Attendance. Contents

Transcription

1 Attendance Contents Introduction... 3 Main Menu... 4 Change School Year and Campus... 4 Student Information... 4 Change Application... 6 Exit Application... 6 Online Help... 6 System Requirements and Browser Settings... 6 ADA Compliance... 6 Known Issues... 7 Maintenance... 9 Attendance Directory... 9 District Campus Current Year Next Year Student Student Posting Student Inquiry Letters Update Print Gradebook Options Flexible Attendance Weekly Register Worksheet Utilities District Yearly Count Create PhoneMaster File Import External Gradebook Absences Update/Delete Letter Controls Reports TxEIS 1

2 Attendance Attendance Reports Create Attendance Report Sorting and Filtering Appendix Best Practice for Attendance Letters TxEIS

3 Attendance Introduction TxEIS Attendance provides the ability to maintain student attendance information. The information is displayed on report cards and used to determine Average Daily Attendance (ADA) for school funding calculations. District attendance posting codes are established, and campus options are specified to build the appropriate campus tables and calendars. The application allows you to view attendance data, such as absence and tardy counts, attendance by date, yearly counts, and records of letters printed. You can also produce various attendance reports and print letters. The Attendance application provides the following features: Multitrack attendance calendars Tracking of excessive absence Tracking of perfect attendance Attendance accounting for specific populations Period-by-period or single class attendance posting Attendance printing on report cards User-defined letters to parents User-defined absence reason codes Attendance audit log Yearly attendance records stored by school year tx Gradebook interface for immediate access to data Creation of a PhoneMaster file for automated phone calls A user-defined report The Attendance application offers the following reports: Average Daily Attendance Campus and District Recap Reports Campus Attendance Summary Daily Attendance Reports I and II Daily Attendance Summary Daily Register/Weekly Summary Entry/Withdrawal Summary Membership Rosters by Period and Control Number Proof List TxEIS 3

4 Attendance Six Weeks FTE Report And more... MAIN MENU The Attendance main menu includes the current application version; options to change to a different application, exit the current application, and view online Help; and several menu options to utilize the Attendance application. CHANGE SCHOOL YEAR AND CAMPUS The Change button allows you to access Attendance data for another school year and campus. When you click Change, the School Year and Campus fields become enabled, allowing you to select another school year and campus. Click Apply to apply the changes. You can only select campuses to which you have been granted access. STUDENT INFORMATION The Student Information link, located in the upper-right corner next to Change Application, allows you to view student records for attendance, grades, schedules, discipline and health (Medical Alerts) on one page depending on your security rights. At minimum, you must have read access to Registration > Maintenance > Student Enrollment. Note: You are only able to view one student at a time. The School Year field displays the year for which you are logged on.. Click the drop-down arrow to select another school year for which to view data. 1. To filter the report, enter data in one or more of the following fields: The Campus ID field displays the campus to which you are logged on. Select another campus for which to view data. Only campuses to which you have access are listed in the drop down. In the Grade field, select the grade level from which you want to view a list of students.. 4 TxEIS

5 Attendance Note: Leave the Student ID and Search By Name fields blank and click Directory to get a list of students from a particular grade level. Otherwise leave the Grade field blank. In the Student ID field, type a student ID. Note: If you were on a page that allowed you to retrieve a student and you selected a student, Student Information will retrieve that student's data. If you do not know the student ID, click Directory to select a student from the directory. In the Search By Name autosuggest field, begin typing the student's name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the drop-down list you can select the student. 2. Click Retrieve to generate the report with the selected data. TxEIS 5

6 Attendance CHANGE APPLICATION The Change Application link allows you to open another TxEIS application in a separate browser. EXIT APPLICATION The Exit Application link allows you to close the Attendance application. Click Exit Application to close the Attendance application window. The Application Directory is displayed. ONLINE HELP The TxEIS Student system is constantly changing to meet ongoing state-mandated requirements and the needs of the school districts. With every system change that occurs, the online Help system is updated to reflect the change. Click the Help link in the upper-right corner of the application page for information about the individual fields on the pages. This ensures that you will be accessing the most up-to-date information for every field in the application. SYSTEM REQUIREMENTS AND BROWSER SETTINGS Periodically ensure that your system and browser settings meet the minimum requirements. For information about system requirements and recommended browser settings, see the System Requirements page found on the Contents tab of the online Help system. ADA COMPLIANCE The TxEIS Attendance application adheres to accessibility standards in order to comply with the Americans with Disabilities Act (ADA) Section 508. For more information, see the ADA Compatibility page found in the Contents tab of the online Help system under Helpful Tips. 6 TxEIS

