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If a group of students is on an excursion, you create the absence events for them as follows:

  1. First select the group of students that are absent. See Recording group absences in bulk.
  2. Click .
    The Create Bulk Absence Events window is displayed.
  3. Select the Excursion Out and In mode.
    The Create Bulk Absence Events window is redisplayed with the fields for the Excursion Out and In mode.
  4. Select the Excursion Out Date and type the out Time.
  5. Select the Excursion In Date and type the in Time.
  6. Either:

    • Select the Excursion Teacher from the drop-down list.
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    • Type the person's name in the free-form text field.

  7. Select the Absence Type from the drop-down list, if different from the default.

    Note:     New Zealand schools use the absence codes required by the NZ Ministry of Education (NZ MOE). See Attendance codes for New Zealand schools.
     
  8. Select the Reason from the drop-down list, if required.
  9. Type any comments in the Comment field.
  10. Update any other fields, as required.
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  11. Click .
    The absence events are created for the group of students. 

Create Bulk Absence Events window - Excursion key fields

Field

Description

Absence Event Mode

The type of absence event, as defined in the luAbsenceEventType lookup table. See:

Excursion Out Date

Date that the excursion starts. For details on using the calendar to select a date, see Entering dates and times in the Introduction manual.

Out Time

Time that the excursion starts.

Note: An optional 24 hour time format can be used for all time fields. This allows for quicker data entry using the numeric keypad as the AM or PM does not need to be entered.

Excursion In Date

Date that the excursion ends.

Time

Time that the excursion ends.

Excursion Teacher

Either:

  • select the supervising teacher from the staff drop-down list
  • type in the person's name in the free-text field.

Absence Type

The type of absence. Absence types are defined in the luAbsenceType lookup table.

Note: The excursion mode will set the default Absence Type to the luAbsenceType record that has a SynergyMeaning of Excursion. For example, School Trip/Camp.

Note: New Zealand schools use the absence codes required by the NZ Ministry of Education (NZ MOE). See Attendance codes for New Zealand schools.

Reason

Reason for the absence.

Comment

Additional information available about the absence.

Part of Day

Part of the day (morning, afternoon or whole day) that the absence event occurs.

If you leave this field blank, Synergetic automatically determines whether it is morning, afternoon or all day, based on the times in the absence event.

This ensures that reports that rely on whether a student was absent morning, afternoon or a whole day continue to work.

Contact Made

Select if you contacted the person specified in the Reported By field to confirm the details of the absence event.

Contact Rcvd

Select if the person specified in the Reported By field contacts you to confirm the details of the absence event.

Note Made

Select if a note has been created to send home with the student.

Note: Your organisation may use this field for another purpose. For example, to indicate a diary entry has been created.

Note Rcvd

Select if a signed note has been received from the parent or guardian.

Approved

Select if the reason given for the absence meets the policy in force at your organisation. This field may not be active for this mode.

Note: You do not need to select this field in New Zealand schools as the Absence Type field is used to determine whether an absence is approved by the NZ MOE or not. See Attendance codes for New Zealand schools.

Note: This flag is only displayed if ShowApprovedFlag is selected for the absence event type in the luAbsenceEventType lookup table.

Student ID/Barcode or Surname

When selecting a student to record an absence event for, you can:

  • type the student's Synergetic ID in the field
  • scan the student's barcode, if available and configured
  • type all or part of the student's surname and click
  • click .

Note: Some organisations have a second screen to view the photo of the student just scanned or submitted.

Show Second Screen

Most relevant with the Auto Sign In or Auto Sign Out modes. This allows a second screen to be displayed, when Synergetic is used for unattended signing in and out of students. The PC generally has:

  • two barcode scanners attached, one in and one out
  • a graphics adapter able to display two screens at once.

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