Searching for attendance records

Use the Set Attendance Search Criteria window to search for attendance records to be updated.

Opening the Set Attendance Search Criteria window

To open the Set Attendance Search Criteria window:

Select Module > Students > Attendance Maintenance from the main menu.
Tip: You can also access the Attendance functions by clicking .
The Set Attendance Search Criteria window is displayed.

Note: If the Attendance window is open, you can click to redisplay the Set Attendance Search Criteria window.

Set Attendance Search Criteria key fields and buttons
Fields

Field	Description
Attendance Officer Mode / Teacher Mode	Determines whether data entered on the Attendance window is treated either: definitively, in Attendance Officer mode as possibilities, in Teacher mode as possibilities, if this mode is not configured at your organisation. Note: To turn on this setting, see EnableAttendanceOfficerModeFlag configuration setting in the System maintenance manual.
File Year / File Term	Year and term or semester you are checking the attendance for. Defaults to the current year and term or semester. Note: You can use the HideFileYearAndSemester configuration setting to hide these fields. See HideFileYearAndSemester configuration setting in the System maintenance manual.
School Staff Code	Staff member's identification code or timetable code. Defaults to your staff code. Select from the drop-down list if you are updating another staff member's student attendances.
Staff ID	Staff member's Synergetic ID.
Timetable Date	Date that you are checking the attendance for. Defaults to today's date.
Current Day	Current day of the timetable. For example, some organisations have a fortnightly or ten day timetable cycle. Current day seven is the Tuesday of the second week of the timetable.
Show All Classes Not Yet Marked by a Staff Member	Select to show only classes where the roll has not been marked. You can also: select the Timetable Group select Up to End of Period select to sort by Period then Class Code or Period then Staff Code. Note: The Staff Code and ID are cleared so that initially all unmarked rolls are displayed, regardless of staff member.
Timetable Group	Defines the number of periods or lessons and times followed by a year level. The students' timetable group is linked to the student's year level. The timetable group is set up on the Timetable Group tab of Timetable Maintenance in the Curriculum manual. This option is only available if Show All Classes Not Yet Marked by a Staff Member has been selected.
Up to End of Period	Only shows periods not yet marked up until the selected period. Tip: Right click on the grid area and select Email Records or Email All Records to email staff members who have not yet marked their class attendances. This option is only available if Show All Classes Not Yet Marked by a Staff Member has been selected.
Sort By	Sort the timetable by either: Period then Class Code Period then Staff Code. This option is only available if Show All Classes Not Yet Marked by a Staff Member has been selected.
Set Attendance Records as being entered by a different staff member	If a different staff member is entering the attendance records for this class, select them from this drop-down list. For example, a substitute teacher is taking the class.

Buttons

Button	Description
	Refresh the timetable details shown in the grid area based on the selected criteria.

Button	Description
	Explanation for the formatting applied to each of the classes displayed in the grid area. The following window is displayed.
	Style	Description
	Black, normal font	Class containing students, taught by the regular staff member in the usual room.
	Green, normal font	Class containing no students, taken by a regular staff member. For example, recess duty.
	Red, normal font	Class where a change has been made, either the: selected teacher is taking a class that is normally taken by another person class is being held in a different room to the usual room.
	Blue, normal font	A class or appointment has been made using Staff Schedule Maintenance. See Maintaining co-curricular activities in the Curriculum manual.
	Black, italicised font	Class where a change has been made. The selected teacher is the regular teacher for the class but a substitute teacher is taking the class.
	Grey, normal font	Either: Recess and lunch. A timetabled class has been flagged as not requiring entry of student attendances.
	Burgundy, normal font	A medical incident has been recorded for the student for the selected day.
	Red or black, bold font	Student attendances have been recorded for the class.
	Yellow shading	Period is part of multi-period group.

Button

Description

Cancel the highlighted class. For example, if there is a class excursion.

Note: You may have to create absence events for all students before cancelling a class, depending on your configuration settings. See CancelClassMustHaveAbsenceEvents configuration setting in the System maintenance manual.

Tip: You can reverse a class cancellation and any associated absence events by selecting the cancelled class and clicking .