleteCalendar Days link.5. Enter the Start and End dates to be deleted.6. Click OK.NOTEA day can be deleted using the Delete link to the left of the datewhen viewing the list of days from Calendar Days.Bell ScheduleSee the “Attendance Periods” section of this Guide for information about Bell Schedules.WSIPC Guide to Attendance 29Updated July 2010

Attendance ConfigurationThe options you select in the Configuration area of Attendance Product Setup determinethe manner in which attendance information is processed and tracked.Entity Year ConfigurationThe Entity Year Configuration are determines whether attendance entry transactions aretracked and how periods of attendance are filled when entering absence information. TheUse In/Out Minutes Attendance and Use Minutes Attend In Calculations options werecreated for States that report on student seat time by minutes. Washington State users arenot required to report minutes in this manner, so these options should be set to No.Use Attendance Transaction TrackingEnabling Attendance Transaction Tracking allows you to track all changes made to astudent’s attendance record.To enable Attendance Transaction Tracking:1. Go to WS/OF/AT/PS/CF/EY.2. Click Edit.3. Select Use Attendance Transaction Tracking.4. Type a value into the Grace Prd box.5. Click Save.To track all changes made to an attendance record, type 0 in the Grace Period box. If youtype 1 in the Grace Period box, attendance record changes will be recorded starting oneday after the initial record is created. Use a value of 0 if you want an accurate accountingof who entered, edited or deleted attendance records.Fill Periods of Attendance Based on ScheduleEntities that schedule students into classes may want to select the Fill Periods ofAttendance Based on Schedule option to ensure that attendance records are created onlyfor those periods in which a student is scheduled into a class. This option is used whenentering attendance records through Attendance By Student, the Attendance tab inStudent Profile, and the Mass Add Attendance for a Single Day utility.This option can help with the following scenario: An Entity has six periods in a day.Some students are scheduled into only four classes. When this option is selected, if astudent who is scheduled into four classes is absent for the entire day, the attendanceWSIPC Guide to Attendance 30Updated July 2010

secretary can to use the period range that covers the entire six periods but an attendancerecord will be created only for the four periods the student is scheduled into.To enable Fill Periods Of Attendance Based On Schedule:1. Go to WS/OF/AT/PS/CF/EY.2. Select the Fill Periods Of Attendance Based On Schedule check box.3. Click Save.Attendance Letter SetupEach Entity using Attendance Letters can determine the type of letter(s) they’d like touse. There are three types of Attendance Letters: by Class, by Period and by Totals.For information about Attendance Letter Types, see “Configuring Attendance LetterSetup” in the “Attendance Letters” section of this Guide.WSIPC Guide to Attendance 31Updated July 2010

Entering AttendanceThere are six ways for office personnel to enter attendance in Web Access:• By Date• By Student (including using the Profile and Browse in Student Demographics)• Using Parent Entered Notification• By Class or Activity• Using Device Entry (Sim Scan)Attendance By DateThis option is used by the attendance office to add new or modify existing attendanceinformation for a specific date.Attendance entered by the office cannot be overwritten by a teacher through EducatorAccess Plus. However, the teacher can see attendance information entered by the office.For example, if a student goes home sick after second period and the office marks himabsent for the rest of the day, his third period teacher will see the absence in EducatorAccess.If, for some reason, a student is marked absent by the office but is present in class, theteacher cannot correct it; this must be reconciled with office personnel.Entering Attendance by DateAttendance can be added, edited or deleted in the Attendance By Date area.The attendance information that appears in this area is based on the applied Filter Option.There are two pre-defined filter options: All Attendance and Today’s Attendance. The AllAttendance filter will show all absences for all years most recent date to oldest date.Today’s Attendance shows absences for the current date only. Customized filters can alsobe created to modify existing attendance information for a specific date. Creating a filterwith a specific date displays all students that have attendance information for that date.You can then update the attendance information for any student that appears in thebrowse. The Attendance by Date browse show the records sorted newest to oldest,alphabetically by student.To add new attendance:1. Go to WS/OF/AT/BD.2. Click Add.3. Select the desired student.WSIPC Guide to Attendance 32Updated July 2010

4. Make appropriate selections. See the table below Figure 9 for a description ofeach option.5. Click Save and Add Another to enter additional attendance information orclick Save and Back when the last entry has been made.Figure 9 – Attendance by DateOptionPeriods to fillFill With: Absence TypeFill with: Absence ReasonStart DateEnd DatePeriodsAttendance boxesDescriptionPeriods this absence covers.Absence Type code.Reason the student is absent. (Optional information)Date of absence. (Required field).Display only when in Edit mode.End date automatically defaults to Start Date. The date canbe changed if absence is for a range of days. (Requiredfield)Display only when in Edit mode.Display only. Representative of the maximum number ofperiods available for that Entity that display as the columnlabel.Pre-fills based on entries to Periods to fill, Absence Typeand Absence Reason. (Required field)WSIPC Guide to Attendance 33Updated July 2010

CommentParent NotifiedOptional field.Optional field.Editing Attendance By DateThere are several reasons to edit an attendance record. For example:• The student’s attendance record shows a “W,” but the absence is now excusedbecause the parent called in to excuse it. (“W” is the code that appears when ateacher marks a student absent; this code is typically classified as unexcused).• The student was initially marked as absent all day, but then checked in, whichrequires some periods of absence to be removed.• A student was marked absent but came into class late, so the absence must beupdated to tardy.To edit an attendance record by date, follow the same steps you did when using theAdding Attendance by Date, but rather than clicking Add, click Edit.Deleting Attendance by DateOccasionally an attendance record must be deleted.Example:A student has prearranged absences for a family vacation that have been entered into thesystem. The student’s family decides not go on the vacation. These pre-entered absencesmust be deleted.To delete an absence, follow the same steps you did when Adding Attendance by Date,but rather than clicking Add, click Delete and answer OK to the message, “Are you sureyou wish to delete this record?”User Entry DefaultsUser Entry Defaults allow you to enter or modify attendance based on predeterminedvalues if desired. See the table below Figure 10 for an explanation of User Entry Defaultsoptions.To access User Entry Defaults:1. Go to WS/OF/AT/BD.2. Click User Entry Defaults.WSIPC Guide to Attendance 34Updated July 2010

Figure 10 – User Entry DefaultsOptionUse Defaults to Modify ExistingAttendanceOnly Existing Periods within RangesAll Attendance Periods within RangesInitialize Add Records Using TheseDefault ParametersDescriptionThe system will use the defaults on thisscreen when you’re editing a record.Uses the defaults you set up in this areawhen editing an existing attendance recordand affects only the existing periods in therange specify in the Periods to beDefaulted box.Uses the defaults you set up in this areawhen editing an existing attendance recordand affects all periods in the range that youspecified in the Periods to be Defaultedbox.Uses the defaults defined in the defaultsarea for every new attendance record youadd.WSIPC Guide to Attendance 35Updated July 2010

Initialize Add Records Using the LastEntryDisplay Confidential Phone NumberAbsence TypeAbsence ReasonPeriods to be DefaultedCommentThe system uses this information (periodrange, Absence type, Absence Reason)when you add the next record.Shows the confidential phone number inthe Phone Number box on the Add or Editscreen.The default Absence Type code to be used.The default Absence Reason code to beused.Designates which periods will be populatedwith the default Absence Type and/orReason codes.Adds a comment on every attendancerecord created with these defaults.Information entered on an absence record based on User Entry Defaults can be modifiedas needed when creating or editing the attendance record.User Entry Default values are set through Attendance By Date and Attendance ByStudent. The values configured in that area are also applied in the other.Attendance by StudentThis attendance record entry option is used when you want to add new, edit or deleteattendance information for individual students.This area displays all dates of attendance for the selected student. When you enterattendance using this method, the teacher can view it in EA Plus, but can’t change it.The records in this area are displayed in an Attendance by Student – All Student browse.Click the plus sign to the left of a student’s name to display the Student Details,Attendance and Attendance History areas.NOTETo access the Student Profile, highlight a student’s name in the browseand click Edit. See the section “Attendance in Student Profile” in thisGuide for details on data entry using this method.The Student Detail area shows basic demographic information about this student.WSIPC Guide to Attendance 36Updated July 2010

The Attendance area shows all absence information for the current school year or thestudent’s entire career if you uncheck the Current Year Only box. Click the plus sign nextto Student Details to view basic demographic information about this student.Attendance HistoryAttendance History can be accessed the following ways:• Attendance by Student (WS/OF/AT/BS)• Student Browse (WS/ST/ST/Attendance/Summary hyperlink)• Student Profile (WS/ST/PR/Attendance tab/Summary)• Attendance History (WS/OF/AT/AH)Refer to the “Attendance History” section of this Guide for instructions on managing thisinformation.All processes in the section below begin with accessing the student throughAttendance by Student.Entering Attendance by StudentThis method of attendance entry is used when you different absence dates for one ormany students.1. Go to WS/OF/AT/BS.2. Highlight the appropriate student. If the student doesn’t appear in the browse, usethe Last Name box to locate the student.NOTEThe Last Name box can be used to locate a student using theentire last name, a portion of the last name or the student’sAlphakey.3. Click the plus sign to the left of the student’s name.4. Click the Add hyperlink to the right of Attendance.5. Make the appropriate entries. See Figure 9 above for a description of each option.6. Click Save and Add Another to enter additional attendance information for thisstudent or Save and Back when the last entry has been made.Editing Attendance by StudentUse this method if updates must be made to an existing attendance record.WSIPC Guide to Attendance 37Updated July 2010

Example:A student was absent yesterday, and brings a note from their guardian when they returntoday. The absence record must be updated from an unexcused absence to an excusedabsence.To use this method of attendance entry, follow steps 1 through 4 above in “EnteringAttendance by Student.” Then click the plus sign to the left of Attendance and click Editto the left of the attendance record to be updated and make changes.NOTETo view the Comment entered to an attendance record click the plus signto the left of Edit. The plus sign is visible whether there is a comment ornot.Deleting Attendance by StudentUse this method when an attendance record was entered in error or a student attendsschool on a date that was previously arranged as an absence.To delete an attendance record follow steps 1 – 4 in Entering Attendance by Student.Then click the plus sign to the left of Attendance and click Delete to the left of theattendance record and answer OK to the message “Are you sure you want to delete [date]for student [name of student]?”Other Features in Attendance by StudentAdditional options in the Attendance area are Letters, Totals, Notes and Susp/Exp.Letters hyperlinkInformation regarding attendance letters that have been created for the student throughthe Attendance Letters (WS/OF/AT/AL) appears. This information is for the currentschool year only. To view letters for a specific type of attendance letter, select the Typefrom the Attendance Letter Type box. Information specific to that type of attendanceletter appears in the Attendance Letters Sent table.Totals hyperlinkShows attendance total information for the current school year based on the parametersselected. See the table below Figure 11 for an explanation of these options. After makingappropriate selections, click Run.WSIPC Guide to Attendance 38Updated July 2010

Figure 11 – Attendance by Student – Totals - BlankAbsence DateToOptionDescriptionStart date of absence count.Stop date of absence count.Display Totals By QuarterDisplays totals by term.Display Zero TotalsPrint Membership TotalsExcused TypesDisplays representation of no absences inthe date range.Displays membership total information.Absence Type codes to be included thathave a Category of Excused.WSIPC Guide to Attendance 39Updated July 2010

Unexcused TypesTardy TypesOther TypesAbsence Type codes to be included thathave a Category of Unexcused.Absence Type codes to be included thathave a Category of Tardy.Absence Type codes to be included thathave a Category of Other.Figure 12 is an example of a Totals screen based on parameter selections.Figure 12 – Attendance by Student – TotalsNotes hyperlinkAttendance-related notes appear in the Student Note Maintenance browse. Notes can beadded, modified or deleted from this area. The Note link is red if there are no notes in thedatabase for the student. The link is yellow if there are notes for the student; however,none of them are attendance notes. The link is green when attendance notes exist for thestudent.WSIPC Guide to Attendance 40Updated July 2010

To add a note:1. Click Notes.2. Click Add.3. Make the appropriate entries. See the table below Figure 13 for a description ofeach option.4. Click Save.Figure 13 – Student Note MaintenanceNote TypeOptionDisplay only.DescriptionDateProtect NoteDescriptionDate the note is created. Can be modified.Prevents the note from being read by otherusers.Freeform field (30 characters maximum).WSIPC Guide to Attendance 41Updated July 2010

CategoryCommentOptional field to enter Note CategoryCode.Freeform box for note details.To edit an attendance Note, access the same area and click Edit.To delete a note, access the same area and click Delete.NOTEA Note can be deleted only by the user who created it.Susp/Exp hyperlinkSuspension and Expulsion records are displayed through the Susp/Exp hyperlink. Theserecords can be created when a discipline offense resulting in a suspension or expulsion iscreated. They can be created and managed from the attendance area as well. If suspensionor expulsion records exist, they appear in the browse.To create a suspension/expulsion record:1. Click the Susp/Exp hyperlink.2. Click Add.3. Make the appropriate entries. See the table below Figure 14 for a description ofeach option.4. Click Save when the last entry has been made.WSIPC Guide to Attendance 42Updated July 2010

Figure 14 – Add Suspension/ExpulsionOptionStart DateStart TimeEnd DateEnd TimeDescriptionFirst day of the suspension/expulsion.Time the suspension/expulsion begins.End date for the suspension/expulsion.End time for the suspension/expulsion.WSIPC Guide to Attendance 43Updated July 2010

Count MethodDays included in the number of suspended dayscalculation:Count School Days includes only days where the CountAs value is equal to 1. For example, holidays areexcluded.Count Total Days (Mon-Sun) includes weekend days.Count Weekdays (Mon-Fri) will include all days Mondaythrough Friday regardless of whether that day is a schoolday or not.Number Of DaysRecount Number Of DaysThe number of days for this suspension/expulsion.Recounts days included in suspension/expulsion whendates have been edited.Example:A student is suspended from October 5 th to October 9 th(five days). Two of those days are later held in abeyance,making the suspension from October 5 th to October 7 th .When the dates on the Suspension/Expulsion record areedited, the Recount Number of Days option recalculatesthe number of days the student is suspended. The count isbased on the Count Method selected.Suspend TypeSuspension CategoryDefines the type of suspension: Expulsion, IAES, InSchool, or Out of School.Reflects whether or not this suspension/expulsion is DrugRelated, Weapon Related, or Injury Related.NOTEAdding a suspension/expulsion record here does not create the DisciplineOffense record.Processing Parent Entered RequestGuardians can submit absence notifications to their student’s school electronicallythrough Family Access from the Attendance area’s Absence Notifications tab.Attendance Office personnel must use the Parent Entered Request area to process absencenotifications entered in this manner.WSIPC Guide to Attendance 44Updated July 2010

Parent Entered Request is available only when Family Access is configured to allowguardians to submit absence notifications. See the WSIPC Guide to Family and StudentAccess for Administrators. Attendance Periods (SM/CO/ED/AT/AP) must be properlyconfigured to ensure an accurate reflection of student absenteeism based on theinformation entered by the parent/guardian.Absence notifications submitted by a parent/guardian must be processed before theattendance information will appear on the student’s record. Parent Entered Requestsubmissions should be reviewed daily by attendance office staff to ensure that allnotifications have been processed.To process Parent Entered Requests:1. Go to WS/OF/AT/BS/Parent Entered Request button. This button appears onlywhen Family Access is configured to allow guardians to enter absencenotifications.2. Apply the appropriate filter. There are two filters provided by Skyward: AllRequests and Pending Requests. The Pending Requests filter shows only therequests that have not yet been processed. Custom filters can also be created.3. Highlight the pending request to be processed and click Approval. A student mayhave multiple requests awaiting approval. If the parent/guardian submits a requestthat spans three days one request will appear whereas if they submit one requestfor each date there will be three requests pending.4. Review the projected attendance information and make modifications as needed.See the table below Figure 15 for a description of each area and option.5. After reviewing the information and making appropriate edits, click Process.6. A message appears: “Are you sure you wish to update the student’s attendancewith this request?” Click OK.WSIPC Guide to Attendance 45Updated July 2010

Figure 15 – Parent Entered Requests – Parent NotificationOptionStudent Information areaRequested Information areaNotification Comments areaAttendance areaEditDeleteProcessDescriptionShows student-specific information for this request.Shows the date, time and reason as submitted by theparent/guardian.Shows any comment entered on the request by theparent/guardian. Freeform box to enter a message to theparent.Browse display of unprocessed absence notifications.Allows you to modify the values for the highlightedabsence.Removes the highlighted absence.Accepts the attendance record.WSIPC Guide to Attendance 46Updated July 2010

Attendance by Class or ActivityThis attendance entry method allows you to enter attendance for all students in a class oractivity at once. Additionally, it can be used to mark field trip attendance. Students mustbe scheduled into Current Year courses or be attached to an Activity for you to use thismethod of attendance entry. Attendance may be entered for all members of the selectedclass/activity or for individual students in the selected class/activity.When you come into this area, the screen is divided into three sections: Class/ActivitySelection, Attendance to Update, and a browse area displaying the students in theselected class or activity. See the table below Figure 16 for a description of the options.Figure 16 - Attendance by Class or ActivityAbsence DateSelectOptionDescriptionDate of the absence.Select the class or activity to be updated.Include Enrolled Students OnlyExcludes dropped or non-enrolled students.WSIPC Guide to Attendance 47Updated July 2010

Previous Class or Previous ActivityNext Class or Next ActivityAbsence TypeAbsence ReasonParent NotifiedCommentOverwrite Existing AttendanceUpdate: IndividualUpdate: Whole Class / ActivityUpdate Attendance for Selected StudentUpdate Attendance for Whole ClassRemove Attendance for Selected StudentRemove Attendance for Whole ClassPrevious Class or Activity alphabeticallyfrom the course table. Label depends onSelect option above.Next Class or Activity. Label depends onSelect option above.Absence Type Code.Absence Reason Code.Indicates parent notification status.Optional field 30 characters maximum.Modifies all existing attendance within theselected parameters.Adds attendance within the parameters foran individual student in the class oractivity. This is not the recommendedmethod to enter attendance for anindividual student.Adds attendance within the parameters foran entire class or activity.Adds attendance within the parameters forthe highlighted student when Update is setto Individual.Adds attendance within the parameters forthe entire class when Update is set toWhole Class.Deletes attendance for the highlightedstudent when Update is set to Individual.Deletes attendance within the parametersfrom the entire class.WSIPC Guide to Attendance 48Updated July 2010