7 Attendance KNOWN ISSUES A list of known issues for TxEIS is available on the SharePoint Web site. From the Home tab, select Documents > Releases and Updates > TxEIS to access the Known Issues document. TxEIS 7

8 Attendance TxEIS

9 Attendance ATTENDANCE DIRECTORY Maintenance The Students Selection page (or Directory) is used to retrieve records for students in Attendance if you do not know the student ID. The page is accessed from the Attendance maintenance pages. Note: If you are viewing data for a prior school year and you have been granted historical readonly access in Security Administration, the data is read-only. 1. You can search for a student by last and/or first name. Other options allow you to narrow the search further. Enter data in any or all of the following fields: In the Last Name field, type all or part of the student s last name. For example, you can type sm to find all students whose last name begins with Sm. You can type up to 25 characters. In the First Name field, type all or part of the student s first name. For example, you can type jo to find all students whose first name begins with Jo. You can type up to 17 characters. TxEIS 9

10 Attendance The Campus ID field displays the campus ID to which you are logged on. If necessary, you can type another campus ID for which you have access. The campus ID must be three digits. The Track field displays the track. The field cannot be changed on this page. In the Grade Level field, type a grade level to narrow the search to one grade level. The field can be two characters. The Active Code field indicates the status of the student records. The field displays 1 (Active) by default. If necessary, you can type another code. The field is one digit. 2. Click Search. The students who meet the criteria entered are displayed. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. If more students are retrieved than can be displayed on one page, you can page through the list. 3. When you locate the student you want to retrieve, click the student ID. The student s information is displayed on the page from which you accessed the directory. DISTRICT POSTING CODES The Posting Codes page allows you to enter district-level attendance posting codes. Posting codes are used when a student is absent from school to indicate the reason for the student s absence. The district is responsible for building and maintaining the table of valid posting codes that is used by all campuses. Any changes or deletions to the table should be made before the start of the school year. Note: If you are viewing data for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only. 10 TxEIS

11 Attendance Maintenance > District > Posting Codes Existing attendance posting codes are displayed in order by posting code. 1. Click +Add, or press ALT+1. A blank row is displayed at the bottom of the grid. Note: When using ALT+1 to add a new row to the grid, you must use the 1 key on the keyboard, not the 1 key on the numeric keypad. 2. In the Posting Code field, type the code for the attendance posting. The field is one character (1 through 9 or A through Z), and it must be a unique code that does not already exist in the table. Notes: Code P is used to delete an absence that was posted in error. The Absence Type field for code P must be P - Present. You can update the Description, ADA Code, Prepost, and Absence Type fields for a code; however, you cannot change a posting code. You must delete and re-add the code. 3. In the Description field, type the description for the new attendance posting code. The field can be up to 29 characters. 4. Select ADA Code if the new code should be considered an absence when determining Average Daily Attendance (ADA). The field must be selected if the Absence Type field is set to A or U. 5. Select Prepost if the code can be posted to the student record prior to the date of the absence. Preposting can be used when the school is aware of the absence in advance (e.g., for a field trip). 6. In the Absence Type field, type the absence type code to be displayed on the report card. The field is one character. TxEIS 11

12 Attendance Click Save to save the information. 8. To delete an attendance posting code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Click Yes to continue. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved. CAMPUS If you are viewing data for a prior school year, and you have been granted historical read-only access in Security Administration, the current year pages are read-only, and the next year pages are disabled. CURRENT YEAR CAMPUS OPTIONS The Campus Options page allows you to set current year campus options for attendance. The page establishes how attendance will be taken and recorded for the campus. If the campus has multiple campus calendars, you must establish a separate set of attendance options for each attendance track. Maintenance > Campus > Campus Options 1. In the Track field, select the attendance track for which you want to set options. 2. Click Retrieve. 12 TxEIS

