SchoolDESX Knowledgebase

Entering Negative Class Attendance records will be to enter records for only those Students who are NOT present in Class on a given day or meeting period.  This includes Absences and Tardies.  This method should be used if each Student is required and expected to come to Class each meeting period, or in other words, the Class is not "self-paced" in that Students can not come and go as they please.  The reason for using Negative Attendance would then be to count the amount of occurrences and hours that a Student has not been in Class based on the amount of time the Student was required to be in Class.  The User is then able to count the amount of hours a Student has been in Class based on the amount of time the Student was out of Class versus the amount of time the Student was supposed to be in Class.

To record Negative Attendance records, the User must navigate to the Class Attendance form for a Class using Negative Attendance.  This is done by:

1.  Selecting the Attendance Activity under the Class heading on the Pencil Tray.

2.  As with all Services, in this case the Class, a Locate Class dialog will appear asking you to locate a Class record that was previously entered using fields that are specific to Class records.  Fill in the appropriate information and choose "OK".

3.  If more than one record matches your inquiry, a Select list will appear for selecting the desired record.

4.  The Class Attendance form for the desired Class will appear.  If the Class requested has a meeting occurrence scheduled for "today", the day the form is opened, then a list of Student's who are "Actively" enrolled in the Class will appear on the form.

  Note: If the Class was not scheduled to meet on this given day, then a message will appear explaining this to the User and no Student will be listed on the form. It is also important to note that if no Students are "Actively" enrolled in the Class, then no Student will appear on the list.

Tip: If the User was unable to take Attendance on a given day and needs to go back to the correct day to enter their Attendance records, simply change the Date in the lower left hand corner of the form to the desired date before entering records.

5.  It is always important to check the Date in the bottom left hand corner of the form before entering Attendance records, just to make sure that the records entered are for the correct Class meeting occurrence.




.  Begin to enter the necessary Absence or Tardy information by placing the cursor in the Type field next to a Student who is to be marked Absent or Tardy.  Click the mouse one time and Lookup List of predefined values will appear llowing for you to select "Absent", "Tardy", or "Excused".  If Tardy is selected, the User will need to adjust the Hrs. column to reflect the amount of time to be counted against the Student.

 Note: The Hrs. column is represented in Hours, NOT minutes. Therefore, if a Student is half of an hour late, then the User must enter "0.50", to reflect half, whereas 15 minutes late would receive a "0.25" because 15 minutes is one quarter of an hour.

  Note: If desired, once a Student has been marked with one of the Type values, the Reason and Note fields both become available to record information. Reference the "Understanding the data fields on the Class ttendance form" section of this manual to further your understanding and use of the data fields.

8.  Continue to mark each Student as necessary.



9.  Once complete, select "Save" in the lower right hand corner of the form and the Total column will calculate.


 
Tip:  Remember the Mark All option at the bottom of the form. If all Student's were Absent, Tardy or Excused, this option can be selected to automatically populate the Type field for each Student. Each Student's Type field can be altered if needed. The next Tip will explain resetting the Type field for a Student who does not need to be marked for a particular Class period.

Tip:  If a Student is accidentally marked as "A-Absent", "T-Tardy", or "E-Excused" that does not need to be prior to Saving the form, simply select that Student by clicking on their name once and choosing Cancel in the lower right corner of the form. A dialog will ask if whether or not the Cancel should pertain to just that Student record, or the entire form. Selecting "Yes" will simply Cancel only for the Student that is selected, whereas opting for "No" will Cancel for the entire form. Remember, this can only happen prior to Saving the form. After a Save has occurred, each Student record will have to be modified separately by deleting each of the incorrect records.