Device EntryThis method of data entry for attendance employs the use of a scanner or key entry froma paper attendance collection document. Sim Scans may be used for this purpose. Thereare two types of device entry available: Wanding and Sim Scans.CodesThere are three type of form lists located in the Codes area (WS/OF/AT/DE/PS/CO):Attendance Form Lists, Scanner Lists and Scanner and Form Lists. These lists are usedwhen a school uses a scanner to enter attendance. The only list supported for use in WebAccess is the Sim Scan. This form is already created in the system and does not need tobe managed or cloned from year to year. As a result, you should not make anymodifications in the Codes area.UtilitiesThere is one utility related to Device Entry: Clone Scanner Forms Year to Year(WS/OF/AT/DE/PS/UT). The Sim Scan used by Washington users does not need to becloned year to year. As a result, you should not make any modifications in this area.Sim ScanA Sim Scan is a document printed by the office and distributed to teachers, allowing themto take attendance and submit it to the attendance office later for entry. It is a list of activestudents currently enrolled in the class at the time the Sim Scan is created. The studentsare displayed alphabetically by student last name.Sim Scan documents are commonly used as an attendance collection tool by substituteteachers if the Entity does not use the Substitute module.When you are working with Sim Scans, select a specific action from the Scan SheetSelection screen. See the table below Figure 18 for a description of each option. Theprocess to complete each action is detailed after familiarizing you with the screen.The Sim Scan has five processes:• Create/Print a New Batch• Recreate/Print an Existing Batch• Reprint Existing Sheets (same data)• Delete a Batch• Key Entry of SheetsThese processes are described in the sections below. Each of these processes is started onthe Scan Sheet Selection Screen (Figure 17) by selecting an option in the Choose anaction area. The options on this screen are described in the table below the Figure.WSIPC Guide to Attendance 49Updated July 2010

Figure 17 – Scan Sheet SelectionOptionEntity areaAvailable Scan SheetsChoose an actionRetrieve Previous Week’sAttendance Using the Class’DescriptionThe Entity, School Year, Scanner Type and Form Type.List of current, available scan batches.The options available when working with Sim Scans.Determines which period of attendance displays in theprevious week attendance area.Previous Week’s Attendance cannot be suppressed.Print Non-Attendance DaysIncludes a column on the document for non school days.Example: When selected the Thursday and Friday ofThanksgiving week would be displayed on the document.Print Student Grade LevelPrint Signature LinePrints the grade level next to the student name.Prints a line for the teacher or person completing thedocument to sign or initial.Create/Print a New Batch of Sim Scan SheetsSim Scan sheets allow a teacher to take attendance on formatted attendance sheets andthen submit it to the attendance office for entry. These documents can be used bysubstitute teachers or teachers having technical difficulties with the computer in theirWSIPC Guide to Attendance 50Updated July 2010

classroom to record student absences or tardiness and turned into the attendance officefor entry.To create/print a new batch of Sim Scan documents:1. Go to WS/OF/AT/DE/SC.2. In the Choose an Action area, select Create/Print a New Batch.3. Make desired selections in the Print Options area. Refer to the table belowFigure 18 for details about each option.4. Click OK.5. Type the correct dates in the Start Scan Date and End Scan Date boxes. See theend of this procedure for additional information on format and entry in thesefields.6. Click Save.7. Verify that the information is correct in the Report Ranges Sort Options area.8. Click Select Sorts and make desired sort selections or change existing ones. Ifsort selections do not need to be made or updated, skip to step 11.TIPMany schools prefer that the Sim Scan sheets be sorted inalphabetical order by teacher last name and then by period to makedistribution easier. If you don’t configure sort criteria, thedocuments will be sorted by the Course Code.WSIPC Guide to Attendance 51Updated July 2010

9. Click Save to return to range screen. You can reorder the items selected in sort ifdesired by clicking and holding the cross arrows and dragging the item to thedesired location in the list of selected sort options.10. Click Save to preserve ranges and sort options if desired.11. Click Print.12. The request is sent to the Print Queue for processing.13. Click Display Report when the report has completed processing or click Viewfrom the Print Queue.14. Print the forms as needed.Entering Sim Scan DatesIn Step 5, you entered the Start Scan Date and End Scan Date for the Sim Scan batch youare creating. Date format for these fields is mm/dd/yyyy. The Start Scan and End ScanDates represent the first and last day on the sheets. Sim Scans span one week only. TheStart Scan Date should always be the Monday of the week; even if it is not an attendancedate. A date entered in the format mmddyy and will be converted to the full format whenleaving the field. Example: August 31, 2009 can be entered as 083109. When the cursorleaves the field it will be reformatted to 08/31/2009.Start Wk 1 Date and End Wk 1 Date are based on the Start Scan Date value. The EndWk 1 Date is helpful in selecting the appropriate end date for this batch of scan sheets.Although most forms are printed for a one-week period the End Scan Date can be anydate within that one week period. For example, you may enter an end date prior to theend of the one-week period if the quarter ends or there is a school vacation in the middleof the one-week period.Data on Sim Scan SheetsThe Sim Scan displays course information across the top of the page including the coursecode, section number, teacher, building, room, terms of the course, the period and daysthe class meets. The course type, subject, and length of the class are also displayed.Below this information is the Document number, which is specific to this sheet of thisSim Scan batch. Each day of the week has its own column to the right of which is analphabetical listing of the students in the course/section. The furthest right columndisplays attendance for the previous week. If Print Signature Line was selected it willappear at the bottom right of the sheet. The use of the document number and numbersdisplaying to the left of the student name will be discussed in the Key Entry of Sim ScanSheets section.WSIPC Guide to Attendance 52Updated July 2010

Figure 18 – Example of Sim Scan sheet with square around the document numberKey Entry of Sheets (Entering Attendance from Sim Scan Sheets)After the Sim Scan Sheets have been created, distributed to teachers and returned to theoffice with the daily attendance information marked on them, the attendance secretarycan enter the data. When entering attendance in this area an Absence Type is required,but the Absence Reason is optional. Sim Scan entry can be done quickly using the 10-keypad on the keyboard. The process below focuses on entering attendance data primarilyusing the 10-key pad.This method of entry cannot be used to make modifications to existing attendance.To enter attendance information from Sim Scan documents:1. Go to WS/OF/AT/DE/SC.2. In the Available Scan Sheets browse, highlight the batch to work with.3. Select Key Entry of Sheets and click OK.NOTEThe Available Scan Sheets display oldest to newest. You can clickthe Batch Start Dt header to reverse the order.4. Verify the correct setting for Update ALL periods of multiple period classes uponentry of student #. When selected, this option carries attendance entered for oneperiod of a multiple period class to all periods. Change if necessary.5. Update the Attendance Date box if necessary.WSIPC Guide to Attendance 53Updated July 2010

6. Type the document number in the Current Document # box. The documentnumber is located in upper-left area of the page. You don’t need to type theleading zeros.7. Enter the Absence Type Code to use in the Attendance entry Type box at thebottom of the screen. Update as necessary. See the end of this procedure foradditional information on the use of the Absence Type box.8. Type the Reason Code in the Reason box (optional).9. For each absent student, type the corresponding two-digit number (next to thestudent’s Name Key) in the Student # to add attendance for box.WSIPC Guide to Attendance 54Updated July 2010

NOTE A Sim Scan sheet can show up to 50 students. A class with more than 50students will have more than one Sim Scan sheet. For example, a Band class with132 students will have three Sim Scan sheets. Each sheet will have its own uniquedocument number and the students will be numbed 01 to 50 on pages 1 and 2, andthe students on page three will be numbered 01-32 for a total of 132 students.10. Repeat Step 8 until all student attendance for this document has been entered.NOTESIf the document number entered has no students marked absent, amessage appears asking, “Is this an intentional perfect classattendance entry?” Select No to leave this document number as notprocessed. Select Yes to record the document as having beenprocessed. This information is used when running the UnrecordedClass Attendance report and setting the Report Type option toeither Both or Scansheet. This is discussed in detail in the“Unrecorded Class Attendance Report” section.11. Enter the new Current Document # to be processed. See the end of this procedurefor shortcuts that can be used with Sim Scan Key entry.12. Repeat steps 9-11 until all documents have been processed.13. When all documents have been processed, type 99 in the Student # to addattendance for box and press Enter on your keyboard, or click Save & Close.TIPTo prevent data entry errors, you may wish to process all absenceson the Sim Scan sheets first, setting aside sheets with tardies onthem. When all absences have been entered, process the tardies bychanging the Absence Type (do not use #Save this time) and clearthe Update ALL periods of multiple period classes upon entry ofstudent # check box if there are classes that meet multiple periodsso that the Tardy is not carried forward to both periods.Sim Scan Key Entry of Sheets shortcutsWhen you are finished with one document, you can select a new document by typing 88in the Student # to add attendance for box. This takes the cursor to the CurrentDocument # box where you can enter the number for the next document to be workedwith. To change the date, typing 77 in the Student # to add attendance for box. To closethe screen, typing 99 in the Student # to add attendance for box.Clearing All Entries on a Sim Scan SheetIf you find that you have entered the wrong information, use the Clear All button toremove all entries made to the current sheet. Once you move to the next sheet, the ClearAll button cannot be used to clear information from the previous sheet.WSIPC Guide to Attendance 55Updated July 2010

Setting Absence Type DefaultsIn Step 9 you entered the Absence Type to be used. The first time you use Sim Scan KeyEntry, type the most common Absence Type in this field and click Save & Close. Thiswill cause the absence type you most commonly use to display each time you enter thisscreen without having to update it. The absence type entered here is commonly U orUnexcused because the source is the teacher where absence information is not verified.Reprint Existing Sim Scan SheetsUse this option to reprint individual sheets for a selected teacher(s) or the entire batch. Itpreserves the integrity and validity of the Document # associated with each sheet. Thisoption is useful when forms have been lost or damaged. It does not add to the batch.The list of documents in this area displays by teacher Alphakey. The list can be re-sortedfrom ascending to descending by clicking the Teacher header.The table below Figure 19 describes the view/print selection options:Figure 19 – Reprint Existing Sheets (Same Data)Select allOptionDescriptionIncludes all Documents in the batch for reprinting.Unselect allSelect all for current teacherClears all documents in the batch from selection.Includes all documents to be reprinted for the highlightedteacher.WSIPC Guide to Attendance 56Updated July 2010

Unselect all for currentteacherSelect a range of doc #sShow Selected DocumentsonlyShow all documentsClears from selection all documents for the highlightedteacher.Allows you to enter Starting Document # and EndingDocument # to be printed or not printed.When only some documents have been included to beprinted, this option shows only the items to be included.Option appears when Show Selected Documents Only hasbeen selected. It reverts back to displaying all documentswithout unselecting any previously selected items.To reprint existing sheets using the same data:1. Go to WS/OF/AT/DE/SC.2. In the Available Scan Sheets browse, highlight the appropriate batch to reprint.3. Select Reprint Existing Sheets (same data).4. Click OK.5. Select the forms to reprint either by highlighting the individual teacher andclicking Select all for current teacher or click Select all to reprint the entire batch.6. Click Print.When using the Reprint Existing Sheets (same data) feature, there is no sort option. Thedocuments are sorted in alphabetical order by the course code.Delete a Sim Scan BatchIt is not necessary to keep the Sim Scan batches after attendance has been entered for thedate range on the sheets or the dates have passed. Keep only three weeks of Sim Scans(previous week, current week and following week). This helps you quickly access thebatches that are currently being used.Consider deleting a Sim Scan batch if:• You need to clean up the Available Scan Sheets browse.• The batch was created incorrectly and cannot be adjusted using the Recreate orthe Reprint options.WSIPC Guide to Attendance 57Updated July 2010

CAUTIONUse caution when deleting a batch. Deleting a batch rendersthe document numbers invalid. As a result, the Sim Scandocument can’t be used for quick entry, and attendanceinformation must be entered in other areas, such asAttendance By Date.To delete a Sim Scan batch:1. Go to WS/OF/AT/DE/SC.2. In the Available Scan Sheets browse, highlight the batch to be removed.3. Select Delete a Batch and click OK.4. The following message appears: “This will delete the selected batch. Click OK toconfirm.”5. Click OK.Recreate/Print an Existing Sim Scan BatchThis changes the Document # associated with each sheet rendering the previousdocument number invalid.Use the Recreate/Print an Existing Batch option when the initial creation of a Sim Scansheets for a particular week did not include all classes, and you now must append otherclass attendance sheets to an existing batch.CAUTIONAfter a batch has been created and the sheets distributed to theteachers, do not recreate an existing batch. Recreating an existingbatch assigns new document numbers rendering the previous batchand documents invalid for key entry.To append new Sim Scan documents using Recreate/Print an Existing Batchfunctionality:1. Go to WS/OF/AT/DE/SC.2. In the Available Scan Sheets browse, highlight the batch to be recreated andselect Recreate/Print an Existing Batch.3. Click OK.4. Make desired selections in the Range area. For example, if your original batchexcluded all of your PE classes, you can use the Course/Class boxes to specifyyour PE classes by Course Key.WSIPC Guide to Attendance 58Updated July 2010

5. Click Select Sorts and make desired sort selections or change existing ones. Ifsort selections do not need to be made or updated, skip to Step 8.NOTEIf a sort is not selected, the documents are sorted by the CourseCode. If you prefer them to be in alphabetical order by teacher lastname and then by period, you must set this sort.6. Click Save to return to range screen. You can reorder the items selected in sort ifdesired by clicking and holding the cross arrows and dragging the item to thedesired location in the list of selected sort options.7. Click Save to preserve ranges and sort options if desired.8. Click Print.WandingWanding is used to scan attendance using a barcode. It can be helpful if an Entity hasbarcodes printed on the back of student ID cards and office personnel scan the card tocheck students in and out. When scanning the barcode or manually entering the student’sID, the system will check the student in or out of the period associated with the currenttime of day as defined in Attendance Periods. This method enters attendance only for theperiod indicated. It does not accommodate entering attendance for a range of periods ordates.Taking Attendance Using Student DemographicsIt is sometimes more efficient to enter and edit attendance in the Student Demographicsmodule than in the Attendance module. This section describes how to manage attendanceinformation in Student Demographics (Student Profile and Student Browse).Taking Attendance in Student ProfileWS/ST/PRUsing the Filter Options, you can set the Attendance tab browse of Student Profile toshow Current Year Only or All Attendance. The All Attendance option shows absenceinformation for a student for all years that they are enrolled in the Entity you areaccessing the student from.Viewing attendance from within an Entity limits the data displayed to that Entity.Viewing attendance from Entity 000 allows you to view all of a student’s attendance datafor all Entities in the district (the All Attendance option must be selected in FilterOptions).The process of adding, editing and deleting an absence record from Student Profile isidentical to that in the “Entering Attendance by Date” section of this Guide.WSIPC Guide to Attendance 59Updated July 2010

Taking Attendance in Student BrowseWS/ST/STThe Attendance area of Student Browse allows the user to view Entity-specific absenceinformation. Select the Current Year Only check box to show absence information for thecurrent year, or clear this check box to display all attendance records.The attendance information displayed in Student Browse from Entity 000 is limited toAttendance History summary only. You can view this summarized information for thecurrent school year or all years based on whether or not you check the Current Year Onlycheckbox. The Attendance History summary information displays only if the UpdateAttendance History YTD Totals utility was run for that school year prior to Year End.The process of adding, editing and deleting an absence record from Student Browse isidentical to the process described in “Entering Attendance by Student” in this Guide.WSIPC Guide to Attendance 60Updated July 2010

Attendance HistoryAttendance History shows historical attendance information by school year for a selectedstudent if the Update Student Yearly Attendance Utility was run for that school year priorto Year End. A report can be run detailing daily records from history. Current yearattendance is summarized here if the Update Student Yearly Attendance Utility has beenrun for the current school year.Attendance History can be accessed in the following areas:• Attendance by Student (WS/OF/AT/BS)• Student Browse (WS/ST/ST/Attendance/Summary hyperlink)• Student Profile (WS/ST/PR/Attendance tab/Summary)• Attendance History (WS/OF/AT/AH)Any time you’re viewing an Attendance History Record by year, you can click the plussign to the left of the record and view summarized attendance information for that schoolyear.Adding an Attendance History RecordAdd an Attendance History record if someone does not run the Update AttendanceHistory Year to Date Total utility before the Year End process was run. Some schoolsalso add a History record if a student transfers from another district.You can also edit or delete an existing Attendance History record in this area.To add an Attendance History record:1. Go to WS/OF/AT/AH.2. Click the plus sign to the left of a student.3. Click the Add hyperlink in the Attendance History area.4. Make the appropriate entries. See the table below Figure 20 for a description ofeach option.5. Click Save.WSIPC Guide to Attendance 61Updated July 2010

Figure 20 – Student Attendance History MaintenanceEntityYearGrad YearGradeOptionDescriptionEntity this attendance history occurred in.School year in which the absences occurred.Student’s current graduation yearStudent’s grade during the school year selected.Member DaysDays PossibleExcused DaysDays UnexcusedDays OtherNumber TardyTotalsDays the student was enrolled and a member.School Days possible during the Member Day.Number of days the student was absent with a category ofExcused for each term.Number of days the student was absent with a category ofUnexcused for each term.Number of days the student was absent with a category ofOther for each term.Periods the student was tardy for each term.Display only for Member Days, Days Possible, DaysExcused, Days Unexcused, Days Other and NumberTardy for the school year.WSIPC Guide to Attendance 62Updated July 2010