13 Attendance For an existing track, the data is displayed. For a new track, a message is displayed indicating that no campus options exist for the track. Click OK. 3. Under Campus Options, add data in the following fields: In the Grading Cycle Type field, select the length of the grading cycle used by the campus. The code is used when you build the campus calendar. In the ADA Posting Period field, type the class period when the official ADA attendance is taken. A student posted absent for this period is considered absent for ADA purposes. The field must be two digits. In the 1st Period Nbr field, type the first class period of the school day for which attendance is recorded. The field must be two digits. The period is not necessarily the same as the ADA posting period. When the period in the 1st Period Nbr field is subtracted from the period in the Last Period Nbr field, the difference plus one is the total number of periods for which attendance records are maintained. In the Last Period Nbr field, type the last class period of the school day for which attendance is recorded. The Nbr of Periods field displays the calculated total number of periods when the record is saved. Under Special Program, select the special programs offered at the campus from the following: Special Ed Bilingual/ESL Gifted/Talented Pregnancy Svcs Title 1 Leave the field blank if the program is not available. 4. In the Type Kindergarten field, select the type of kindergarten program offered at the campus. Leave the field blank if no kindergarten program is available at the campus. 5. Select Schoolwide Title 1 if the campus is a Title I school-wide campus. If this field and the Special Programs Title 1 field are selected, the campus is a Title I school-wide campus. If this field and the Special Programs Title 1 field are not selected, the campus is a non-title I campus. If this field is not selected, and the Special Programs Title 1 field is selected, the campus is a Title I targeted-assistance campus. If the field is selected, a Title I record with Title I Code 6 is created for new, reentered, and transfer students. TxEIS 13

14 Attendance In the Optional Semester field, select the semester to use as the default when posting attendance by student. Valid options are blank, 1, 2, 3 (semesters 1 and 2), and H (current semester). If you select H, the system date determines the semester to use when posting attendance by student. If a date is typed in the From Date field on the Maintenance > Student > Student Posting > By Individual tab, the Optional Semester field is not used. If the From Date field is blank, the Optional Semester is displayed in the Semester field. 6. Under Alternate Days, you can set up codes and period patterns for alternate days. Period patterns are used on some of the posting pages. Under Code, click +Add, or press ALT+1 to add a code. A blank row is displayed in the grid. In the Code field, type the code you want to use for the first pattern. The code is one character. To delete a code from the list, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Under Pattern, click +Add, or press ALT+1 to add a pattern. A blank row is displayed in the grid. In the Pattern field, type the period for the pattern. The field is two digits. To delete a pattern from the list, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Note: When using ALT+1 to add a new row to the grid, you must use the 1 key on the keyboard, not the 1 key on the numeric keypad. 7. Click Save to save the changes. CAMPUS CALENDAR The Campus Calendar page allows you to create a current year calendar for each attendance track at each campus. You can also view and update the calendar for a specific track. Notes: A current year calendar cannot be built unless the current year campus options are set on the Campus Options page. Otherwise, a message is displayed when you access the page. Click OK, and then set the current year campus options before proceeding. 14 TxEIS

15 Attendance Maintenance > Campus > Campus Calendar 1. The types of days are listed under Legend. 2. In the Track field, select the attendance track. 3. Click Retrieve. If a calendar exists for the campus, track, and school year, the data is displayed. The membership days for each cycle are listed under Membership Days. If no data exists, a message indicates that a calendar was not found for the campus, track, and school year. The message also indicates that the starting and ending months of the calendar must be selected. Click OK. 4. The Begin Month and End Month fields are only displayed if you select a track for which a calendar is not found for the campus. The Begin Month field is set to August by default. You can select a different month, if necessary. The calendar will begin with the month you select. The End Month field is set to July by default. You can select a different month, if necessary. The calendar will end with the month you select. TxEIS 15

