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Recording all day absences
Recording all day absences
Examples of all day absences are when a parent contacts your organisation informing that a student is absent:
- today because the student has an illness that prevents them from attending
- for one or more days because the student is away on an overseas or local holiday during the term
- for the remainder of the week due to a bereavement in the family.
If you need to enter an all day absence for a group of students, also see Creating all day absence events for groups.
To record an all day absence for a student:
- Select Module > Students > Absence Events Maintenance from the main menu.
The Set Absence Events Search Criteria window is displayed. - Update the search criteria, if required. See Searching for absence events.
- Click
The Absence Events Maintenance window is displayed. . - Click
The Create Absence Event window is displayed. . - Select the All Day Absence mode.
The Create Absence Event window is redisplayed with details required for an all day absence. - Type the first few letters of the student's last name in the Student ID/Barcode or Surname field.
Tip: You can use a barcode scanner to input the student.
- Click
The Student Search window is displayed. . - If you need to, refine the search and click .
- Select the student who is absent.
- Click
The Create Absence Event window is redisplayed with the selected student.
Note: Notification icons are used to indicate important information about the student. In this case the icons indicate Amanda Adamski has an active individual plan and an anaphylaxis alert. See Using notification icons in the Introduction manual.
Note: If the student has an active alert a popup message will display the details of the alert. See Current Student Maintenance - Alerts tab. . - Select the start and end dates that the student is absent.
- Select either Include Sat and/or Include Sun, if required.
For example, when a boarding student is absent during weekends. - Update the details of the person reporting the student's absence. Either:
• Select the relation from the drop-down list.
• Select Staff and select the staff member from the drop-down list.
• Type the person's name in the free-text field. - Select the Absence Type from the drop-down list.
Note: New Zealand schools use the absence codes required by the NZ Ministry of Education (NZ MOE). See Attendance codes for New Zealand schools.
Tip: You can organise the entries so that those with similar absence details are entered at the same time.
- Select the Reason from the drop-down list, if applicable.
- Type any comments in the Comment field.
- Select either:
• Contact Made if you have contacted the parent
• Contact Rcvd if the person specified in the Reported By field has contacted you. - Select Note Rcvd if a note has been received from the parent.
For example, a parent has written a note to say that their child is away next week on an overseas holiday. - Click
Either:
• A single absence event is saved and the Create Absence Event window is redisplayed ready for the next entry. See Individual student absence events.
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