Attendance LettersAttendance Letters notify parents or guardians of poor student attendance. AttendanceLetters are generated when a student’s absence record meets criteria defined by thedistrict. This section shows you how to configure Attendance Letters.Configuring Attendance LettersBefore you can generate Attendance Letters, you must configure the following areas:• Attendance Letter Setup• Threshold• Letter Attendance Type• Date RangesAttendance Letter SetupThe configuration for Attendance Letters is Entity-specific.To enable Attendance Letters:1. Go to WS/OF/AT/PS/CF/AL.2. In the Entity-Year Attendance Letter Configuration list, highlight the row for thedesired Entity and click Edit.3. In the Entity-Year Attendance Options area, select the check box for at least oneAttendance Letter Type. To determine which Attendance Letter Types you shoulduse, see the Letter Type descriptions in the “Configuring Thresholds” sectionbelow.4. Click Save.NOTESelecting the option Stop Displaying/Counting Attendance When aThreshold is Met limits the Attendance Detail printed to the minimumnumber of absences required to justify the letter.To view a tutorial on Attendance Letters Setup, click this link:https://connect.wsipc.org/attltrssetup/ThresholdsA Threshold defines the number of absences (threshold), the letter type (Class, Period,Total) and the Term Type (Term, Semester, Year, Date Range) required for the student toreceive a letter.WSIPC Guide to Attendance 63Updated July 2010

You must create Thresholds for every combination you want to generate AttendanceLetters for. For example, you can have a class threshold of five absences in a semesterand another class threshold of 10 absences in a semester.However, a student can qualify for a letter at a specific Threshold with a Term Type ofTerm, Semester or Year only once during that time span. For instance, if a student hasalready received a letter for the Threshold of five absences in a semester (time frame),they will not get an additional letter for five more absences during the same semester. Togenerate more than one letter for a threshold, you must use a term type of Date Range.To add a Threshold:1. Go to WS/OF/AT/AL/PS/CO/TH.2. Click Add.3. Make the appropriate entries. See the headings below Figure 21 for a descriptionof each option.4. Click Save.To edit or delete a threshold, go to WS/OF/AT/AL/PS/CO/CO/TH, highlight the correctthreshold, and click Edit or Delete.NOTEA Threshold that has been used to send out attendance letters cannot bedeleted.Figure 21 – Thresholds MaintenanceWSIPC Guide to Attendance 64Updated July 2010

Letter Type of ClassAttendance Letters by Class is useful if you need to notify a student’s guardian that thestudent has met a specific number of absences in a class. This letter type looks atabsences in a specific class regardless of where that class falls in the student’s schedule.It is commonly used in secondary Entities for loss of credit notifications.A letter type of Class defines the number of individual classes a student must miss beforereceiving a letter. For example, if a class threshold were set at five, a student would haveto miss the same class five times before receiving a letter.Letter Type of PeriodAttendance Letters by Period is useful if you need to notify a student’s guardian that thestudent has a specific number of absences during a period regardless of what class isscheduled into that period. This letter type does not consider what class meets during aperiod.A letter type of Period defines the number of individual periods a student must missbefore receiving a letter. For example, if the period threshold is set at five, a studentwould have to miss the same period e.g. 3 rd period, five times before receiving a letter.Letter Type of TotalAttendance Letters by Total is useful if you need to identify total absences or tardies. Theabsences can be reported as total periods missed or total days missed. This letter type iscommonly used in the Total Days missed format to identify unexcused absences thatqualify for filing Becca Truancy petitions.A letter type of Total is used to define either:• The total number of times a student misses any period.• The total number of days a student misses.For example, if the total threshold is set to five, a student must miss a total of five periods(any period, not necessarily the same period or same day) before receiving a letter, or thestudent must miss a total of five days before receiving a letter.Term TypeA Term Type is the length of time during which the threshold must occur. This is Term,Semester, Year or Date Range. The time frame for Term and Semester are defined in theClass Control Set dates (WS/OF/CS/BC/PS/CO/CL). The time frame for Year is definedin the Calendar Master (WS/OF/AT/PS/CO/CC). You define the Date Range.ThresholdThe quantity of absences.Attendance Letters uses the word threshold two different ways. As noted in the“Configuring Thresholds” section above, it can refer to the various elements that cause anWSIPC Guide to Attendance 65Updated July 2010

Attendance Letter to be generated. When the word is used in this capacity in this Guide, itis capitalized (Threshold). The word threshold is also used to define the number ofabsences that help make up a Threshold. When the word is used in this capacity in thisGuide, it is lowercase (threshold).DescriptionDescribes this Threshold.To View a tutorial on Thresholds, click this link:https://connect.wsipc.org/attltrsthresholds/Letter Attendance TypeLetter Attendance Types are groups of absence types used in conjunction with a thresholdto generate an attendance letter. Letter Attendance Types are configured by letter type(Class, Period, Total). You can create as many attendance type groups for each letter typeas necessary. You must create a Letter Attendance Type for every combination ofabsence types for which you want to generate letters.An Attendance Type defines the type or types of absences you want to include in thecriterion. For example, you only want unexcused absences or you want both unexcusedand excused absences.To add a Letter Attendance Type:1. Go to WS/OF/AT/AL/PS/CO//LT.2. Click Add.3. Make the appropriate entries. See the table below Figure 22 for a description ofeach option.4. Click Save.To edit or delete a Letter Attendance Type, go to WS/OF/AT/AL/PS/CO/LT highlight thecorrect attendance type, and click Edit or Delete.NOTEA Letter Attendance Type that has been used to send out attendance letterscannot be deleted.WSIPC Guide to Attendance 66Updated July 2010

Figure 22 – Letter Attendance Type MaintenanceOptionLetter TypeClass Attendance TypeShort/Long DescriptionAccumulation MethodDescriptionClass, Period or Total. See definitions above.Quick reference code used to call up this group ofAbsence Type Codes.Description for this attendance type group.Repeatable (Threshold) processes letters using standardlogic. This is the recommended selection.Non-Repeatable (Level) was created for another stateusing logic elements not included for WSIPC Web Accessusers.Absence TypesDefines the Absence Type Codes to be included in thisgroup.To view a tutorial on the Letter Attendance Type, click this link:https://connect.wsipc.org/attltrletterattendancetype/Date RangesIf you create a Threshold with a Term Type of Date Range, you must create a date rangeparameter. Otherwise, you do not need to configure Date Ranges. Date Ranges allow youto create a range with a fixed or variable start and end. Unlike the Term Types of Term,Semester and Year, using a Date Range allows a threshold to be repeated.To add a date range:1. Go to WS/OF/AT/AL/PS/CO/DR.WSIPC Guide to Attendance 67Updated July 2010

2. Click Add.3. Make the appropriate entries. See the table below Figure 23 for a description ofeach option.4. Click Save.To edit or delete a Date Range go to WS/OF/AT/AL/PS/CO/DR, highlight the correctDate Range and click Edit or Delete.CAUTIONA Date Range that has been used to send out attendance letters can bedeleted.Figure 23 – Date Ranges MaintenanceOptionDate Range CodeShort/Long DescriptionStart DateDescriptionShort code that identifies this date range.Identifies this date range.Fixed allows you to enter a date to set an unchanging startdate.Variable (Today - # days) allows you to use a flexible startdate.End DateFixed allows you to set an unchanging end date.Variable (Today - # days) allows you to use a flexible enddate.WSIPC Guide to Attendance 68Updated July 2010

NOTEIn some attendance reports, the variable date range option is called Todayless # of School Days. However, the attendance letters date range optionis called Today - # Days. The difference between the two is that theattendance letters process uses week days, not school days. For example, iftoday is Monday and you wish to run attendance letters for last week (lastMonday through last Friday) use Today – 7 days.To view a tutorial on Date Ranges, click this link:https://connect.wsipc.org/attltrsdateranges/Attendance UpdateWhen the appropriate Thresholds, Letter Attendance Types and Date Ranges have beencreated, you must run Attendance Update before you can generate attendance letters. Inthe update process the system identifies and flags students who meet the selected criteriafor attendance letters. The update process is run by Letter Type and is always the firststep in generating attendance letters.To update attendance in preparation to generate Attendance Letters:1. Go to WS/OF/AT/AL/AU.2. Click Add to create an Attendance Letter Update template. Create a template foreach letter type, attendance type and term type combination.3. Make the appropriate entries. See the tables below Figure 24, Figure 25 andFigure 26 for a description of each option.4. Click Save or Save and Run.5. Selecting Save and Run processes the Attendance Letter Update through the PrintQueue which produces a report stating the update is complete.WSIPC Guide to Attendance 69Updated July 2010

Figure 24 –Attendance Letters Update – Letter Type of ClassFigure 25 – Attendance Letters Update – Letter Type of PeriodWSIPC Guide to Attendance 70Updated July 2010

Figure 26 – Attendance Letters Update – Letter Type of TotalOptionLetter TypeAttendance TypeTermTerm DateStartingAttendance DateLow/HighPeriodsDescriptionSelect a Letter Type. Class and Total letters have additional updateselections.Letter Attendance Type code is entered here.Term, Semester, Year or Date Range associated with the thresholds to beprocessed.Display only of the start and stop dates of the term selected.Dates that Attendance Letters will start and stop identifying qualifyingabsences. See “Starting Attendance Date” below this table for moreinformation about this option.Defaults to the periods defined for the Entity. Modify the periods to run theupdate process on as needed. For example, the system displays periods 0through 6. You can modify to process one period (5 through 5) or toexclude zero period (1 through 6).WSIPC Guide to Attendance 71Updated July 2010

Thresholds to beupdated for thisTerm TypeCount An AbsenceEach Period ClassMeetsAttendanceAccumulationMethodInformational display of all Thresholds for the Letter Type and Term Typeselected.When updating attendance it is not necessary to highlight a threshold. Allabsences are considered for all thresholds during Attendance Update.Unique to Class letters. Tells system how to count classes that meet formore than one period in the day.If a student is enrolled in a class that meets over two periods and they missboth periods of that class, they are counted as two absences if thischeckbox is selected and one absence if this checkbox is cleared.Unique to Letter Type of Total.Select Period to count absences by periods. This option counts absences intotal by period – not necessarily for the same period.Select Date and enter how many periods missed count as a full day’sabsence in Minimum # of periods for an attendance date to count as 1 dayabsent. For example, enter 4 to count any student missing four or moreperiods in a day as a full day absence. Attendance Letters do not look at theCalendar Detail to calculate a full day’s absence.See “Attendance Accumulation – By Date” below for more informationabout the Date option.Starting Attendance DateThe Starting Attendance Date should always be the first day of the selected term. Thisincludes Thresholds using the Term Type of Date Range. Each time the AttendanceUpdate is run extend the end date out. When the dates are configured in this manner theabsence counts are cumulative. For example, you send a letter for three absences. Astudent has one absence in September, one in October and one in December. When theStarting Attendance date is always the first day of the term and the end date is extendedeach time letters are generated this student will get a letter in December. If you changethe start date to October 1 the September absence is no longer considered for the letter.Attendance Accumulation – By DateWhen generating Total Letters by Date, Attendance Letters never uses the calendarmaster or calendar details to determine how many missed periods constitute a full day’sabsence. The number entered in Minimum # of periods for an attendance date to count as1 day absent is the value used. Therefore, keep in mind that your students with exceptionschedules may not qualify.Example:WSIPC Guide to Attendance 72Updated July 2010

You enter 4 as the Minimum # of periods for an attendance date to count as one dayabsent. A student is scheduled into only three classes per day. This student is absent fromall classes for five days but never qualifies for an attendance letter because the studentnever misses the minimum number of periods (4) in a day to count as one day absent.Therefore, you must manage poor attendance notifications for students with exceptionschedules outside of Attendance Letter processing.To view a tutorial on the Attendance Update, click this link:https://connect.wsipc.org/attltrsattendanceupdate/Generating Attendance LettersNow that you’ve run the Attendance Update, you are ready to generate attendance letters.These letters notify parents or guardians of poor student attendance.Creating Attendance Letter TemplatesBefore you can generate an Attendance Letter, you must create an Attendance LetterTemplate for each Letter Type, Absence Type and Term Type combination.To create an Attendance Letter Template:1. Go to WS/OF/AT/AL/AL.2. Click Add.3. Configure the Attendance Letter screen. See the table below Figure 27 for adescription of each option on this screen.4. Click Save.5. Repeat steps 2 through 4 until you’ve added a template for each Letter Type,Absence Type and Term Type combination. These should match the templatescreated in Update Attendance.WSIPC Guide to Attendance 73Updated July 2010

Running Attendance LettersOnce the Attendance Letter templates have been created, you can select a template andrun Attendance Letters.To run Attendance Letters:1. Go to WS/OF/AT/AL/AL.2. Select a template in the Attendance Letter Template list.3. Click Run.NOTETo edit, delete or clone an Attendance Letter template, go toWS/OF/AT/AL/AL, highlight the correct template and click Edit, Delete,or Clone.When an Attendance Letter has been generated for a student, the student’s record ismarked as having received the attendance letter.You can view information about letters sent to a student in the following areas:• On the Student Profile Attendance tab (WS/ST/PR) by clicking the Letters button.• In Student Browse (WS/ST/ST) by clicking Letters next to Attendance in theBrowse Details area.WSIPC Guide to Attendance 74Updated July 2010

Figure 27 – Attendance Letters screenOptionLetter TypeAttendanceTypeTermLetter StatusDescriptionThe letter type used in Update Attendance. Selecting a letter type not used inthe most recent update will result in 0 Student(s) printed for Threshold #.Attendance type used in Update Attendance. Selecting an attendance type notused in the most recent update results in 0 Student(s) printed for Threshold #.Term used in Update Attendance. Selecting a term not used in the most recentupdate results in 0 Student(s) printed for Threshold #.Not Sent generates new attendance letters for students who have not received aletter and meet the criteria. The Previously Sent option appears on this screen,and the Undo Letter Sent Notification option appears if Previously Sent isselected. Although you can select them, they do not recreate the letters orremove the letter sent notification from the student record. To view letterspreviously sent or to remove letter sent notification, see “Maintain AttendanceLetters Sent.”WSIPC Guide to Attendance 75Updated July 2010

PeriodsSend out letters(create & markas sent)Print DetailedAttendancePrint TardiesAccruedDuring LetterTermUse ReportHeadingReportHeadingPage Break byStudent/FamilyPrint WindowEnvelopesUse MailingAddressPrint forFamiliesPrint usingCustomAttendanceLetterCreate MailMerge FileDefaults to the periods defined for the Entity. Modify to match periods used inUpdate Attendance. Selecting periods not used in the update will produce aninaccurate report.Generates letters and marks the student record as sent. You may wish to runattendance letters without selecting this option to review letters before decidingwhether or not to commit them. You do not receive an additional messageasking if you want to commit the letters.Prints detailed report of all absences including period, absence type andabsence reason for every absence that meets the criterion selected.Total number of tardies display on the attendance report however is not used inabsence calculations. Unique to Letter Type of Total.Allows you to create your own custom report heading.Available only when Use Report Heading is selected. Enter your custom reportheading text.Page breaks the attendance report by student / family.Formats name and address in a format that can be used for window envelopes.Prints mailing address if one exists. If no mailing address exists will printstreet address. Available only when Print Window Envelopes is selected.Determines which family to print a letter for.Creates a Custom Attendance Letter from a Custom Attendance Lettertemplate. See “Using a Custom Attendance Letter Template” below for details.Creates a comma delimited text file. See “Creating a Mail Merge File” belowfor details on creating the comma delimited file.WSIPC Guide to Attendance 76Updated July 2010

CreateDisciplineRecords forStudentsReceivingLettersSelectedThresholdThresholds tobe updated forthis Term TypeCreates a discipline record for students who receive this Attendance Letter.Use the Discipline Offense button to identify the offense, action and actiondetails for the student’s discipline record. This feature is available only whenSend out letters (create & mark as sent) is selected. See “Creating DisciplineRecords” below for details.When generating Attendance Letters using this option from an existingtemplate, click Discipline Offense and change the date in the Offense Date boxto the current date. If you are also creating Discipline Action and/or ActionDetail records, update the Ordered Date and the Action Date boxes.Displays the threshold selected in Thresholds to be updated for this TermType.All thresholds for this letter type and term are displayed. Unlike theAttendance Update area where the utility processes all thresholds, you mustselect a threshold.The Attendance Update utility is run once and includes all thresholds, but theAttendance Letters utility must be processed for each threshold individually.For example, the update process may have updated three different thresholds,1, 3, and 5. If you are creating an attendance letter for students’ who have fiveabsences, you need to highlight the 5 threshold.To view a tutorial on Generating Attendance Letters, click this link:https://connect.wsipc.org/attltrsgeneratingattendanceletters/Using a Custom Attendance Letter TemplateWhen generating Attendance Letters, you can select the Print using Custom AttendanceLetter option. This creates attendance letters using the selected template rather than usingthe default attendance letter. Before you can use this option, you must create a CustomAttendance Letter template. For information about creating a Custom Attendance Lettertemplate, see “Creating a Custom Attendance Letter Template.”To generate Attendance Letters using a Custom Attendance Letter Template:1. While generating attendance letters in the process described in “GeneratingAttendance Letters” above, select Print using Custom Attendance Letter.2. Click Custom Attendance Letters.3. Highlight a Custom Letter Name from the available templates and click Select.4. Click Save and Run.WSIPC Guide to Attendance 77Updated July 2010