16 Attendance Note: You can create a 13-month calendar by selecting the same beginning month and ending month. A 13-month calendar is used by campuses that begin and end school in the same month. 5. Indicate the types of school days as follows: Click the day to select it. The day is outlined. You can select multiple days. Under Legend, click the type of day for the selected date(s). Note: Click the description of the day, not the colored square. To undo the selection, click the day, and then click Undo Selection (located between Legend and Membership Days). If you clicked an incorrect type of day, click the day again, and then click the correct type of day. To unselect a day, click the day again. Notes: If you change the date for the end of semester 1, the corresponding grade reporting cycle end date is changed to match the new calendar date. If you change the last day of school, the corresponding grade reporting cycle end date is changed to match the new calendar date. A message is displayed when you click Save. If any of the previously set cycle end dates are no longer valid membership days, the cycle end date is changed to the last membership day before the original cycle end date. A message is displayed when you click Save. 6. Click Save to save the calendar. After all cycles are added and saved, the system calculates and displays the membership days for each cycle under Membership Days. A message is displayed prompting you to enter the cycle end dates for the track in Grade Reporting on the Maintenance > Tables > Campus Control Options > Parameters NYR tab. 7. Click Print to print the calendar report. The report opens in a new window. 16 TxEIS

17 Attendance Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. TxEIS 17

18 Attendance COPY CALENDAR The Copy Calendar page allows you to copy a current year calendar to tracks at other campuses. Note: A current year calendar cannot be copied unless the current year campus options are set on the Campus Options page. If no campus options are set, there is no track to select. Maintenance > Campus > Copy Calendar 1. Under Campus Info, the calendar information for the first campus is displayed. 2. Under Copy Options, campuses that have established campus options are displayed in a grid. For each track at the campus, a check box is displayed under Track. If a calendar exists for the track, the check box is red. If you select a track with a red check box, the existing calendar will be overwritten. If the campus has set campus options but has no calendar, the check box is gray. If the campus has not set campus options nor a calendar, a check box is not displayed. 3. Under Campus Info, make the following selections: In the Campus field, select the campus you want to copy. Only campuses that have calendars are listed. In the Track field, select the attendance track you want to copy. The tracks for the selected campus are listed. When you select a track, cycle information for the track is displayed. 4. Under Copy Options, indicate how you want to copy the calendar: Update Database is selected by default. Use this option to update the database that you are using with the selected calendar information. Under Track, select the tracks to which you want to copy the calendar. You can select multiple tracks for multiple campuses. Click Copy. Select Save To File to save the selected calendar to a file. You can copy the calendar file to a disk or drive. 18 TxEIS

19 Attendance Click Copy. Select the destination for the file, type the file name, and then click Save. Select Update from File to copy a calendar from a file. Note: This option can be used if you have one campus that has set campus options but has no calendars. Under Track, select the tracks in the grid to which you want to copy the calendar. You can select multiple tracks for multiple campuses. Click Copy. Select the file containing the calendar, and then click Open. 5. Click Copy to copy the calendar. The calendar is copied to the selected campus and track according to the option you selected. DELETE CALENDAR The Delete Calendar page allows you to delete a current year calendar for a specific campus and track. Maintenance > Campus > Delete Calendar 1. A grid displays the campuses to which you have access. Campuses that do not have established tracks are not displayed. For tracks that have calendars, the check box is red. For tracks that do not have calendars, a check box is not displayed. 2. Under Track, select the track for the calendar you want to delete. You can select multiple tracks. 3. Click Delete. A message is displayed asking you to confirm that you want to delete the calendar. TxEIS 19

20 Attendance Click Yes to delete the calendar. DELETE TRACK The Delete Track page allows you to delete the current year campus options and calendar for a specific campus and track. Note: Tracks that contain student records cannot be deleted. Student records must first be deleted in Registration. Maintenance > Campus > Delete Track 1. A grid displays the campuses to which you have access. Campuses that do not have established tracks are not displayed. For tracks that have set campus options but do not have a calendar, the check box is gray. For tracks that have calendars, the check box is red. For tracks that do not have calendars, a check box is not displayed. 2. Under Track, select the track you want to delete. You can select multiple tracks. 3. Click Delete. A message is displayed asking you to confirm that you want to delete the track. Click Yes to delete the track. 20 TxEIS

