Create Absence Events window

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:

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