Creating a Mail Merge FileMail Merge combines text you’ve typed in a Word document with attendance-relatedinformation from the Student database to create a personalized attendance letter. Thisattendance-related information is contained in the Mail Merge file.NOTEYou may find that a Custom Attendance Letter is much easier to userthan a Mail Merge File. See “Using a Custom Attendance LetterTemplate” and “Creating a Custom Attendance Letter Template” fordetails about this feature.To create a Mail Merge file:1. While generating attendance letters in the process described in “GeneratingAttendance Letters” above, select the Create Mail Merge File checkbox.2. Click Mail Merge Format.3. The Delimited File Type must be set to comma.4. Select Print Mail Merge Header Using ‘Selected Fields’ (optional butrecommended).5. Select Print Confidential Phone Number (optional).6. Select the fields you want to include in the mail merge file by selecting thecheckbox under the Selected column for each field to be included in the file.7. You can select up to four Free Form Comment fields to include a customized textin the file.8. Click Save.To view this file, go to View/Save Mail Merge Files (WS/OF/AT/AL/AL). When youview the file, you can then save it to your computer and merge the file into a Worddocument.To view a tutorial on Creating a Mail Merge File in Attendance Letters, click this link:https://connect.wsipc.org/attltrscreatingamailmergefile/Creating Discipline RecordsDuring Attendance Letter generation the system can be configured to a create disciplinerecord for each letter generated.Properly generated discipline records are recognized by the Attendance Truancy Reportas interventions you have taken in compliance with Becca laws to reduce unexcusedWSIPC Guide to Attendance 78Updated July 2010

absences. This is the main reason you would create discipline records when generatingattendance letters. Discipline records can also help attendance staff provideAdministrators with reports on disciplinary action taken due to attendance issues.To create a discipline record that will be recognized as a Becca intervention, use QN asthe Offense or Action code. For detailed information on the Attendance Truancy Report,see the Reports section of this Guide or go to:http://skydoc.wa-k12.net/skydoc/AttendanceTruancy.pdf .To create discipline records:1. Select the Create Discipline Records for Students Receiving Letters check box.Create Discipline Records for Students Receiving Letters is available only whenthe Send out letters (create & mark as sent) check box is selected.2. Click Discipline Offense.3. Enter the Offense. To create a discipline record for unexcused absences that willbe recognized by the Attendance Truancy Report enter QN as the Offense Codewithout entering an Action code or enter truancy or attendance related code andenter QN as the Action code.4. Enter a comment such as “Discipline record created through Attendance Letters”to describe how this record was created.5. Make other selections as desired.6. Click Save.7. Setup Action and Detail Parameters message displays. Click Yes to enterDiscipline Action and/or Action Detail Records. If you do not want to enterDiscipline Action and/or Action Detail Records, click No and skip to step 13.8. Confirm that the Create Actions Records checkbox is selected.9. Enter Action.10. Make other selections as desired.11. Click Save.When attendance letters have been generated from this Attendance Letter template, theletters are marked as sent and a discipline record using the parameters you have selectedis created for each student receiving the letter. The discipline records can be viewed onthe student’s discipline tab in Student Profile (WS/ST/PR/Discipline tab), or in StudentWSIPC Guide to Attendance 79Updated July 2010

Browse (WS/ST/ST/Discipline browse detail) or through Discipline (WS/OF/DI/BO orWS/OF/DI/BS).For more information on creating Discipline records, refer to the WSIPC Guide toDiscipline.To view a tutorial on Creating a Discipline Record in Attendance Letters, click this link:https://connect.wsipc.org/attltrscreatingadisciplinerecord/Creating a Custom Attendance Letter TemplateCustom Attendance Letters are letters sent to guardians that contain attendanceinformation and any other custom text (such as information about district attendancepolicies). A Custom Attendance Letter template defines exactly what text the lettercontains, what kind of attendance information appears in the letter, and in what order theinformation appears.In the past, the only way to customize an attendance letter was to create a mail merge fileand merge that file into a Word document. However, the mail merge process is very timeconsumingand provides much less flexibility than Custom Attendance Letters.NOTEAlthough the Custom Attendance Letter is intended to replace the old mailmerge process, the ability to create a mail merge file is still available. See“Creating a Mail Merge File” above for details about this process.Creating a Custom Attendance Letter template requires two main steps:• Adding the Custom Letter template.• Typing the Custom Letter template text and adding fields.This section shows you how to complete both of these steps.Adding a Custom Letter TemplateThe first step to creating a Custom Attendance Letter template is to add the template tothe template list.To add a Custom Attendance Letter template:1. Go to WS\OF\AT\AL\PS\CF\CF\CA.2. Click Add.3. Configure the Custom Letter Add screen. See the table below Figure 28 for detailsabout options on this screen.4. Click Save and Edit Layout.WSIPC Guide to Attendance 80Updated July 2010

Figure 28 – Custom Letter Add dialog boxOptionLetter TypeLetter NameOrientationDescriptionDefines the Letter Type. See “Attendance Letter Type” in the “ConfiguringAttendance Letters” section for information about Letter Types.Name that identifies this template. Because a Custom Attendance Lettertemplate is available district-wide, consider including the Entity, Letter Type,and Threshold in the name of the template. This information helps ensure thatyou select the correct template when generating attendance letters.Determines whether the attendance letter’s orientation is portrait or landscape.Typing the Custom Attendance Letter Template TextOnce you’ve added a Custom Attendance Letter template, you can add text to thetemplate.To type Custom Attendance Letter template text:1. If you’re continuing from the “Adding a Custom Letter Template” section above,go to step 2 below. Otherwise, go to WS\OF\AT\AL\PS\CF\CA, highlight aCustom Attendance Letter and click Edit.2. Type the text of your letter on the Custom Attendance Letter screen. Add fields asyou type your letter. To learn how to add fields, see “Adding Fields to the CustomAttendance Letter Template” below.Adding Fields to the Custom Attendance Letter TemplateAs you add text to the template, you can add fields that pull information from thedatabase about the student and the student’s attendance.To add fields to the Custom Attendance Letter template:1. Click the Fields menu in the upper-left corner of the screen.2. Select a Field Group. A Field Group is a grouping of similar kinds of fields.WSIPC Guide to Attendance 81Updated July 2010

• Attendance Information Field Group. Contains fields related toattendance, such as the Periods Missed field and the Absence TypeLegend field.• Student/Family Information Field Group. Contains demographicinformation.• Detail Area Field Group. Contains attendance detail based on the LetterType selected for the template.3. Do either of the following:• If you selected Student/Family Information or Attendance Informationfrom the Fields group, select a field from the dropdown list in the MergeFields dialog box and click Add.• If you selected Detail Area from the Fields group, select the Print Fieldcheck box for each detail item you want to include and click Save.NOTEYou can switch among Fields groups while adding fields to yourletter.4. Continue selecting fields until you’ve added all the fields you need.TIPTo delete a field added in error, click on the field and press Deleteon your keyboard.5. Use the formatting toolbar at the top of the screen to modify text. For example,you can use the toolbar to create italic font or add a numbered list. To find outwhat a tool does, pause your mouse pointer over the tool and read the tooltip.6. Use the Layout and Table menus in the upper-left corner of the screen as needed.For more information about using the Table menu, see “Using the Table Menu”below.7. Click Save & Close.WSIPC Guide to Attendance 82Updated July 2010

Figure 29 – Custom Attendance Letter template with fields embedded. For example, the embedded field “1 stGuardian” appears after the salutation.WSIPC Guide to Attendance 83Updated July 2010

Figure 30 – Example of a Custom Attendance Letter. The letter in this example was generated using thetemplate in Figure 29.Using the Table MenuThe Table menu has two options: Clone Row and Delete Row. If you add a table usingthe Table tool in the toolbar, these options allow you to clone or delete rows in the table.When you clone a row, the data within that row is cloned to the new row.Understanding the Options at the Bottom of the ScreenYou may notice several options at the bottom of the Custom Attendance Letter screen.The number of options varies depending on the placement of your cursor in theattendance letter template. These options do not help you format the Custom AttendanceLetter. Do not use these options.Editing or Deleting a Custom Attendance Letter TemplateYou may need to edit a Custom Attendance Letters template. For example, you may needto modify a template because of a change in attendance policy, or you may find atypographical error.WSIPC Guide to Attendance 84Updated July 2010

To edit a Custom Attendance Letter template:1. Go to WS\OF\AT\AL\PS\CF\CA.2. Highlight a template in the Custom Attendance Letter screen and click Edit.3. Edit the template.4. Click Save & Close.You can also delete Custom Attendance Letters templates that are created in error or areno longer needed.To delete a Custom Attendance Letter template:1. Go to WS\OF\AT\AL\PS\CF\CA.2. Highlight the appropriate Custom Letter Name and click Delete.Cloning a Custom Attendance Letter TemplateAlthough there is no clone feature for Custom Attendance Letters, it is possible to clonethe contents of a template.To clone a Custom Attendance Letter Template:1. Open the template you’d like to clone.2. Highlight and copy the contents of the template.3. Close the template.4. Add a new template.5. Paste the contents of the first template into the new template.6. Modify the new template as needed.7. Click Save.CAUTIONIf the original template you copied from contained an attendancedetail table, after you paste the data you must delete thatattendance detail table and add a new one.WSIPC Guide to Attendance 85Updated July 2010

Attendance Letter Summary ReportThe Attendance Letter Summary Report provides you with attendance letter informationfor a specific letter type, attendance type, and term based on the date the letter was sentout and thresholds selected.To run the Attendance Letter Summary Report:1. Go to WS/OF/AT/AL/RE.2. Select Attendance Letter Summary Report.3. Click Add.4. Make the appropriate entries. See the table below Figure 31 for a description ofeach option.5. Click Save or Save and Print.Figure 31 – Attendance Letter Summary Report optionsWSIPC Guide to Attendance 86Updated July 2010

OptionLetter TypeLetter type to report on.DescriptionAttendance TypeTermDate letter was sent outAttendance Type for the Letter Type.Term for the letter type.Date or date range when the attendance letters were generated.Date letter was sent out does not reflect the date the letter wasmailed. It is the date the letter was generated.ThresholdUse Report HeadingReport HeadingAvailable Thresholds forthis Term TypeSelect SortsPeriodsLow and high threshold values to include in the report. Thethresholds available are displayed in Available Thresholds forthis Term Type.User-defined report heading.Available only when Use Report Heading is selected. Enter userdefined text for report heading.Displays all thresholds for this letter type and term.Sorts available are Advisor, Discipline Officer, Grad Year andHomeroom Teacher. Only for the Class Letter Type.Periods to be included. Only for the Period Letter Type.To view a tutorial on the Attendance Letters Summary Report, click this link:https://connect.wsipc.org/attltrssummaryreport/Maintain Attendance Letters SentMaintain Attendance Letters Sent (WS/OF/AT/AL/PS/UT) shows all students receivingan attendance letter based on the letter type (Total, Period or Class). You can then deletethe letter sent record. This is the only place where you can delete the letter sent notationfrom a student’s record.To delete letter sent notifications:1. Go to WS/OF/AT/AL/PS/UT//LS.2. Select an existing template or click Add to create a new one.WSIPC Guide to Attendance 87Updated July 2010

3. Make the appropriate selections. See the table below Figure 32 for a descriptionof each option.4. Click Save and Run.5. The utility is processed through the Print Queue and shows the students who havereceived letters meeting the criteria on the template.6. Do one of the following:• To delete one attendance letter sent notification, highlight the appropriatestudent attendance letter record from the Maintain Attendance Letters Sentbrowse detail and click Delete Atnd Letter.• To delete all letter sent notifications, click Delete All Atnd Letter. Thefollowing message appears: “Are you sure you wish to delete allattendance letters?” Click OK.A report of how many letter sent notifications were deleted is generated. The report doesnot list the students for whom the notification was deleted.Figure 32 – Maintain Attendance Letters Sent templateWSIPC Guide to Attendance 88Updated July 2010

OptionLetter TypeAttendance TypeTermTerm DateDate letter wassent outThresholdAvailableThresholds for thisTerm TypeDescriptionSelect the letter type to report on.Select the Attendance Type for the Letter Type.Select the term for the letter type.Displays the start and end dates for the Term selected.Enter the date or date range when the report was sent out.Enter the low and high threshold values to include in the report. Thethresholds available are displayed in Available Thresholds for this TermType.Displays all thresholds for this letter type and term.To view a tutorial on the Maintain Attendance Letters Sent utility, click this link:https://connect.wsipc.org/attltrsmaintainattendanceletterssent/Schedule LettersSchedule Letters is an automated process that allows you to determine when to run theattendance letter processes. You determine when the process will run and then set theupdate and letter parameters. The results can be emailed to one or more email address.You must create a scheduled task for each letter type and threshold combination.To schedule letters to run automatically:1. Go to WS/OF/AT/AL/SL.2. Click Add to create a scheduled task for Attendance Update and AttendanceLetters.3. Make the appropriate selections on the Scheduling Parameters screen. Thisscreen is where you determine when the attendance letter process will be run.These selections do not impact which records are processed.4. Click Save.5. Click Update Params.WSIPC Guide to Attendance 89Updated July 2010

6. Verify that your scheduled parameters task appears in the task box. Use thearrows to find it if necessary.7. Click Edit to enter Attendance Update options. The Update AttendanceParameters are exactly the same as those accessed through Attendance Update(WS/OF/AT/AL/AU). See “Attendance Update” for more information.8. Click Save.9. Click Letter Params.10. Click Edit to enter the Attendance Letter options. The Attendance LetterParameters are exactly the same as those accessed through Attendance Letters(WS/OF/AT/AL/AL). See “Generating Attendance Letters” for more information.11. Click Save.To view a tutorial on Schedule Letters, click this link:https://connect.wsipc.org/attltrsscheduleletters/WSIPC Guide to Attendance 90Updated July 2010

Attendance Transaction TrackingWhen Attendance Transaction Tracking is enabled, it allows you to view and report onany additions and/or corrections that are made to a student’s attendance record.Transaction Tracking includes a record of what attendance details were changed, whomade the change and the date/time of the change.Setup for this is done in Entity Year Maintenance under the Info Atnd button. Changesmade to attendance records may be viewed by Student, Attendance Date or TransactionEffective Date.A report may be generated detailing the transaction information. This report is sorted bystudent and attendance date. See the Attendance Transaction Tracking Report in the“Attendance Reporting” section of this Guide for details.Enabling Attendance Transaction TrackingAttendance Transaction Tracking is enabled through Entity Year Configuration(WS/OF/AT/PS/CF). You can track all attendance changes or only edits made to anexisting attendance record. See the “Attendance Configuration” section of this Guide formore information.Tracking Attendance Transactions by StudentThis method allows you to view changes made to an individual student’s attendancerecord.1. Go to WS/OF/AT/TT.2. Select by Student.3. Type a student’s last name or Student ID in the Last Name/Student ID box in thelower-right corner.4. Click the plus sign to the left of the student’s name.5. Click the plus sign to the left of a date to view the attendance changes to thatattendance record.WSIPC Guide to Attendance 91Updated July 2010

Tracking Attendance Transactions by AttendanceDateThis method allows you to view changes made to the attendance records for a specificabsence date.1. Go to WS/OF/AT/TT.2. Select by Attendance Date.3. Type the attendance date to view in Atnd Date box.4. Click the plus sign to the left of the attendance date and student’s name to viewthe changes made to their attendance record for that date.Tracking Attendance Transactions by TransactionEffective DateThis method allows you to view changes made on a specific date to the attendancerecords.1. Go to WS/OF/AT/TT.2. Select by Transaction Effective Date.3. Type the transaction effective date into the Trans Eff Date box.4. Click the plus sign next to the transaction effective date and student to viewchanges made to their attendance record.WSIPC Guide to Attendance 92Updated July 2010

Office VisitsOffice Visits allows you to manage and track students who are being seen for attendancereasons in the Attendance office. There are two ways to enter an office visit: Office Visitsby Student and Office Visit Master. Student Entry can be used with Office Visit Masterto allow students to check in for a visit to the Attendance Office, indicate the reason fortheir visit and be placed on a waiting list. Notes from office personnel regarding the visitand release from the Office Visit are done through the Office Visits by Student or theOffice Visit Master.Default values can be established by clicking the Defaults button in either the OfficeVisits by Student or Office Visit Master. Using default values saves time during dataentry.Office Visit CodesOffice Visit Codes identify why a student is meeting with attendance office personnel.The sections below describe how to add and manage both Reason and Comments Codeswhich can be used to add commonly used comments to an Office Visit record.Creating an Office Visit Reason CodeReason Codes must be created before the Office Visit feature of the Attendance modulecan be used. These codes are not the same as the Absence Reason codes used whenentering absence records.Reason codes are user-defined values that explain why a student is being seen by theAttendance Office. For example, a code could be created for Truancy or ExcessiveAbsences.To Add an Office Visit Reason Code:1. Go to WS/OF/AT/OV/PS/CO.2. Select Reason Codes.3. Click Add.4. Enter desired values in the Office Visit Reason Code, Short Description and LongDescription boxes.5. Click Save.WSIPC Guide to Attendance 93Updated July 2010

Editing and Deleting an Office Visit Reason CodeYou may need to edit or delete an Office Visit Reason Code if it was created in error or ifthe description needs to be changed. To edit or delete an Office Visit Reason Code,follow the same procedure for creating one, but use the Edit or Delete buttons.NOTEOffice Visit Reason Codes attached to a current year record cannot bedeleted.Comment CodesComment Codes are predefined comments of up to 30 characters in length, which can beadded to an Office Visit record. These codes are optional.To create a Comment Code:1. Go to WS/OF/AT/OV/PS/CO.2. Select Comment Codes and apply the appropriate Filter Options.3. Click Add.4. Enter the desired values in the Comment Code, Short Description and LongDescription boxes.5. Click Save.Student Entry into Office VisitsStudent Entry is used in conjunction with Office Visits Master. In Student Entry, studentscan enter their own name and reason(s) for the attendance office visit. Once a studententers their information into Student Entry, they appear in the Office Visits Masterbrowse with a status of Waiting.Using Student Entry saves time for attendance office staff because they don’t have toenter the data on the student.Touch Screen monitors can be used with the Office Visit feature. To implement a TouchScreen monitor, contact your Data Center.To add a student to Office Visits using Student Entry:1. Go to WS/OF/AT/OV/SE.2. Type the student’s ID number or Alphakey in the Student ID/Key box and clickEnter.WSIPC Guide to Attendance 94Updated July 2010