21 Attendance NEXT YEAR NEXT YEAR CAMPUS OPTIONS The Next Year Campus Options page allows you to set next year campus options for attendance. The page establishes how attendance will be taken and recorded for the campus next school year. If the campus has multiple campus calendars, you must establish a separate set of attendance options for each attendance track. Maintenance > Campus > Next Year Campus Options 1. In the Track field, select the attendance track for which you want to set options. 2. Click Retrieve. For an existing track, the data is displayed. For a new track, a message is displayed indicating that no campus options exist for the track. Click OK. 3. Under Campus Options, add data in the following fields: In the Grading Cycle Type field, select the length of the grading cycle used by the campus. The code is used when you build the campus calendar. In the ADA Posting Period field, type the class period when the official ADA attendance is taken. A student posted absent for this period is considered absent for ADA purposes. The field must be two digits. In the 1st Period Nbr field, type the first class period of the school day for which attendance is recorded. The field must be two digits. The period is not necessarily the same as the ADA posting period. When the period in the 1st Period Nbr field is subtracted from the period in the Last Period Nbr field, the difference plus one is the total number of periods for which attendance records are maintained. In the Last Period Nbr field, type the last class period of the school day for which attendance is recorded. TxEIS 21

22 Attendance The Nbr of Periods field displays the calculated total number of periods when the record is saved. Under Special Programs, select the special programs offered at the campus from the following: Special Ed Bilingual/ESL Gifted/Talented Pregnancy Svcs Title 1 Leave the field blank if the program is not available. In the Type Kindergarten field, select the type of kindergarten program offered at the campus. Leave the field blank if no kindergarten program is available at the campus. 4. Select Schoolwide Title 1 if the campus is a Title I school-wide campus. If this field and the Special Programs Title 1 field are selected, the campus is a Title I school-wide campus. If this field and the Special Programs Title 1 field are not selected, the campus is a non-title I campus. If this field is not selected, and the Special Programs Title 1 field is selected, the campus is a Title I targeted-assistance campus. If the field is selected, a Title I record with Title I Code 6 is created for new, reentered, and transfer students. In the Optional Semester field, select the semester to use as the default when posting attendance by student. Valid options are blank, 1, 2, 3 (semesters 1 and 2), and H (current semester). If you select H, the system date determines the semester to use when posting attendance by student. If a date is typed in the From Date field on the Posting Attendance By Individual tab, the Optional Semester is not used. If the From Date field is blank, the Optional Semester is displayed in the Semester field. 5. Under Alternate Days, you can set up codes and period patterns for alternate days. Period patterns are used on some of the posting pages. Under Code, click +Add, or press ALT+1 to add a code. A blank row is displayed in the grid. In the Code field, type the code you want to use for the first pattern. The code is one character. To delete a code from the list, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. 22 TxEIS

23 Attendance Under Pattern, click +Add, or press ALT+1 to add a pattern. A blank row is displayed in the grid. In the Pattern field, type the period for the pattern. The field is two digits. To delete a pattern from the list, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Note: When using ALT+1 to add a new row to the grid, you must use the 1 key on the keyboard, not the 1 key on the numeric keypad. 6. Click Save to save the changes. NEXT YEAR CAMPUS CALENDAR The Next Year Campus Calendar page allows you to create a next year calendar for each attendance track at each campus. You can also view and update the calendar for a specific track. Note: A next year calendar cannot be built unless the next year campus options are set. Otherwise a message is displayed. Click OK, and then set the next year campus options before proceeding. TxEIS 23

24 Attendance Maintenance > Campus > Next Year Campus Calendar 1. A blank calendar is displayed. 2. The types of days are listed under Legend. 3. In the Track field, select the attendance track. 4. Click Retrieve. If a calendar exists for the campus, track, and school year, the data is displayed. The membership days for each cycle are listed under Membership Days. If no data exists, a message indicates that a calendar was not found for the campus, track, and school year. The message also indicates that the starting and ending months of the calendar must be selected. Click OK. 5. The Begin Month and End Month fields are only displayed if you select a track for which a calendar is not found for the campus. The Begin Month field is set to August by default. You can select a different month, if necessary. The calendar will begin with the month you select. The End Month field is set to July by default. You can select a different month, if necessary. The calendar will end with the month you select. 24 TxEIS

