Create Absence Events window

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Last updated: Dec 14, 2021 by Richard Kennedy (Unlicensed)
6 min read

You can use the Create Absence Events window to create different types of absence events, including:

  • Absence Slips
  • Late Sign In
  • Sign In
  • Sign Out
  • Expected In
  • Expected Out
  • Expected Out and In
  • All Day
  • Excursion Out and In
  • user-defined absence events.

Note: Settings for these absence events are controlled in Configuration File Maintenance. To change absence events settings or create a user-defined absence event, see Maintaining absence events configuration settings in the Synergetic System maintenance manual.

 Opening the Create Absence Events window

To open the Absence Events Maintenance window:

  1. Select Students > Absence Events Maintenance from the SynWeb main menu.
    The Absence Events Search Criteria window is displayed.
  2. Enter your search criteria and click .
    The Absence Events Maintenance window is displayed. 
  3. Click .
    The Create Absence Events window is displayed.


Create Absence Events window key fields and buttons
Absence Event Type area fields

Field

Description

Absence Event Type (Mode)

The type of absence event, as defined in the luAbsenceEventType lookup table. See luAbsenceEventType lookup table in the Synergetic System maintenance manual.

Student Details area fields

Note: The fields in containing contact information for the student's relations are read only.

Field

Description

Student ID 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 name and click
  • click to launch the Student Search window.


Date & Time area fields


Note: The Date & Time area appears differently depending on the absence event type selected.

Absence Slips Date & Time area fields

Field

Description

Absent Date

The date of the absence.

Period

The period that the absence slip is for.

or Time

The time that the absence slip was entered.

Reported By

Select either:

  • R'ship if a student's contact has reported the absence. Select the name of the contact from the drop-down list or, if not listed, type it in the box.
  • Staff if a staff member has reported the absence. Select the name of the staff member from the drop-down list or, if not listed, type it in the box.

Late Arrival / Sign In / Expected In Date & Time area fields

Field

Description

Late Arrival Date / Sign In Date / Expected Arrival Date

The date that the student has signed in late or is expected to arrive late.

Late Arrival Time / Sign In Time / Expected Arrival Time

The time that the student has signed in late or is expected to arrive late.

Reported By

Select either:

  • R'ship if a student's contact has reported the absence. Select the name of the contact from the drop-down list or, if not listed, type it in the box.
  • Staff if a staff member has reported the absence. Select the name of the staff member from the drop-down list or, if not listed, type it in the box.

Sign Out / Expected Out Date & Time area fields

Field

Description

Sign Out Date / Expected Out Date

The date that the student has signed out early or is expected to leave early.

Sign Out Time / Out Time

The time that the student has signed out early or is expected to leave early.

Reported By

Select either:

  • R'ship if a student's contact has reported the absence. Select the name of the contact from the drop-down list or, if not listed, type it in the box.
  • Staff if a staff member has reported the absence. Select the name of the staff member from the drop-down list or, if not listed, type it in the box.

Expected Out and In Date & Time area fields

Field

Description

Expected Out Date

The date that the student is expected to leave early.

Out Time

The time that the student is expected to leave early.

In Time

The time that the student is expected to return.

Reported By

Select either:

  • R'ship if a student's contact has reported the absence. Select the name of the contact from the drop-down list or, if not listed, type it in the box.
  • Staff if a staff member has reported the absence. Select the name of the staff member from the drop-down list or, if not listed, type it in the box.

All Day Absence Date & Time area fields

Field

Description

First Day of Absence

Either:

  • the day of an all day absence
  • the first whole day that a student is absent for a multiple day absence.

Last Day of Absence

Either:

  • the day of an all day absence
  • the last whole day that a student is absent for a multiple day absence.

Include Sat / Include Sun

Create absence events for Saturday and Sunday when the period of an all day absence extends across the weekend.

Reported By

Select either:

  • R'ship if a student's contact has reported the absence. Select the name of the contact from the drop-down list or, if not listed, type it in the box.
  • Staff if a staff member has reported the absence. Select the name of the staff member from the drop-down list or, if not listed, type it in the box.

Excursion Out and In Date & Time area fields

Field

Description

Excursion Out Date

Date that an excursion leaves with the student.

Out Time

Time that an excursion leaves with the student.

Excursion In Date

Date that an excursion returns with the student.

In Time

Time that an excursion returns with the student.

Excursion Teacher

Select the teacher accompanying the excursion from the drop-down list or type their name in the box.


Absence Details area

Fields

Field

Description

Absence Type

The type of absence, as defined in the luAbsenceType lookup table.

Reason

Reason for the absence.

Comment

Additional information available about the absence.

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.

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.

Buttons

Button

Description

Automatically match unknown absence events with the event being added. If there are existing unknown events, they are displayed on the Auto Match window


You have the option to supersede the unknown event(s) with the current absence event. See Superseding an absence event

For example, three absence slips were entered for absences from morning classes. Subsequently you received a note to say that the student was at the dentist and expected in later in the morning.

Absence Events History area - Actual/Superseded tabs


Note: The Actual and Superseded tabs contain the same fields.
Fields

Field

Description

#

Select the absence event.

Mode

Absence event type (mode) for the absence event.

Time

Date and time for the absence event.

Type

Absence type, as selected in the Absence Details area.

Reason

Reason given for the absence event.

Buttons

Buttons

Description

Supersede a previous absence event with the selected record. See Superseding an absence event.

Undo the previous act of superseding for the selected record.


Absence Events History area - Notifications tab

Fields

Field

Description

Replied

Whether the notification has been replied to or not.

Recipient

Name of the notification recipient.

Original

Details of the original notification:

  • Time sent
  • Text sent.

Replied

Details of the reply:

  • Time received
  • Text received.

Type

Method of notification used. Either:

  • SMS
  • Email.

Processed Time

Time the message was sent.


Timetable area

Fields

Field

Description

File Type

Filter the academic and co-curricular timetable entries based on their file type. For example:

  • A for academic subjects
  • M for music subjects
  • and so on, depending on the file types at your organisation.
    By default all entries are displayed.

Year / Term

The Year and Term are used when modifying an absence event from a previous term or semester. You will need to adjust the fields to ensure that the correct timetable is displayed.

Grid area fields

Field

Description

Time

Start time of the period.

Period

Description of the period when the class is scheduled to take place.

Attended

The student's attendance for each class is either:

  • marked as being absent
  • marked as being present
  • not marked yet.

Campus

Campus of the class.

Class / Class Description

Code and description of the:

  • academic class
  • co-curricular activity
  • medical incident.

Poss Type and Desc

Possible type of and description of the reason for the absence.

Staff

Staff code for the teacher scheduled to take the class.