3. Select the appropriate reasons for the visit.4. Click Done when all reasons have been entered.NOTEIf an incorrect reason is added, highlight the incorrect reason and clickDelete Selected. To remove all selected reasons, click Clear.Office Visit MasterThe Office Visit Master can be used alone or in conjunction with Student Entry. Studentscan be entered into Office Visit Master and placed directly in the office or placed in thewaiting list. The waiting list is useful when there are several students in the attendanceoffice at one time and can help staff know who needs to be seen and the order in whichstudents came to the office.Adding a Student to Office Visit MasterTo add a student through the Office Visit Master:1. Go to WS/OF/AT/OV/MA.2. Click Add.3. Make the appropriate entries. See the table below Figure 33 for a description ofthe options.4. Click Save and Keep in Office or Save and Release Student.Figure 33 – Add Attendance VisitWSIPC Guide to Attendance 95Updated July 2010

OptionSchool YearDateTime InUse CurrentTimeTime OutStudentCounselorCommentEdit ReasonsAdd NoteDescriptionSchool Year this visit occurred.Date of the visit.Time the student checked into the office. This time defaults to thecurrent time; however, it can be modified.Current time is automatically added to the record when the student ischecked out of the office. Otherwise, the time out must be manuallyentered.Automatically populated with the system time when Use CurrentTime is selected. If it is not selected, time out must be enteredmanually.Alphakey of student.Alphakey of the counselor seeing the student. (Optional field.)Comment Code for this visit. (Optional field.)Reason for this visit to the attendance office.Optional field for additional information about this office visit. Oncecreated, a Note cannot be edited or deleted. A Protect Note option isavailable when adding a note.Admitting a Waiting StudentIf there is a student in the Office Visits browse with a status of Waiting or In Office,highlight the student and click Edit. Update the record as desired. See the table belowFigure 21 for more information.Deleting an Office Visit RecordTo delete an Office Visit record that has been created in error, highlight the record in theOffice Visit browse and click Delete. Click OK to the prompt.Updating AttendanceTo update attendance for the highlighted student, use the Upd Atnd button. This is helpfulif a student is in the attendance office long enough to be considered absent or late to aclass.WSIPC Guide to Attendance 96Updated July 2010

Entering Office Visits by StudentEntering Office Visits by Student allows you to track Office Visit information withoutusing the waiting list feature in Student Entry and the Office Visits Master. Entry throughOffice Visits by Student allows you manage data using Student Browse.To manage Office Visit records through Office Visits by Student:1. Go to WS/OF/AT/OV/BS.2. Find the student for whom you want to enter an Office Visit and click the plussign to the left of the student’s name.3. Click the Add Office Visit hyperlink.4. Update the office visit record screen as appropriate. See the table below Figure 21(above) for more information.5. Click Save and Keep in Office or click Save and Release Student.WSIPC Guide to Attendance 97Updated July 2010

Attendance ReportsThe reports help you in extract a variety of information. You will use some on adaily/weekly basis for both individual reporting and group reporting, and will use othersduring the grading periods or for yearly statistical reports.The data on a report run in Web Access is based on a template. Skyward creates defaulttemplates in which the ranges are typically wide open. You can create your own templateto customize the report. Templates can be saved for use in the future.Reports required by the state of Washington, such as the Attendance Truancy Report andthe Grades 1-8 Unexcused Absence reports, are also available.After each report description in this section, a table explains options unique to that report.Unless otherwise specified, you can run all reports in this section using the steps below:1. Go to WS/OF/AT/RE/AR.2. Click on the desired report.3. To use an existing report template, highlight the desired template and click Print.4. To create a new template, click Add.5. Make the appropriate selections. See the figure and table for each report in thissection for a detailed description of the report options.6. Click Save and Print to save the template and print the report, or click Save tosave the template without printing.Common Attendance Report Template OptionsThe fields listed in the table below are common to most of the Attendance Report andUtility Templates.OptionTemplate DescriptionName this template.DescriptionShare this templatewith other users inEntity ###Absence DateSelect to make this template available to other users in thisEntity.Can be a single selection or a Low/High date range selection.WSIPC Guide to Attendance 98Updated July 2010

Absence TypesActivityAdvisorAttendance Date orDate orSelect by: DateChoose the types of attendance to include; at least one absencetype must be selected.Students in a specific activity may be reported on as a group byselecting it from Activity.Defines the individual advisor or range of advisors to beincluded.When selected, determines which date to run the report for; aspecific date or today less a specific number of school days.Select Today Less number of School Days and enter a numberor leave at 0 or select Specific Date and enter the date.Selecting Today Less number of School Days and leaving thevalue at 0 makes the template run for the current date withouthaving to modify it each time it is used.Attendance PeriodCalendarGenderGrad Yr/GradeHomeroomName FormatParent NotifiedPrint ConfidentialPhonePrint DemographicInformationPrint Primary PhoneSchoolRestricts the Attendance Periods included on the report asdesired.Restricts the Calendar included on the report as desired.Defines whether males, females or both are included.Restricts the Grad Year/Grade included on the report asdesired.Defines the individual homeroom or range of homerooms to beincluded.Defines the way in which names are displayed on the report.Select Yes, No or Both.Prints the phone number rather than *CONFIDENTIAL*.Includes demographic data in addition to student name.Prints student’s home phone.Restricts the School included on the report as desired.WSIPC Guide to Attendance 99Updated July 2010

School Year to ProcessSelected Activity isRequiredStudent Selection byRangeStudent Selection byIndividualStudent Key orSelect By: Student KeyStudent StatusToday Less Number ofSchool DaysVerify the school year. Defaults to the current school year butmay be changed to a previous school year.When this option is selected, only students enrolled in theselected Activity are included on the report.Allows selection of a group of students by common rangeparameters.Allows a selection of a specific student or group of studentsnot accommodated by using ranges.Determine student or range of students based on studentAlphakey.Determines whether Active, Inactive or Both will be includedon the report.This option allows this utility to be run for a specific date ortoday minus a specified number of days.For example, to process attendance records for today select thisoption and enter 0 as the value in the Today Less number ofSchool Days field.To process attendance records for the previous day, select thisoption and enter 1 as the value in the Today Less number ofSchool Days field.Daily ReportsThere are five report options available under Daily Reports:• Day Summary• Period Detail• Admit Slips• Do Not Admit Slips• Unrecorded Class Attendance ReportAll report options can be run for a specific date or today less a specified number ofschool days or a specific student with the exception of the Unrecorded Class AttendanceReport. The Unrecorded Class Attendance Report is a date-driven report which can berun for a specific date or today less a specified number of school days.WSIPC Guide to Attendance 100Updated July 2010

Day SummaryThe Day Summary report produces a list of absence information for a given Date orStudent. Guardian names and phone numbers can be included on the report for thepurpose of contacting them about attendance information.The report includes the option to create a file for a phone dialer system. The phone dialformat depends on the phone notification system being used. Contact your districtadministrator to see if your phone system version is supported. Web Accessaccommodates only one phone notification system per district.The Skyward template for the Day Summary report is for the current school year withfew custom items selected.The table below describes the unique options for the Day Summary report. See thecommon fields table above for a description of items not listed in the Day SummaryTemplate Settings table below.OptionMinimum Periods AbsentCalling ReportPrint Student CountsPrint Absence Type LegendPrint Both Guardian’sInformationPrint Guardians WorkPhoneType to Highlight with“***”Print Guardian’s NameDescriptionLimits the Minimum Periods Absent included on thereport as desired. Enter 01 to report only students who areabsent.Prints one line per student with contact information and acolumn for notes creating a concise list of absent studentsfor use by someone making calls to the student’s guardianto confirm the absence.Includes count of students by absence type code.Includes the long description for the absence types on thereport.Includes both Guardian 1 and 2 of Family 1.Includes work number as well as home number on report.Absence Types selected in Report Ranges section areavailable here. Use to quickly identify a specific AbsenceType. Select this to put the asterisks next to an AbsenceType you want to quickly identify when reviewing thereport.Include guardian’s name, based on your selections.WSIPC Guide to Attendance 101Updated July 2010

Print Attendance DetailDefines whether all periods and Absence Types aredisplayed or just the periods and Absence Types identifiedin the Attendance Periods and Absence Types fields.NOTEThe ability to create a file for use with a Phone Dialer system is notcurrently available in Web Access. Creating a phone dial file continues tobe available through the Day Summary (Morning Report) in WESPaC(SM/OF/AT/RE/AR/DR).Period DetailThe Period Detail report produces a detailed list of absence information for a given dateor a selected student (Student Key), including a period by period breakdown of eachstudent’s scheduled classes and teachers.Guardian names and work phone numbers will automatically be included on the report.The option to include home phone number (even confidential home phone) is alsoavailable.The table below describes the unique options for the Period Detail report. See thecommon fields table above for a description of items not listed in the Period DetailTemplate Settings table below.OptionPrint Attendance DetailDescriptionDetermines whether all periods in a day or just the onesdefined in the Attendance Period fields above are includedin the report.Admit SlipsPrinting admit slips will create slips with the student’s absence type and reason for eachperiod of the student’s absence, with a place for each teacher’s signature. Admit slips canbe printed for any school day. They are normally printed at the end of the current day forthe next day. However, school policy determines this.Example of how admit slips are used:A student is absent. The parent calls in the same day of the absence to excuse theabsence. At the end of the day, admit slips are printed for all students who have Excusedabsences for that day. The following day, the student comes to the attendance office andis given the admit slip that was printed the previous day. On the slip is a line for each ofthe student’s teachers to sign. The student takes the admit slip to each of his teachers andreturns it to the office at the end of the day to confirm that all of their teachers haveacknowledged the absence.WSIPC Guide to Attendance 102Updated July 2010

The table below describes the unique options for the Admit Slips report. See the commonfields table above for a description of items not listed in the Admit Slips TemplateSettings table below.OptionPrint Attendance DetailDescriptionDetermines whether all periods in a day or just the onesdefined in the Attendance Period fields above are includedin the report.Do Not Admit SlipsThis report is used to print notices to teachers of students with an absence who should notbe admitted to class until the student has reconciled their absence through the attendanceoffice. There are up to six notices per page when printed by class. See Appendix B for anexample of Do Not Admit Slips.A Do Not Admit slip is printed for a student with an absence on the selected attendancedate. You can print a slip for every class or just the first class that has a selected absencetype within the attendance period ranges selected. The slips are sorted by teacher, classand student with teacher and class information printing on each. A page break by classoption is also available. When ‘Print Only 1 Slip Per Student’ is selected, the records aresorted by student sort with no page break.The table below describes the unique options for Do Not Admit Slips. See the commonfields table above for a description of items not listed in the Do Not Admit SlipsTemplate Settings table below.OptionPrint Only 1 Slip perStudentPrint Teacher Name & ClassInformationDescriptionPrints a single slip for each student regardless of thenumber of periods the student was absent. For example, ifthe student was absent all six periods of the day only oneslip prints instead of six.Prints teacher name and course information when printingone slip per student.The teacher and class information is for the first absencerecord meeting all criterions. Information for subsequentperiods of absence is not printed. In other words if thestudent was absent all 6 periods of the day and only oneslip is printed the only teacher and class printing on theslip is for the first period the student missed.WSIPC Guide to Attendance 103Updated July 2010

Page Break for Each ClassPrint Do Not Admit Slipsfor every classCreates up to six records per page sorted by teacher, classand student with page break at the change of class.Determines whether to print a Do Not Admit Slip forevery period the student is absent or only after the veryfirst period the student has a selected absence type.Example: A student is marked periods 1-6 with anAbsence Type of Unexcused which is the Absence Typeselected.Selecting On & After the very first period which has aselected absence type will print a Do Not Admit Slip foreach of the six periods of absence. Selecting After the veryfirst period which has a selected absence type will print aDo Not Admit slip for periods 2, 3, 4, 5 and 6.Free Form LineTime:Date:SignedTestUp to four lines user can enter free form text. Lines 1 and2 are pre-populated but can be modified. This text printsin the upper-left corner of each slip.Free-form text to indicate when to send the student to theoffice.Free-form text to indicate when to send the student.Free-form text to indicate a staff member creatingdocument or who should see the student or an area for thedocument to be signed per business practice of the Entityor district.Click to preview the document.Unrecorded Class AttendanceThe Unrecorded Class Attendance report prints attendance that has not been enteredthrough Web Access or through processing Sim Scan Sheets. It helps determine whichattendance Sim Scan Sheets have not been processed or which teachers have not enteredattendance through EA Plus.You can set up the Unrecorded Class Attendance report as a scheduled task. There aretwo common reasons to do this:• To have the report run at 10:00 AM (for example) each day to see which teachershaven’t taken attendance for first period. To do this, run the report with TodayWSIPC Guide to Attendance 104Updated July 2010

Less number of School Days set to zero. Once the report runs, you can access thePrint Queue, find the report, and schedule it as a task. It will always report on thecurrent date.• To run the report for the previous day to see which teachers didn’t take attendancethe previous day. To do this, run the report with Today Less number of SchoolDays set to 1. Once the report runs, you can access the Print Queue, find thereport, and schedule it as a task. It will always report on the previous day.The table below describes the options for the Unrecorded Class Attendance Report. Seethe common fields table above for a description of items not listed in the UnrecordedClass Attendance Report Template Settings table below.OptionSpecific Date RangeToday Less numberof School DaysDescriptionStart and Stop Date to be included.Use to consistently run for current date or specific number of daysprior to current date. This setting is useful when setting the reportup as a scheduled task to run automatically.Example: Run the report every morning for the previous day orevery day at a specific time.Starting PeriodEnding PeriodClass Type to PrintFirst period to be included.Last period to be included.Type of attendance entry to be included; select Computer toreport which teachers have not taken attendance through EducatorAccess Plus. Select Scansheet to verify which Sim Scan sheetshave not been processed. Select Mixed to report on bothclassroom attendance and Sim Scan documents. The mostcommon setting is Computer.Reports by StudentThe reports in the Attendance module help you extract a variety of information. Some ofthe reports you will use on a daily or weekly basis for individual reporting and you willuse other reports during grading periods or for yearly statistical reports. The sectionsbelow describe the reports available.Monthly QuarterlyThe Monthly Quarterly Report includes only absence type codes associated with acategory of Excused or Unexcused. The Other and Tardy categories indicate a studentWSIPC Guide to Attendance 105Updated July 2010

was late to or not present in a class; however, the student is considered to be present atschool. Therefore, an absence type code with one of the categories associated with it willnot be included in the report. Tardy counts can be included by selecting it from the PrintAdditional Column options.This report calculates the total number of days possible, days absent and days present forall of the students who were in membership within the date range selected in the calendarranges (this includes both active and inactive students during the dates selected). TheMonthly Quarterly Report may be printed for the current school year or a prior schoolyear. Absence Type, Calendars, Student Type and School are all selection options on thisreport. You can use this report to view percent attended information for a student or forthe Entity.In addition to attendance data, two additional columns can be printed containing one itemfrom each of the groups below:• Entry/Withdrawal Dates, Periods Tardy, Membership for One Day andFree/Reduced lunch status• Race, Homeroom or Feeder SchoolThere are several sort options for this report. You can print totals by the first sort option.The table below describes the unique options for the Monthly/Quarterly Report. See thecommon fields table above for a description of items not listed in the Monthly/QuarterlyReport Template Settings table below.OptionDays Absent AccumulationMethodsDescriptionMinutes – This option was created to meet Illinois staterequirements. Washington State users do not trackminutes in/out and should not use this option.Combine the Days Excused and Unexcused – Reports onselected excused and unexcused absences.Use the higher of Days Excused or Unexcused – Seeinformation below this table for a description of thisoption.EntityFeeder SchoolDisplay only at the Entity level. Ranges are open to enterEntities to be included when running this report at Entity000.Defines a feeder school or range of feeder schools to beincluded.WSIPC Guide to Attendance 106Updated July 2010

ResidencyDetermines whether the report includes students who livein the district boundary, those who live outside theboundary or both.Residency means whether a student lives within theboundary lines for the district or not. Typically, theResident District on the student’s Entry/Withdrawalrecord and the Resident flag on General Profile will bothreflect whether the student is a resident of the district theyare attending; however, they can differ.The Resident flag on the General Profile sub-area is notused for Washington State Reporting purposes.Include All Student TypesInclude All SchoolsStudent DetailIncludes all students if selected. If not selected, clickStudent Types button to select only certain Student Typesto be included.Includes all schools in the Entity if selected. If notselected, click Schools to select only certain Schools to beincluded.Select Totals Only to print no student specific information.This option gives school, Entity or district wide totalsummary information.Select Student Detail and Totals to print summarizedattendance information for individual students as well asthe school, Entity or district totals.Students to PrintAvailable only when the Student Detail and Totals optionis selected.Select All in Range to print all students including thosewith perfect attendance.Select Only those with Absences to suppress students withperfect attendance.All students are included in the school, Entity or districttotals at the end of the report regardless of whether theyare included in the detail printing options.Print Student’s AttendanceDetailAvailable when Student Detail and Totals is selected.Prints detailed, daily absence information.WSIPC Guide to Attendance 107Updated July 2010

Print Additional ColumnPrint Additional ColumnPrint Percent or RateAttendedPrint ADA/ADMDemographic SummarySort/Grouping OptionsOne of the following items can be printed:• Membership for One Day• Periods Tardy• EW Dates• Free/Reduced• NoneOne of the following items can be printed:• Race• Homeroom• None• Feeder SchoolMost common selection is Percent as administratorsfrequently ask for the Percent Attended for a specific dateor date range.This option was created to meet Kansas staterequirements. Washington State users should not use thisoption.Default sort is by Student Key. Additional sorts may beselected through the Select Sorts button. A page break canbe added for a sort option by selecting the checkbox nextto the sort item.Days Absent Accumulation MethodsAccumulation Methods work in conjunction with calendars that are set up to use halfdays.Scenario:The calendar is set up to use half days and the Calendar Detail indicates that a half-day is1-3 periods and a full day is 4-7 periods. A student has 4 unexcused periods of absenceand 3 excused periods of absence on a specific day.If you select the Use higher of Days Excused or Unexcused option, the system reportsthe absence type with the higher period value and makes sure that any given day is notcounted as more than one absence. In the example above, the student will be counted as 1day unexcused.If you select the Combine the Days Excused and Unexcused option, the student iscounted as 1 day unexcused and .5 days excused even though it is one calendar day.WSIPC Guide to Attendance 108Updated July 2010