25 Attendance Note: You can create a 13-month calendar by selecting the same beginning month and ending month. A 13-month calendar is used by campuses that begin and end school in the same month. 6. Indicate the types of school days as follows: Click the day to select it. The day is outlined. You can select multiple days. Under Legend, click the type of day for the selected date(s). Note: Click the description of the day, not the colored square. To undo the selection, click the day, and then click Undo Selection (located between Legend and Membership Days). If you clicked an incorrect type of day, click the day again, and then click the correct type of day. To unselect a day, click the day again. 7. Click Save to save the calendar. After all cycles are added and saved, the system calculates and displays the membership days for each cycle under Membership Days. 8. Click Print to print the next year calendar report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. TxEIS 25

26 Attendance Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. NEXT YEAR COPY CALENDAR The Next Year Copy Calendar page allows you to copy a next year calendar to tracks at other campuses. Note: A next year calendar cannot be copied unless the next year campus options are set. If no campus options are set, there is no track to select. Maintenance > Campus > Next Year Copy Calendar 1. Under Campus Info, the calendar information for the first campus is displayed. 2. Under Copy Options, campuses that have established campus options are displayed in a grid. For each track at the campus, a check box is displayed under Track. If a calendar exists for the track, the check box is red. If you select a track with a red check box, the existing calendar will be overwritten. If the campus has set campus options but has no calendar, the check box is gray. If the campus has not set campus options nor a calendar, a check box is not displayed. 3. Under Campus Info, make the following selections: In the Campus field, select the campus you want to copy. Only campuses that have calendars are listed. In the Track field, select the attendance track you want to copy. The tracks for the selected campus are listed. When you select a track, cycle information for the track is displayed. 4. Under Copy Options, indicate how you want to copy the calendar: Update Database is selected by default. Use this option to update the database that you are using with the selected calendar information. Under Track, select the tracks to which you want to copy the calendar. You can select multiple tracks for multiple campuses. 26 TxEIS

27 Attendance Click Copy. Select Save To File to save the selected calendar to a file. You can copy the calendar file to a disk or drive. Click Copy. Select the destination for the file, type the file name, and then click Save. Select Update from File to copy a calendar from a file. Note: This option can be used if you have one campus that has set campus options but has no calendars. Under Track, select the tracks in the grid to which you want to copy the calendar. You can select multiple tracks for multiple campuses. Click Copy. Select the file containing the calendar, and then click Open. 5. Click Copy to copy the calendar. The calendar is copied to the campus and track according to the option you selected. NEXT YEAR DELETE CALENDAR The Next Year Delete Calendar page allows you to delete a next year calendar for a specific campus and track. Maintenance > Campus > Next Year Delete Calendar 1. The following is displayed: A grid displays the campuses to which you have access. Campuses that do not have established tracks are not displayed. For tracks that do not have calendars, a check box is not displayed. For tracks that have calendars, the check box is red. 2. Under Track, select the track for the calendar you want to delete. You can select multiple tracks. 3. Click Delete. A message is displayed asking you to confirm that you want to delete the calendar. TxEIS 27

28 Attendance Click Yes to delete the calendar. NEXT YEAR DELETE TRACK The Next Year Delete Track page allows you to delete the next year campus options and calendar for a specific campus and track. Note: Tracks that contain student records cannot be deleted. Student records must first be deleted in Registration. Maintenance > Campus > Next Year Delete Track 1. The following is displayed: A grid displays the campuses to which you have access. Campuses that do not have established tracks are not displayed. For tracks that do not have calendars, a check box is not displayed. For tracks that have set campus options but do not have a calendar, the check box is gray. For tracks that have calendars, the check box is red. 2. Under Track, select the track you want to delete. You can select multiple tracks. 3. Click Delete. A message is displayed asking you to confirm that you want to delete the track. Click Yes to delete the track. 28 TxEIS

