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Recording excursions

Recording excursions

Use the Excursion Out and In mode for an excursion absence event for one or more students, one at a time.

You can also enter the details using the Absentee Bulk Entry window, if that suits. See Creating excursion absence events for groups.

To record an excursion for one or more students:

  1. Select Module > Students > Absence Events Maintenance from the main menu.
    The Set Absence Events Search Criteria window is displayed.
  2. Update the search criteria, if required. See Searching for absence events.
  3. Click .
    The Absence Events Maintenance window is displayed.
  4. Click .
    The Create Absence Event window is displayed.
  5. Select the Excursion Out and In option.
    The Create Absence Event window is redisplayed with details required for an excursion.
  6. Select the Excursion Out Date and type the out Time.
  7. Select the Excursion In Date and type the in Time.
  8. Either:

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


  9. Change the Absence Type from the drop-down list, if required.

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

    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.

    Tip:
    You can organise the entries so that those with similar absence details are entered at the same time. 
     
  10. Select the Reason from the drop-down list, if required.

    For example, some organisations categorise the School Trip/Camp Absence Type by creating reasons in the luAbsenceReason lookup table that have the same Absence Type Code as the Absence Type.

  11. Type any comments in the Comment field.



  12. Select Approved Absence if the excursion has been approved.

    Note:
    New Zealand schools rely on the absence code selected using the Absence Type field to determine whether an absence is approved by the NZ MOE or not. See Attendance and absence 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.
     
  13. Click .
    The Student Search window is displayed.


    Tip:
    Type the first letter of the student's last name to limit the students displayed on the Student Search window.


  14. Update the search criteria to limit the search.
  15. Click.
    The Student Search window is redisplayed with students that meet the search criteria.
  16. Select the student.
  17. Click .
    The absence event is saved and the Create Absence Event window is redisplayed ready for the next entry.
  18. Repeat steps 10 through 17 until all students are processed.


Create Absence Event window - Excursion Out and In key fields and buttons

The following fields and buttons are displayed on the Create Absence Event window when the Excursion Out and In option is selected.

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.