Attendance GraphsAttendance Graphs let you view attendance reporting options in graph formats. Graphtypes available are area, bar, fast line, horizontal bar, line, pie and point. AttendanceGraphs in Web Access can be run for a range of students or for an individual student.The table below describes the unique options for Attendance Graphs. See the commonfields table above for a description of items not listed in the Attendance Graph ReportRanges Options table below.OptionGraph by RangeGraph by IndividualInclude all schoolsInclude all calendarsUse Code for the LegendUse Short Description forthe LegendGraph TypeBreakdown byDescriptionIncludes a range of information on the graph.Includes a specific student or group of students notaccommodated by using ranges.Includes all schools in the Entity if selected. If notselected, click Schools to select only certain Schools.Includes all calendars in the Entity if selected. If notselected, click Calendars to select only certain calendars.Uses the Absence Type Code (E, U, W, etc) as thedescriptor.Uses the short description of the Absence Type Code asthe descriptor.Select desired style:• Bar 2D• Bar 3D• Line• Pie 2D• Pie 3DSelected desired reporting value:• Present / Absent• Absence Type• Absence Reason• Class Period• Day of WeekWSIPC Guide to Attendance 109Updated July 2010

Attendance Detail or SummaryThe Attendance Detail or Summary report can be run for a range of students or byindividual student(s). The options for this report allow for the creation of a Detail orSummary report by Days Missed, by Periods Missed or Classes Missed. The report canalso be created with Period totals by Course and/or Attendance Type Totals by Days.The table below describes the unique options for the Attendance Detail or SummaryReport. See the common fields table above for a description of items not listed in theAttendance Detail or Summary Report Template Settings table below.OptionPeriods AbsentDescriptionThis is the number of periods a student must be absent to beincluded on the report.Example: Periods Absent of 000 will include students with noabsences. To report on students with at least one absence set thePeriods Absent low value to 001.Use Report OptionSettingsPrint AddressSelect Yes to print detailed report.Prints student’s physical address.Use Mailing Address Prints student’s mailing address if one exists instead of thephysical address.Print DailyAttendancePrint Type/ReasonDescriptionPrint Each DayAbsent CountPrints detail of student absences by date and period.Prints the Absence Type and Absence Reason description ratherthan just the code. Available only when Print Daily Attendance isselected.Causes the system to calculate the percent of each dailyattendance record that a student is absent.Selecting Print Each Day Absent Count is helpful introubleshooting absence count issues.Print Absence TypesSelectedDisplays only the selected absence types.This means that if you requested only unexcused absenceinformation for the report and on a single absence record astudent had both U and E, only the U period would print.WSIPC Guide to Attendance 110Updated July 2010

Print AbsencePeriods SelectedFormat TypeDisplay only the selected absence periods.This means that if you restricted the attendance period selectionrange, only absences that are during these periods will display. Nodetail outside that range will print on the report.Select the Format Type desired:• Days Missed• Classes Missed• Periods MissedSee information below this table for detailed information on eachFormat Type.Totals for‘Student/AbsentDate’ GroupingSelecting Atnd Period Totals x Course prints a summary at theend of the report reflecting by course the total number of timesthe student missed the class for each Absence Type selected andthe total number of periods that were missed.Example:A student has 12 excused absences and 19 unexcused absences in10 th grade Science. If this option is selected, the report will showthe following for this Science class: PRDS EXCUSED 12, PRDSUNEXCUSED 19 and TOTAL PRDS 31.Selecting Atnd Type Totals x Days prints the total number of daysabsent for each selected Absence Type.This option is available only when Classes Missed is selected.Change ‘Excused’Attendance HeadingtoChange ‘Unexcused’Attendance HeadingtoPrint IndividualPeriod TotalsCreates user defined (friendly) heading. Available only whenClasses Missed is selected.Creates user defined (friendly) heading. Available only whenClasses Missed is selected.Prints a summary of how many times a student was markedabsent by Absence Type in each period.This option is available only when Days or Periods Missed isselected.WSIPC Guide to Attendance 111Updated July 2010

Print MembershipTotalsPrints the number of days absent by each Attendance Type andthe number of School Days included in the date range, the numberof Days Possible, Days Present and Days Absent. These totals arelisted by student and for all students included on the report.This option is available only when Days or Periods Missed isselected.Attendance HeadingAdditional HeadingGroup bySelect SortsPrint Totals forSelected SortsCustomize the heading of the report.Customize the heading of the report.This report can be grouped by:• Student/Absent Date• Absent Date/StudentThis report is sorted by student last name by default. A differentor additional sort option may be selected here. When a sort isselected you may page break on it.Prints absence totals for sort options.Format TypesDays MissedIncludes students who meet the minimum and maximum periods absent ranges for oneday.Classes MissedWorks like the Days Missed format but the periods it counts are those for which thestudent has a scheduled class.Periods MissedReports a student when the student meets the minimum and maximum periods missed ina specific period.For example, if the minimum periods missed is 005 and the Format Type option is set toDays Missed, a student appears on the report if they were absent at least five periods in aday within the date range. If the minimum periods missed is 005 and the Format Typeoption is set to Classes Missed, a student appears on the report if they were absent from ascheduled class at least five times within the date range, regardless of the period the classis in. If the minimum periods missed is 005 and the Format Type option is set to PeriodsMissed, a student appears on the report if there are five days within the date ranges wherethe student missed the same period.WSIPC Guide to Attendance 112Updated July 2010

Teacher/Class Rollbook ReportThis report is a Voc Ed Rollbook report showing students by vocational course with dailyattendance and membership. This report was created for users in another state andprogrammed to meet their specifications. Washington State users should not use thisreport.Teacher/Class Summary ReportThe Teacher/Class Summary Report shows four weeks of attendance for a class. It liststhe students alphabetically by last name and attendance information grouped by week.The report can be run to include Absence Data that displays daily indicators for present(+) or absent (-) for each student on each day. The absences are totaled by attendancetype for each student. This report can also be run with Non Absence Data so you see onlythe absence type codes on the day(s) a student was absent. The absences are totaled byattendance type for each student.The table below describes the unique options for the Teacher/Class Summary Report. Seethe common fields table above for a description of items not listed in the Teacher/ClassSummary Report Template Settings table below.OptionDefault to 4 week DateRangeReport OptionsClasses areaDescriptionShows four full weeks of attendance even if the datesselected in the range do not cover four weeks.Additional page break and print optionsAllows you to use class information to define whichstudents are included on the report.Attendance Membership ReportThe Attendance Membership Report provides the information needed to determine schoolmembership for a specific count day. A student is included in the membership count ifthe student was enrolled on the value in the Report Count Date box.This report can be used to get a list of students present on a specific date. It also showswhether the student was in attendance before the report date and after the report date.The table below describes the unique options for the Attendance Membership Report. Seethe common fields table above for a description of items not listed in the AttendanceMembership Report Template Settings table below.WSIPC Guide to Attendance 113Updated July 2010

OptionSelect Students By DefaultEntityPercent EnrolledReport Count DateAge Count DateExclude Students ## YearsOld or olderOnly Check for AbsenceTypes marked to be used inTotal AttendanceDescriptionCounts students only at their Default Entity.Selects students based on enrollment percent.Report will display students who were Current YearMembers actively enrolled on this date.Excludes students of a specific age based on the date inthe Report Count Date box.Excludes students beyond a specific age. For example,your school may provide special services to students overage 21, but you do not want to include them in yourMembership counts.Looks at Attendance Type Code for inclusion in totalattendance setting. If left unchecked, all Absence TypeCodes will be analyzed.Only those Attendance Type codes that have a check inthe Include in Total Attendance box(WS/OF/AT/PS/CO/AT) are included when this option isselected.Report TypeCheck if student attendedafter Report Count Date butBefore mm/dd/yyyyThere are three options. When Totals or Both are selected,the report provides Ethnic, Regular and Special Educationstatistical breakdowns.The system will check to see if the student was enrolledafter the date entered and place a Yes or No in theAttendance After column of the report.Consecutive Absences ReportThe Consecutive Absences Report shows students with one or more periods of absenceon consecutive days. A student qualifies as having a ‘Day’ of absence if one or moreperiods of that day has a selected absence type. A student does not need to be absent forthe entire day to qualify for this report.There are two predefined Skyward templates: one to print students with at least oneperiod of absence on the current date and one for students with at least one period absentduring the last five school days.WSIPC Guide to Attendance 114Updated July 2010

The table below describes the unique options for the Consecutive Absences Report. Seethe common fields table above for a description of items not listed in the ConsecutiveAbsences Report Template Settings table below.OptionLast Date to CheckConsecutive Number ofDays Absent at Least OnePeriodDays to UseDescriptionStop considering absences after this date.Enter the number of consecutive days a student must haveat least one period of absence.After entering the number of consecutive days a studentmust have at least one period of absence, the Days to Usecolumn is populated with the dates the report will include.This is a view-only list of days. To increase or decreasethe days included, change the value in the ConsecutiveNumber of Days Absent at Least One Period field.Absence Occurrence ReportThe Absence Occurrence Report can be used to obtain a list of students who have acertain number of absences in the current school year. A common use of this report is tocreate a list of students with perfect attendance. Because this report may be run for arange of dates, absence types and reasons it is also used when compiling a list of studentswho were absent for a specific number of days for a specific absence type.The table below describes the unique options for the Absence Occurrence Report. See thecommon fields table above for a description of items not listed in the AbsenceOccurrence Report Template Settings table below.OptionPrint Selected AbsenceType TotalsPrint DemographicInformationExclude Student KeyDescriptionPrints totals by Absence Type for those codes you select.Select to include demographic data in addition to studentname.Available only when printing demographic information.Selecting this option will suppress print the studentsAlphakey on the report.WSIPC Guide to Attendance 115Updated July 2010

Criteria Options areaDetermines which Absence Types and Absence Reasonsqualify a student for inclusion on the report. Up to fourcriteria may be set.If Absence Reason Codes are not used or you’d like toinclude absences without a reason code, you must selectBlank Reason to run this report.Day/PeriodDetermines whether days of absence or periods of absenceare reported.Selecting Day shows the cumulative number of days astudent was absent.Select Period to show a cumulative number of periodsmissed within the absent date range.Example: A student is absent for all six periods on fivedifferent days. If the option is set to Day with a minimumof three, the student will count as meeting the criteria withfive days of absence. If option is set to Period with aminimum of three, the student will count as meeting thecriteria with 30 periods of absence.Minimum and MaximumSet range of absence count low and high.For a list of students with perfect attendance, type 0 in theMinimum and Maximum boxes.Students meeting one of thecriteria OR Student meetingall criteriaSetting up more than one criterion allows the user todetermine whether or not a student must meet all criteriaor qualify for inclusion under only one criterion.2 nd and 5 th Period Class ReportThe 2 nd and 5 th Period Class Report lists each second-period and fifth-period class for aspecified date and the students enrolled in that class. Each class has a count of studentsby gender and total students. There is a summary at the end of the report displaying thenumber of classes in 2 nd and 5 th period and the number of male and female students ineach period along with the total number of students enrolled in a class for that period.This report provides a count of the students enrolled in 2 nd and 5 th periods.WSIPC Guide to Attendance 116Updated July 2010

Comment ReportThe Comment Report prints all attendance comments attached to a student within theselected date range. It can be run for a range of students or individual students. You canalso print the attendance detail or just the attendance dates and comments.This report can be used to review the comments entered on student attendance records orlook for student related trends. For example, if the attendance office types the reason astudent is late to school in the Comment field, this report can be used to review thecomments relating to those late arrivals.Absence Reason ReportThe Absence Reason Report allows you to select specific Absence Reason codes and seestudents within the date range with that reason code. It can be run for a range of studentsor individual student(s). If you need to delete an Absence Reason Code, you can use thisreport to identify students attached to the Code.Yearly Summary HistoryThe Yearly Summary History report calculates the total number of days present, daysunexcused, days excused, days possible, days with an absence type code category ofother and periods by student for all of the students who are within the selected ranges.This report can be printed for the current school year or a range of school years. AllAbsence Types are included in this report. Student Key, Grad Yr/Grade, School,Calendar, Homeroom, Advisor and Student Status are range options on this report. Thereare several sort options for this report. See Appendix C for an example of this report.The table below describes the unique options for the Yearly Summary History. See thecommon fields table above for a description of items not listed in the Yearly SummaryHistory Template Settings table below.OptionOnly Print Students withDataDescriptionSelect to exclude students without absences during theselected school year.In/Out Minutes Log ReportThis report was created for users in another state and may not provide accurateattendance information.The In/Out Minutes Log Report prints a record of In/Out Minutes for students within adate range. If invalid records exist because of missing or blank attendance detail records,the record is flagged.WSIPC Guide to Attendance 117Updated July 2010

Accumulative Absences ReportThe Accumulative Absences Report shows the total number of absences by period or byabsence code a student has during the specified date range. You can select specificattendance dates, periods, number of absences, and Absence Types, which can help youanalyze student attendance data.The table below describes the unique options for the Accumulative Absences Report. Seethe common fields table above for a description of items not listed in the AccumulativeAbsences Report Template Settings table below.OptionBy PeriodBy Absence CodeNumber of AbsencesSort OptionsDescriptionPrints by student a line with total absences for eachperiod.Prints one line per student with total absences by absencetype code.Minimum and maximum number of absences a studentmust have to qualify for inclusion on this report.If the report option of By Period is selected and noadditional Sort Option is selected the data automaticallysorts by Student/Period.If the report option By Absence Code is selected and noadditional Sort Option is selected the data is sorted bystudent.No page break is available on sort selections.NOTEWhen the report option of By Period or By Absence Code is changed, anyindividually selected Absence Type, Calendar and School you selectedmust be reset.When the report is run By Period, it will list each student with absences and the numberof accumulated absences for each period during the date range selected. See Figure 34below for a sample of this report using this option.WSIPC Guide to Attendance 118Updated July 2010

Figure 34 – Accumulative Absences by PeriodWhen the report is run by Absence Code, it will list each student on one line with a totalnumber of absences during the date range selected listed by absence type code. SeeFigure 35 below for a sample of this report using this option.Figure 35 – Accumulative Absences by Absence CodeColumn Report by Student/DateThe Column Report by Student/Date produces an alphabetical list of students absent on aparticular day arranged in columns. The report prints the grade level and has the option toprint the absence type.If you don’t use the Admit Slips Report, this report is helpful as a quick reference list todetermine whether or not a prior day’s absence was excused when students report to theAttendance Office for an admit slip.WSIPC Guide to Attendance 119Updated July 2010

Master Absence List ReportThis report was created for users in another state and may not provide accurateattendance information.The Master Absence List Report prints accumulated attendance totals for a range ofdates, attendance detail for a specific date and will flag a student who has been absent aspecified number of consecutive days in a given class. This report can be sorted byTeacher, Course/Section or Period, for all students in the class, showing the absence typecode by period, including Total absences, total Tardies by period.Average Attendance by Term/PeriodThis report shows the average attendance per period of the day for each grade level fromthe first day of school as defined in the Calendar Master to the selected end date. It canhelp you identify the period or periods of the day in which attendance is the lowest foreach grade level or in viewing the percent attended by period and grade level during theselected date range. See Appendix D for a sample of this report.The table below describes the options for the Average Attendance by Term/PeriodReport. See the common fields table above for a description of items not listed in theAverage Attendance by Term/Period Report Template Settings table below.OptionOnly Count Students’Periods of Scheduled ClassDescriptionThe system determines whether the student was presentand countable based on their schedule. A student iscounted as Present only if he or she attended a period of ascheduled class in which attendance is taken. If studentsattend periods during the day for which they have noscheduled class, it is recommended this option not beselected.Selecting this option increases report processing time.Selecting this option activates the Low/High ranges in thisarea.Courses to ExcludeThis option allows you to select specific courses toexclude from this report. For example, you may want toexclude the Advisory class.Available only when Only Count Students’ Periods ofScheduled Class is selected.End DateEnter the date to run the report through. The start date isalways the first day of the current school year.WSIPC Guide to Attendance 120Updated July 2010

Enrollment ReportThe Enrollment Report is a monthly enrollment report showing, by school, the number ofstudents by grade without a handicap and the number of students with a handicap brokendown by ethnic code and gender. The last page of this report summarizes this informationfor the entire district. This report was created for users in another state and programmedto meet their specifications. Do not use this report.Reports by ClassTeacher/Class Attendance ReportThe Teacher/Class Attendance Report is often used to help teachers to find discrepanciesbetween the attendance records that have been entered in the database and what they havein their paper gradebooks for the students.This report can be printed with a student’s Daily Attendance Detail.The table below describes the unique options for the Class/Teacher Attendance Report.See the common fields table above for a description of items not listed in theClass/Teacher Attendance Report Template Settings table below.OptionInclude Previous 5 Days’AttendanceDescriptionAvailable only when Absence Date range is for a singleday. Absence count includes day in the date range and theprevious 5 school days as defined in the Calendar.Cannot be selected in conjunction with Print AttendanceChanges option.Print Attendance Changesfor mm/dd/yyyyAvailable only when Absence Date range is for a singleday. Displays the number of absences on which a changewas made for a student for the date defined in theAbsence Date range.Cannot be selected in conjunction with Include Previous 5Days’ Attendance option.Number of AbsencesNumber of ChangesPrint ByLow and high counts the system looks for to determinewhich students qualify for inclusion on this report.This report can be printed by Teacher, Class,Teacher/Period or Building/Room.WSIPC Guide to Attendance 121Updated July 2010

