Superseding unknown absence events

Some absence events explain (supersede) other absence events, with a lower priority.

Because you cannot change the mode of most absence events, a second absence event is required if your original information was not correct on the first one. In the case of absence slips though, instead of being superseded they can be modified to either an:

• All Day Absence absence event
• Expected In absence event.
  

Synergetic also searches for overlapping absence events:

• up to an hour after the start of an absence slip being entered, when entering slips
• with a similar priority, when entering absence events that are not slips.
  

Example 1 - Superseding events

For example, a student is absent from period 1, 2 and 3 classes, each entered by the three class teachers as absence slips. Later, the student's parent rings the office to let you know that the student is at the dentist and is expected in at 11:30am. You enter this as an Expected In absence event.

Synergetic checks for student absence events which have a lower priority (see below) around the same time as the one entered, and displays these in the Auto Match window. In this case, the three absence slips can be explained (superseded) by the Expected In absence event being entered.

Example 2 - Modifying an existing absence event, instead of superseding

For example, a student is absent from their period one class and the teacher returned a slip to the office recording the absence. The slip is entered into Synergetic with an unknown Absence Type. Later, the student's parent phones to let you know that the student is at the dentist and is expected in at 9:30am. Because you can change the mode of an absence slip to Expected In, it is best to modify the existing one.

Priority of absence events

The way that absence events supersede other absence events, depends on their priority set in the luAbsenceEventsType lookup table. See luAbsenceEventType lookup table in the System maintenance manual.

Initially, absence events priorities are set as follows but can be different for your organisation:

• Absence slips are set with the lowest priority, as they generally have no explanation given (-1 in the example shown).
• Expected in or out absence events are next highest (10 in the example shown), as there is an explanation available.
• All day or half day absences have the next highest priority (15 in the example shown). While an explanation is available, the absence event can be superseded by an absolute event. For example, a student is expected to be away for the day but signs in.
• Absolute events, such as a sign in absence event or a sign out absence event, have the highest priority (20 in the example shown), as we have an explanation and a definite time that they signed in/out, were absent or on an excursion.

Synergetic looks for absence events of a lower priority than the current one; to determine whether they might be superseded. These are presented on the Auto Match window for you to decide whether they indeed can be explained by the other absence events shown.

Superseding one or more absence events

To supersede one or more absence events:

1. Create the absence event. This provides the actual reason for the student's absence from class.
   See Individual student absence events.
   
   Note: You can drag the bottom of the Modify Absence Event window to display the Superseded tab.
   
2. Click either or .
   The Auto Match window is displayed.
   
3. Check if the listed absence event(s) are explained by the absence event you are submitting.
   
   For example, the Absence Slip entered for Period 1 (8:30am) is explained by the Expected In absence event, so the Expected In absence event can supersede and replace the 8:30am slip.
   
   
4. Click .
   The explained absence slip is moved to the Superseded tab of the Create/Modify Absence Events window.
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