Count an Absence EachPeriod Class MeetsPrint Days PossiblePrint Student DailyAttendanceIf a student enrolled in a dual-meet course (period two andthree, for example) it is marked absent for both periods.Selecting this option will count the absence as twoabsences, once for each period, as opposed to once for theclass overall.Prints the total days possible during the selected absencedate range.Prints detail by day of student absences rather than justtotal absences.Advisor Attendance Collection FormThe Advisor Attendance Collection Form is used to gather attendance from teacherswithin Entities that do not schedule their students. This report requires that the studentadvisor is also the classroom teacher. Only one advisor can be assigned to a student. Thisreport can be produced for either one or two weeks.There are two pre-defined Skyward templates, both of which default to all advisors and astart date of the following Monday. One template produces the attendance collectionforms for a one-week span and the other for a two-week span.The table below describes the unique options for the Advisor Attendance CollectionForm. See the common fields table above for a description of items not listed in theAttendance Collection Form Template Settings table below.OptionStart DateDescriptionSelect Next Monday to create the documents for the nextweek (or two) starting with Monday.Select Specific Date and enter any date to start thedocument on.Column Report by Grade/PeriodThe Column Reports by Grade/Period report produces an alphabetical list of all studentsby grade level who were absent on value in the Attendance Report Date box. The reportis arranged in columns by grad year. The report page breaks at each class period of theday.The table below describes the unique options for the Column Report by Grade/Period.See the common fields table above for a description of items not listed in the ColumnReport by Grade/Period Template Settings table below.WSIPC Guide to Attendance 122Updated July 2010

OptionGrad Yr/GradePrint Total Absences (YTD)Before Each NamePrint YTD Summary (ByCategory) Below NamesPrint Free Form CommentsDescriptionThe range cannot span more than four grad years.Prints the total number of times student has been markedabsent from each period to the left of the student’s name.Prints by absence type category the number of timesstudent has been absent from each period by category.Prints the attendance comment for a student immediatelybelow the student’s name if such a comment exists.Verification ReportsVerifications reports can be used to view inconsistencies in attendance and provide areport for teachers to verify entered attendance information on the students in theirclassroom(s) and identify questionable attendance patterns.Teacher Verification ReportThis report was created for users in another state and may not provide accurateattendance information.The Teacher Verification Report may be run for a specific date or a range of dates toprovide a teacher with a report of students absent from class. The teacher can then verifyclass attendance by signing and dating the report which lists detailed attendance, totalsfor absences, presence and tardy as well as the total membership for each student.Batch Class Attendance ReportThe Batch Class Attendance Report provides a report the attendance records createdthrough the Batch Class Attendance Utility.Attendance Transaction Tracking ReportThe Attendance Transaction Tracking Report allows you to view and report on anyadditions and/or corrections that are made to an individual student’s attendance record(s)when Attendance Transaction Tracking is enabled. You can track all changes made inattendance or only those made after the attendance date. Setup for this is done in EntityYear Maintenance under the Info Atnd button. Attendance records can be viewed byStudent Key, Attendance Date or Transaction Effective Date. This report is sorted bystudent and attendance date.WSIPC Guide to Attendance 123Updated July 2010

The table below describes the unique options for the Attendance Transaction TrackingReport. See the common fields table above for a description of items not listed in theAttendance Transaction Tracking Report Template Settings table below.OptionTransaction Effective DatePrint TransactionsAttendance Operator –forces Report to LandscapeDescriptionThe date or a range of dates on which a transactionoccurred.Includes the name of the user who entered or modified theattendance record. This causes the report to print inlandscape format to accommodate the additional text foreach record.Schedule & Enrollment Inconsistencies ReportThe Schedule & Enrollment Inconsistencies Report can be used to verify that a studentwas enrolled in a class on the date of an attendance record. It can also be used to identifyinconsistencies in enrollment versus attendance. No corrections are made when runningthis report. The report displays the inconsistencies which should then be reviewed by theappropriate personnel.OptionReport ScheduleInconsistenciesReport EnrollmentInconsistenciesDescriptionIdentifies attendance for dates and periods that a studentwas not scheduled into a class.Identifies attendance for dates a student was not a memberof the school in which the attendance was recorded.Membership is determined by school enrollment records.Suspect or Questionable Attendance ReportThe Suspect or Questionable Attendance Report was created for users in another State.This report identifies and prints instances of limited student presence, limited studentabsence and/or the use of multiple absence types for a student on a specific date.Validate Limited Student Presence prints a report of students who are mostly absentbut who have some periods present that appear suspicious. Suspicious presence includesinstances where the student is present at the beginning of the day but is shortly thereaftermarked unexcused, present at the end of the day after being marked absent, or present fora short amount of time where before and after the student is absent. Running this reportmay help to identify data entry errors related to a student attendance not being recorded.WSIPC Guide to Attendance 124Updated July 2010

Example: A student is out sick on a specific date. Teachers in periods 2, 3, 5 and 6 markthe student absent. The teachers in periods 1 and 4 do not. This student would appear onthe report as suspect presence among absences.Validate Limited Student Absence prints a report of students who are mostly present,but who have some periods absent that appear suspicious. Suspicious absences includeinstances where the student is absent for a short amount of time at the beginning of theday, a short amount of time at the end of the day, or a short amount of time where beforeand after the student is present. Running this report may help to identify attendance dataentry errors.Example: A student is present on a specific date. The teacher in period 4 marks thestudent absent. This student would appear on the report as a suspect absence amongpresences.Validate Attendance Types prints a report of students who have a dominant absencetype the majority of the day, but who also have another absence type for a short amountof time. Running this report may help identify instances where an incorrect absence typehas been applied to a student.Example: A student is suspended on a specific date. Period 5 of that date the student ismarked as being on a field trip. The attendance for period 5 is suspect or questionable andappears on the report.WSIPC Guide to Attendance 125Updated July 2010

Attendance-Related State ReportsThe Attendance Truancy report and the Grades 1-8 Unexcused Absence Report are tworequired state reports that are due to the district superintendent in June, but can be usedany time during the school year to obtain attendance information on unexcused absences.An unexcused absence means that a student has failed to attend the majority of hours orperiods in an average school day or has failed to meet the school district’s morerestrictive attendance policies for unexcused absences and excused absences. Theprogram will not look for less-restrictive attendance policies.Refer to online help for assistance with both of these reports.Unexcused Absences for Grades 1-8As part of the federal “No Child Left Behind” (NCLB) legislation, districts are requiredto collect and report information on unexcused absences from all schools offering grades1-8 and report it to OSPI. This report gathers and organizes the required information intospecific reporting categories that the districts can then enter on a Web form on the OSPIWeb site.Calculations for this report are governed by the Method used by the Calendar Master andthe information contained in the Calendar Detail.Unexcused absences that are consecutive for 20 days or more will not be included in thereporting count because a student who has this many absences should be withdrawn fromthe Entity.For detailed information on the Grades 1-8 Unexcused Absence Report go to:http://skydoc.wa-k12.net/skydoc/UnexcusedAbsences.pdf .To run the Unexcused Absences for Grades 1-8 Report:1. Go to WS/SR/WA/RE/SR/AR/UA.2. Highlight the default template and click Print. You may also create our owntemplate.Attendance Truancy ReportThe Attendance Truancy Report provides information about unexcused absences andtruancy petitions for grades 9-12. OSPI requires that all districts annually report thenumber of students enrolled, unexcused absences and juvenile court petitions (Becca)filed on behalf of students with unexcused absences. Additionally, districts must reporton the attempts to correct attendance problems. The Attendance Truancy Report providesthis information.WSIPC Guide to Attendance 126Updated July 2010

To run the Attendance Truancy Report:1. Go to WS/SR/WA/RE/SR/AR/AT.2. Highlight the default template and click Print. You may also create your owntemplate.For detailed information on the Attendance Truancy Report, go to:http://skydoc.wa-k12.net/skydoc/AttendanceTruancy.pdf .The table below describes the unique options for the Attendance Truancy Report. See thecommon fields table above for a description of items not listed in the Attendance TruancyReport Settings table below.OptionAttendance DatesDescriptionWhen submitting this information to OSPI, the attendancedate ranges should be defined as the first day of schoolthrough May 31. If the Attendance Report Date low is01/01/1900 the start date on the Calendar Master isreported as the low value.If running this report to review truancy information for aspecific time frame, the attendance dates can be modifiedto view any desired range within a school year.Student ProgramsPetitionsUse to select specific Student Programs only.This is the date range that will be reviewed for disciplinepetitions.OSPI requires a count of truancy petitions filed withjuvenile court from September 1 through May 31 of theschool year being reported.Selected Schools ReportThis option is available only when Summary Report isselected.Select this option to get a detailed report of the actionstaken by the school to deal with unexcused absences andthe students who have them if your district is one of theten districts selected to submit more detailed information.WSIPC Guide to Attendance 127Updated July 2010

Detail ReportTruancy OptionsSelecting Detail Report will provide a listing of thestudents with unexcused absences. This detailed reportalso reflects the actions taken by the school to reduceunexcused absences if those steps have been entered intothe Discipline module using the appropriate codes. Thisdetail report also reflects which student(s) have had atruancy petition filed against them during the current andprevious school year.This option consists of pre-defined settings reflecting thefollowing truancy counts:Five or more days of truant type absences in a month.Ten or more days of truant type absences in a year.Office Visit ReportThe Office Visit Report is not found in the same area of the system as the other reports,but is used similarly to those reports.The Office Visits Report provides information on the students that have visited theattendance office. It may be run for a specific date or a range of dates. This report can berun from within an Entity or from Entity 000.To run the Office Visit Report:1. Go to WS/OF/AT/OV/RE/OV.2. Highlight the template you want to use and click Print.3. To create a new template, Click Add.4. Make the appropriate selections on the template settings screen. Refer to the tablebelow for a description the options for the Office Visit report. See the commonfields table above for a description of items not listed in the Office Visits AddReport Ranges Template Settings table below.5. Click Save and Print to save the template and print the report now or click Saveto save the template without printing.WSIPC Guide to Attendance 128Updated July 2010

OptionEntered ByVisit DateTime InTime OutPrint StudentsOffice Visit Print OrderPrint the protected visitnotesDescriptionProduces a report of student visits entered by a specificuser.Enter the date or date range desired for this Office VisitReport.Use to limit the time in included if desired.Use to limit the time out included if desired.Select one of three options:• With and Without Office Visitso Includes all students who fall within theStudent Ranges both with and without anOffice Visit within the Office Visit Ranges.• With Office Visitso Includes only students who fall within theStudent Ranges with an Office Visitwithin the Office Visit Ranges.• Without Office Visitso Includes only students who fall within theStudent Ranges without an Office Visitwithin the Office Visit Ranges.Select Newest to Oldest or Oldest to Newest by date ofvisit.Prints the office visit notes marked as protected. ProtectedNotes can be printed only by the person who created thenote.WSIPC Guide to Attendance 129Updated July 2010

UtilitiesThe Attendance Utilities perform mass processes on attendance data. These processesinclude the ability to correct incorrect attendance information, mass add attendance forgroups of students as well as the ability to update student attendance to ensure thatdetailed attendance records are saved historically. The attendance utilities can help youaccomplish these tasks quickly and easily.Caution is always advised when running any Attendance Utility as there is no “massundo” option. Once a utility is run the data is changed. If the information was changedincorrectly the corrections must be made manually student by student or in some cases ifyou’re lucky reversed by using the same utility.All utilities and processes in this section, unless otherwise specified, are run followingthe steps below:1. Go to WS/AT/PS/UT.2. Highlight the utility you want to run.3. Highlight the template you want to run and click Print.4. If there is not a template available that meets your requirements create a new oneby clicking Add.5. Make the appropriate selections. See the figure and table for each report for adetailed description of the options. See the common fields table above for adescription of items not listed in the template settings table below.6. Click Save and Print to save the template and print the report now or click Saveto save the template without printing.Mass Add for a Single DayThe Mass Add for a Single Day utility mass-adds an attendance record to students withthe same absence type and reason for the same day and periods. This utility can be run fora range of students or select individual students. If attendance records already exist for astudent, the option exists for overwriting the attendance with the new attendance record.This utility can be especially useful for updating attendance for a random group ofstudents going on a field trip. This can be run from an Entity (not District) level only.The table below describes the unique options for the Mass Add for a Single Day. See thecommon fields table in the Attendance Reports section for a description of items notlisted in the Mass Add for a Single Day Template Settings table below.WSIPC Guide to Attendance 130Updated July 2010

OptionToday Less Number ofSchool DaysDescriptionThis option allows this utility to be run for a specific dateor today minus a specified number of days.For example to process attendance records for today selectthis option and enter 0 as the value in the Today Lessnumber of School Days field.To process attendance records for yesterday select thisoption and enter 1 as the value in the Today Less numberof School Days field.Mass Update for a Single DayThe Mass Update for a Single Day utility uses the Absence Type and Absence Reason fora selected period and updates other periods in the day with that selected period’s AbsenceType and Absence Reason. It will not overwrite any current attendance. This utility canbe run from within an Entity (not District) level only.The table below describes the unique options for the Mass Update for a Single Day. Seethe common fields table in the “Attendance Reports” section of this Guide for adescription of items not listed in the Mass Update for a Single Day Template Settingstable below.OptionCopy From PeriodAbsence TypeAbsence ReasonCopy to PeriodsDescriptionAbsence type code currently in this period on the selecteddate will be copied to the Copy To periods.Any absence type code in this range currently on a studentrecord for the indicated date will be copied to the periodsindicated in the Copy To periods.Any absence reason code in this range currently on astudent record for the indicated date will be copied to theperiods indicated in the Copy To periods.The period(s) to which all the details defined in the CopyFrom area will be copied to.WSIPC Guide to Attendance 131Updated July 2010

Mass Delete 1 Day’s AttendanceThe Mass Delete 1 Day’s Attendance utility deletes all attendance information for a datebased upon the student ranges entered, regardless of what the attendance types or reasonsmight have been.This utility is useful for deleting attendance entered in advance that is no longer a schoolday (because of a snow day, for example). This utility can be run from within an Entity(not District) level only.See the common fields table in the “Attendance Reports” section of this Guide for adescription of items not listed in the Mass Delete One Day’s Attendance TemplateSettings.Mass Change for a RangeThe Mass Change for a Rang utility mass changes attendance records with the specifiedabsence type and/or reason to the new selected absence type and/or reason. It can be runfor a range of students and dates. It is helpful when attendance records have beenincorrectly entered for a range of students. This utility can be run from within an Entity(not District) level only.TIPIf the new Absence Type and the new Absence reason are spaces, thesystem deletes the student’s record for that day if no other AbsenceTypes exist.The table below describes the unique options for the Mass Change for a Range utility.See the common fields table in the “Attendance Reports” section of this Guide for adescription of items not listed in the Mass Change for a Range Template Settings tablebelow.OptionAbsence TypesAbsence ReasonsDescriptionSelect this option to change from the Old Absence Type tothe New One.Select this option to change from the Old Absence Reasonto the New one.Delete Orphan Attendance RecordsThe Delete Orphan Attendance Records utility corrects student attendance detail andcomment records where there is no student or Entity attached to the record. Records inWSIPC Guide to Attendance 132Updated July 2010

this state are called orphan attendance records. A report of the identified records can beprinted. The utility can be run from within an Entity or from Entity 000.The table below describes the unique options for the Delete Orphaned AttendanceRecords utility. See the common fields table in the “Attendance Reports” section of thisGuide for a description of items not listed in the Delete Orphaned Attendance RecordsTemplate Settings table below.OptionPrinting Options areaCategories to Print areaUtility Options areaDescriptionA report can be printed with detail and/or attendancecomments.One or more of the items listed in this area can be printedon the report.Select the item(s) to be deleted when running this utility.You can click as many options as you would like.Delete Attendance Records Without Period TypesThe Delete Attendance Records Without Period Types utility removes all attendancerecords within the selected School Year, Attendance Date Range and Student Key rangesthat do not have at least one attendance period type. This is essentially a record of thestudent’s file that contains no details (Absence Type, Absence Reason, Date informationetc.) This utility does not provide a report of the attendance information that is deleted. Itcan be run from within an Entity or from Entity 000.Update Attendance History YTD TotalsThe Update Attendance History YTD Totals utility saves student attendance to history,thus allowing attendance reports to be run for previous school years. When the utility hasrun, a report shows the number of students and records processed by Graduation Year.This utility can be run from within an Entity (not District) level only.This utility can be time-consuming to run. Run this utility at the end of the day andperiodically throughout the year. At the very least, it must be run at the end of the schoolyear and prior to Year End to preserve attendance data for future years.The table below describes the unique options for the Update Attendance History YTDTotals utility. See the common fields table in the “Attendance Reports” section of thisGuide for a description of items not listed in the Update Attendance History YTD TotalsTemplate Settings table below.WSIPC Guide to Attendance 133Updated July 2010

OptionRanges to Use For UpdateUpdate Totals Through aSpecified DateStop Counting BeforeCurrent DateDate to Update TotalsThroughDescriptionSpecify the ranges to be updated. These ranges define theGrad Year, School Year and students to be included.Use to process all attendance records up to and including aspecific date.Processes all attendance records up to but not including aspecific date.Enter the date to be processed through or to based on theselections above.NOTEAfter the utility runs, a report shows the number of students and recordsprocessed by graduation year.Update Student Class with Term AttendanceTotalsThe Update Student Class with Term Attendance Totals utility processes student absencerecords into totals for display on report cards. This utility can be run from within anEntity (not District) level only.The table below describes the unique options for the Update Student Classes with TermAttendance utility. See the common fields table in the Attendance Reports section for adescription of items not listed in the Update Student Classes with Term AttendanceTemplate Settings table below.OptionTerms to PrintCount An Absence EachPeriod Class MeetsDescriptionSelect All Year or a specific Term or Semester to beprocessed.Counts a double meets class as two absences if a studentmisses the entire class.NOTEWhen the utility completes processing, a report shows the number ofstudents and records processed by graduation year.WSIPC Guide to Attendance 134Updated July 2010

Attendance Transaction Mass DeleteThe Attendance Transaction Mass Delete utility deletes attendance transaction records foreither one student or a range of students based on the ranges selected. It can be run fromwithin an Entity or from Entity 000.After clicking Run, a warning screen appears. Click OK.Mass Calculate Number of Calendar Term DaysThe Mass Calculate Number of Calendar Term days utility calculates the number ofschool days per term based on the start and stop dates for each term. The number of daysin a term is displayed in the Calendar Terms browse when the Calendar Terms area of aschool year is expanded (WS/OF/AT/PS.CO/CC). Calendar days must be created toprocess this utility. There are no options to select when running this utility. It can be runfrom within an Entity or from Entity 000.After the report runs, the following message appears: “The selected utility has finishedprocessing.”Mass Delete Orphaned Calendar DaysThe Mass Delete Orphaned Calendar Days utility can be run from within an Entity orfrom Entity 000.It will mass-delete orphaned calendar days based on the followingconditions:1. Days that are not associated with a Calendar Description.EXAMPLE A day can become disassociated with a Calendar Descriptionwhen a calendar is created in error and, in an attempt to deletethe Calendar Description, all components of the Calendar aredeleted. There may be instances where the CalendarDescription can’t be deleted because orphaned calendar daysexist.2. Days that do not fall within the associated Calendar Master Start and Stop date.There are no options for selection when running this utility.After selecting Run, the process is sent to the Report Queue. When the utility iscomplete, the following message appears: “The selected utility has finished processing.”WSIPC Guide to Attendance 135Updated July 2010

Clone Calendar Info in Same YearThe Clone Calendar Info in Same Year utility clones Calendar information, includingCalendar Details, Terms and Days from the selected source Calendar to selected existingcalendars or create a new calendar. This utility is useful when you need to clone acalendar from one Entity to another.Example:Your district has five elementary schools. From Entity 101, you make updates to thecalendar to reflect the holidays and parent/teacher conference schedules. You can thenuse this utility to clone this updated calendar from Entity 101 to the other elementaryEntities in the district.If you choose to create new Calendars, you will be prompted to enter a Calendar ID andthe number of clones desired. The maximum number of times a calendar may be clonedis 26. The letters A through Z will be added to the end of the Calendar ID for each clonecreated when more than one is created. It can be run from within an Entity or from Entity000.The table below describes the unique options for the Clone Calendar Information utility.See the common fields table in the “Attendance Reports” section of this Guide for adescription of items not listed in the Clone Calendar InformationOptionDescriptionClone to Existing Calendar/s Updates existing calendars based on the calendars selectedin the Calendars option.Create New Calendars andClone InfoAll CalendarsCopies the source calendar without updating an existingcalendar.Updates all calendars in the Target Entity or clickCalendars to select specific calendars.Clone Calendar Info Year to YearThe Clone Calendar Info Year to Year utility clones calendar information from one yearto another in the same Entity.The table below describes the unique options for the Clone Calendar Information utility.See the common fields table in the “Attendance Reports” section of this Guide for adescription of items not listed in the Clone Calendar Information Template Settingsbelow.WSIPC Guide to Attendance 136Updated July 2010

OptionCalendars to ProcessUse Term Definition Datesto Establish New CalendarDatesAutomatically GenerateCalendar DaysCalendars to ProcessDescriptionSelect appropriate option of the information you want toclone.Term Definitions, which are part of Entity Year Setup,must exist for the year you are cloning to in order to usethis option. If they do exist, you are prompted for TermDefinition dates for the calendar to be created.Creates calendar days within the start and stop dates of theCalendar Terms.Defines the calendars to be cloned.Mass Change Subsystem Control DatesThe Mass Change Subsystem Control Dates updates the dates from all SubsystemControl areas for one or more calendars. This utility allows you to make date changes tomany different areas of the system simultaneously.For example, you might use this utility to add a snow day to the Calendar Master, controlSets, Term Defs and Grading Periods. This can be useful when adding a day to thecalendar due to snow closures or other events that result in the need to extend the schoolyear for all Entities in the District.This utility can be run from within a specific Entity or at Entity 000. The Entity locationwill define the selections available in some of the available options.The table below describes the unique options for the Mass Change Subsystem ControlDates utility. See the common fields table in the “Attendance Reports” section of thisGuide for a description of items not listed in the Mass Change Subsystem Control DatesTemplate Settings below.OptionCreate a Template FromDescriptionSelect between Term Definitions or Calendar Terms to bereviewed and/or updated.When Term Definitions is selected you must also select theCalendar to be updated.Changes to the dates are done through Edit New Dates.The dates entered here will be updated in the selectedsubsystem options selected below.WSIPC Guide to Attendance 137Updated July 2010

EntityTerm TemplateOnly update term dates if allold term dates matchEntity SelectionUpdate Calendar Master andTermsEntities available for selection are dependent upon yoursecurity, the year selected and where the utility is beingrun from.Displays the terms based on the Entity or Entity andCalendar selected for the Create a Template From option.Select to have system verify the old term dates for allcalendar subsystems selected for updated are the same.Entities available for selection are dependent upon wherethe utility is being run from.Available only after selecting which Entities to work with.All Calendars or Selected Calendars becomes availableafter selecting this option.Choose which Calendar Master and Terms you want toupdate.Update Scheduling ControlSets and SubsetsUpdate Entity Year/TermDefinitionsUpdate Grading PeriodsAvailable only after selecting which Entities to work with.All Course Lengths and Selected Course Lengths becomeavailable after selecting this option. Choose which ControlSets and Subsets to update.Updates the dates in Entity Year Term Definitions tomatch the new term dates.Updates the grading period dates with the new term dates.Change Subsystem Control DatesThe Change Subsystem Control Dates utility updates the dates from all SubsystemControl areas. This can be useful when adding a day to the calendar due to snow closuresor other events that result in the need to modify subsystem control dates. This utility canbe run from within an Entity or from Entity 000. In this area, you can update start and enddates for various Subsystem Control areas all in one location.To Change Subsystem Control Dates:1. Go to WS/OF/AT/PS/UT/CS.2. Select a School Year, Entity and Calendar.WSIPC Guide to Attendance 138Updated July 2010

3. Click Edit Term Def Dates to make changes to the Term Definition dates. Makechanges and click Save.4. Click Edit Grading Period Dates to make changes to the Grading Period Dates asneeded. Make changes and click Save.5. Highlight a Course Length set and click Edit Control Set Dates to modify controlset dates as needed. Make changes and click Save.6. Click Edit Calendar Dates to modify calendar term dates as needed. Makechanges and click Save.7. When all modifications have been made click Back.Figure 36 –Change Subsystem Control Dates Template SettingsUpdate Attendance In-Out Records MinutesPresentThe Update Attendance In-Out Records Minute Present utility is used in states wherefunding is based on student seat time by minute in a classroom. Washington users are notrequired to report on student seat time in this manner.WSIPC Guide to Attendance 139Updated July 2010

Batch Class AttendanceBatch Class Attendance is a process used for Entities using the Positive Attendancefunctionality within Pocket PaC. In the Positive Attendance method, all students aremarked absent and the teacher indicates who is present. This is the opposite method ofwhat is typically done in Washington. This utility mass-adds attendance to all students inselected class(es). Then, when a student arrives for class the teacher can, through PocketPaC, mark the student as Present.This may be useful for taking attendance in extremely large classes or study hallsituations where students are not expected to be present every day.Batches can be deleted individually by highlighting the batch and clicking Delete.Multiple batches can be deleted by selecting Mass Delete and entering a range of BatchNames to be deleted. Deleting a batch or multiple batches removes the batch information;it does not delete the attendance record from a student.Typically, teachers indicate which student(s) are absent from their class, therefore using aPositive Attendance method of confirming a student’s presence in class is notrecommended.Verify Attendance Year Against Date & StudentCalendarThe Verify Attendance Year Against Date & Student Calendar utility verifies, reports andcorrects the attendance school year that exists for attendance records by checking itagainst the attendance date and the student’s current calendar.The user must enter a School Year to use when verifying attendance records. Attendancerecords must fall within the calendar start and end dates. A report of the invalid records isgenerated. There is an option to automatically correct any invalid record. This utility isuseful in indentifying attendance records for days that fall outside the start and stop dateson the Calendar Master or are associated with the wrong school year.This utility can be run from within an Entity only.Percent of Class AttendanceThe Percent Class Attendance Utility identifies students that have missed at least acertain percentage of a class, and then allows you to deny credit for that class. This utilitycan be used at the end of the semester to replace a passing grade with a failing gradebased on the student’s attendance.To replace a passing grade with a failing graded based on student attendance in a class:1. Go to WS/OF/AT/PS/UT/PC.WSIPC Guide to Attendance 140Updated July 2010

2. Select Percent Class Attendance.3. Highlight the template you want to run and click Run.4. To add a template, click Add.5. Make the appropriate selections. See the table below Figure 37 for the uniqueoptions for the Percent of Class Attendance Utility. See the common fields tablein the “Attendance Reports” section of this Guide for a description of items notlisted in the Percent of Class Attendance table below.6. Click Save and Run.Figure 37 – Percent of Class Attendance TemplateOptionStu Class StatusClass StatusProcess Students who missDescriptionDefines whether the student is currently enrolled in theclass, has dropped the class or both.Defines whether classes included are in the Current Yearonly.Defines what percent of a class a student must miss to beincluded in this process. For example, if a student missing15% of a class will fail the course regardless of the gradethe student has earned, enter 15 into this field.WSIPC Guide to Attendance 141Updated July 2010

% of a Class Applies to Defines whether the percent of a class missed is based onthe total meets of the class (length of the class to date) orthe total number of meets since the student enrolled intothe class.Example: a class has been in session for 90 days. 15% of90 days is 13.5 days. A student is enrolled in the class for75 of the 90 days. 15% of 75 days is 11.25 days and hasbeen absent 12 days. By selecting Total Meets of a Class thestudent enrolled for 75 days would not be included. If youselect Total Meets of a Class Since the Student Enrolled theywould.Count an Absence EachPeriod Class MeetsGrade ItemsOverride existing grades inselected grade termsIf a student enrolled in a dual meet course (period 2 and 3for example) is marked absent for both periods selectingthis option will count the absence as 2, once for eachperiod as opposed to once for the class overall.This option defines which grade buckets will be included.For example you may want to include S1 but not T1 orT2.Select this option to replace the grade currently earned bythe student with the grade entered in the Grade Mark field.WSIPC Guide to Attendance 142Updated July 2010

Appendix AAttendance Letters – ClassScenario:A student will lose credit for the semester if they miss a class 10 times. I want to notifyguardians when their student has three, five, nine and ten absences in a class. Schoolrelated absences and absences due to suspension do not count however, any otherexcused or unexcused absence does. How do I do that for Semester 1 from the first day ofschool through December 1 st ? I also want to look at the letters before I decide if I have setthem up the way I want them before I send them out.Solution:Create a Threshold for 3, 5, 9 and 10 using Letter Type of Class and the Term Type ofSemester.Create Letter Attendance Type code for the Letter Type of Class that includes Excusedand Unexcused Attendance Type Codes. Do not include the code for Suspensions.WSIPC Guide to Attendance 143Updated July 2010

The Letter Attendance Type browse displays the details for each code you create.When running Attendance Update select Letter Type of Class, Attendance Type of E/U,Term of Semester 1, Starting Attendance Date equal to the first day of the Semester andan end date of 12/01/2009.The Attendance Letters Update Templates browse displays the description you gave theupdate parameters.WSIPC Guide to Attendance 144Updated July 2010

Create an Attendance Letter template for each Threshold using the Attendance Type ofE/U, Term of Semester 1. If you want to review the letters before deciding whether or notto send them out don’t select Send out letters (create & mark as sent). Create twotemplates, one for Review and one to Send Out.The Attendance Letters Template browse displays a template to Review and a template toSend Out has been created for each Threshold.WSIPC Guide to Attendance 145Updated July 2010

Appendix BAttendance Letters – PeriodScenario:I want to send out letters notifying guardians that their student has missed class five orseven times based on the period of the day regardless of what class meets during thatperiod during just the last 30 days. All excused and unexcused absences would beincluded. When I run letters in October I do not want to include absences that occurred inSeptember.Solution:Create a Threshold for 5 and 7 using a Letter Type of Period and the Term Type of DateRange.Create Letter Attendance Type code for the Letter Type of Period that includes Excusedand Unexcused Attendance Type Codes.WSIPC Guide to Attendance 146Updated July 2010

The Letter Attendance Type browse displays the details for the groups you have created.Create a Date Range with a Start Date that is Variable (Today – 30 days). The End Dateis Variable (Today – 0 days).The Date Ranges browse displays the details for each Date Range template created.When running Attendance Update select Letter Type of Period, Attendance Type of E/U,select MON to represent the Date Range for the previous 30 days as the Term. Whenusing a Date Range as the Term, you cannot edit the Starting Attendance Date or theending attendance date.WSIPC Guide to Attendance 147Updated July 2010

The Attendance Letters Update Templates browse displays the Description you gave theupdate parameters.Create an Attendance Letter template for each Threshold using the Attendance Type ofE/U, Term of the MON Date Range. If you want to review the letters before decidingwhether or not to send them out don’t select Send out letters (create & mark as sent).Create two templates, one for Review and one to Send Out.WSIPC Guide to Attendance 148Updated July 2010

A template to review and a template to send out have been created for each Threshold.WSIPC Guide to Attendance 149Updated July 2010

Appendix CAttendance Letters – Total (days)Scenario:I want to track total unexcused absences for Becca Truancy Petitions that may need to befiled. I want to notify guardians when their student has three, five, seven and 10 days ofunexcused absences. Absences counting toward a possible Becca Petition accumulateover the entire school year so a student with one unexcused absence a month might nottrigger a letter until November but I don’t want to over look any day that is unexcused. Ialso want to exclude the current week as all absences have not yet been cleared.Solution:Create a Threshold for 3, 5, 7 and 10 using Letter Type of Total and the Term Type ofYear.Create Letter Attendance Type code for the Letter Type of Total that includes UnexcusedAttendance Type Codes.WSIPC Guide to Attendance 150Updated July 2010

The Letter Attendance Type browse displays the details for the groups you have created.To process the Attendance Update create a template for the Letter Type of Total, theAttendance Type of U and the Term of Year. Leave the Starting Attendance Date at thefirst day of school. Each time you run the update, change the ending attendance date tothe last day you want to include. Select the Attendance Accumulation Method of Date tosend letters for days of absence. Enter the Minimum # of periods for an attendance dateto count as 1 day absent. In this example a student must miss 4 periods in a day to beconsidered absent all day.WSIPC Guide to Attendance 151Updated July 2010

The Attendance Letters Update Templates browse displays the Description you gave theupdate parameters.Create an Attendance Letter template for each Threshold using the Attendance Type ofU, Term of the Year. If you want to review the letters before deciding whether or not tosend them out don’t select Send out letters (create & mark as sent). Create two templates,one for Review and one to Send Out.WSIPC Guide to Attendance 152Updated July 2010

A template to review and a template to send out have been created for each Threshold.WSIPC Guide to Attendance 153Updated July 2010

Appendix DAttendance Letters – Total (periods)Scenario:I want to send a letter every time a student has been tardy five times to let their guardianknow there is an issue with being on time. When I run these letters I would like to runthem through yesterday.Solution:Create a Threshold for 5 using Letter Type of Total and the Term Type of Date Range.This will allow you to send a letter every time the student accumulates five tardies.Create Letter Attendance Type code for the Letter Type of Total that includes all TardyAttendance Type Codes.WSIPC Guide to Attendance 154Updated July 2010

The Letter Attendance Type browse displays the details for the groups you have created.Create a Date Range that starts on the first day of school and has an End Date that isVariable (Today – 1 days) to run yesterday.WSIPC Guide to Attendance 155Updated July 2010

The Attendance Letters Update Templates browse displays the Description you gave theupdate parameters.To process the Attendance Update create a template for the Letter Type of Total, theAttendance Type of T and the Term of YTD representing the Date Range you created.Leave the Starting Attendance Date at the first day of school. Each time you run theupdate, change the ending attendance date to the last day you want to include. Select theAttendance Accumulation Method of Period to calculate the number of times a studentmeets the attendance criteria by period.WSIPC Guide to Attendance 156Updated July 2010

The Attendance Letters Update Templates browse displays the Description you gave theupdate parameters.Create an Attendance Letter template for each Threshold using the Attendance Type ofT, Term of the YTE representing the Date Range you created. If you want to review theletters before deciding whether or not to send them out don’t select Send out letters(create & mark as sent). Create two templates, one for Review and one to Send Out.WSIPC Guide to Attendance 157Updated July 2010

A template to review and a template to send out have been created for each Threshold.WSIPC Guide to Attendance 158Updated July 2010

Appendix EMonthly Quarterly ReportMonthly Quarterly Report – Student Detail (Only those with Absences selected)Totals displayed at the end of the reportWSIPC Guide to Attendance 159Updated July 2010

Monthly Quarterly Report – Student Detail (All Students in Ranges selected)Totals displayed at the end of the reportWSIPC Guide to Attendance 160Updated July 2010

Example of Do Not Admit Slips by class.Appendix FDo Not Admit SlipsWSIPC Guide to Attendance 161Updated July 2010

Appendix GYear Summary History ReportThis is an example of the Year Summary Report for one school year.This is an example of the Year Summary Report for multiple school years.WSIPC Guide to Attendance 162Updated July 2010

Appendix HAverage Attendance by Term/PeriodThis is an example of the Average Attendance by Term/Period report.WSIPC Guide to Attendance 163Updated July 2010

Problem:Attendance cannot be entered.Appendix ITroubleshootingSolution:Frequently, dates entered on the Calendar or a Subsystem associated with the Calendarcauses this problem. To review the dates associated with a Calendar or a Subsystem, usethe Change Subsystem Control Dates Utility (WS/OF/AT/PS/UT/CS) and verify dates.Update as needed. Dates to take special note of are the Class Control Set dates as theyhave an Attendance Start Date and an Attendance Stop Date. Be sure to verify the ClassControl Set dates for each Course Length Set.Another problem that may negatively impact attendance, as well as other areas such asGradebook, is a gap between the end date of one term and the start date of the next (forexample, Grading Period dates, Calendar dates, or Term Definition dates). As a rule, thestart date of one term should be the day immediately after the end date of the previousterm even if that date is a weekend day.Problem:Students appear on a Sim Scan document without a number to the left of their name.Solution:An orphaned attendance record will cause a name to appear on a Sim Scan documentwithout a number to the left of the name and/or with a date and dropped status to the rightof the student’s name. Run the Delete Orphan Attendance utility(WS/OF/AT/PS/UT/DC) to correct this problem.WSIPC Guide to Attendance 164Updated July 2010