29 Attendance STUDENT STUDENT POSTING If you post or change an absence, your user ID and the date/time stamp are saved in the attendance posting table, and an audit record is created in an audit table. BY DATE The By Date tab allows you to post students absent by date. All students must have the same absence date, absence code, track, and periods. The available periods correspond to the track. Maintenance > Student > Student Posting > By Date 1. In the Date field, type the absence date in the MMDDYYYY format. Or, click to select the date from the calendar. 2. In the Code field, select the absence code. 3. In the Trk field, the default track is displayed. You can select a different track. 4. Select the period(s) for the absence in one of the following ways: In the From Period and To Period fields, select the period range. In the Period Pattern field, select the pattern that applies to the absence. The period patterns are set on the Maintenance > Campus > Campus Options page. TxEIS 29

30 Attendance You cannot use the From Period and To Period fields and the Period Pattern field together. 5. To add a student, click +Add. A blank row is displayed in the grid. 6. In the ID/Name autosuggest field, type the student s ID. Or, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing, a drop-down list displays students whose IDs or names match the characters you have typed. From the drop-down list you can select the student to populate the ID/Name field. You can also click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. The student s name and grade level are displayed. 7. Click Save or press ENTER to save the information. 8. To clear the rows, click Reset. All unsaved data is cleared from the grid. 9. To delete a row, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. 30 TxEIS

31 Attendance BY DATE/CODE The By Date/Code tab allows you to post students absent by date and absence code. All students must have the same absence date, track, and periods. The available periods correspond to the track. Maintenance > Student > Student Posting > By Date/Code 1. In the Date field, type the absence date in the MMDDYYYY format. Or, click to select the date from the calendar. 2. In the Trk field, the default track is displayed. You can select a different track. 3. Select the period(s) for the absences in one of the following ways: In the From Period and To Period fields, select the period range. In the Period Pattern field, select the pattern that applies to the absence. The period patterns are set on the Maintenance > Campus > Campus Options page. You cannot use the From/To Period fields and the Period Pattern field together. 4. To add a student, click +Add. A blank row is displayed in the grid. 5. In the Code field, select the absence code. 6. In the ID/Name autosuggest field, type all or part of the student s ID. Or, begin typing the student s name in one of the following formats: Last name, comma, first name TxEIS 31

32 Attendance Last name initial, comma, first name initial As you begin typing, a drop-down list displays students whose IDs or names match the characters you have typed. From the drop-down list you can select the student to populate the ID/Name field. You can also click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. The student s name and grade level are displayed. 7. Click Save or press ENTER to save the information. 8. To clear the rows, click Reset. All unsaved data is cleared from the grid. 9. To delete a row, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. BY DATE/COURSE The By Date/Course tab allows you to post students absent by date and course. All students must have the same absence date, teacher, course, section, semester, and track. Maintenance > Student > Student Posting > By Date/Course 32 TxEIS

33 Attendance 1. In the Date field, type the absence date in the MMDDYYYY format. Or, click to select the date from the calendar. 2. In the Teacher field, select the teacher of the course. 3. In the Crs field, select the course in which the students were absent. 4. In the Sec field, select the section of the course. Only sections for the selected course are displayed. 5. In the Sem field, select the semester in which the section of the course is taught. The semesters listed depend on the section selected. 6. In the Trk field, the default track is displayed. You can select a different track, if necessary. 7. Click Retrieve. A list of students enrolled in the course is displayed. If a course is scheduled for more than one period, the range of periods is displayed, and the absence is posted for all periods in the range. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. 8. In the Code field, select the absence code for each student who was absent. 9. To add comments regarding the reason an absence is being added or changed, click under Comnts. The comments dialog box is displayed. Add comments as needed, and then click OK. The comments button is highlighted in red when comments exist for the student. Comments are not saved unless a valid absence code is selected. 10. Click Save to save the information. 11. To clear the rows, click Reset. All data is cleared from the grid. TxEIS 33

34 Attendance BY DATE/CONTROL NBR The By Date/Control Nbr tab allows you to post students absent by date and control number. All students must have the same absence date, control number, track, and periods. The available periods correspond to the track. You can only select teachers for whom you have access. Maintenance > Student > Student Posting > By Date/Control Nbr 1. In the Date field, type the absence date in the MMDDYYYY format. Or, click to select the date from the calendar. Note: If you logged on as a teacher, you can only post absences for your control number for the current date. The current date is displayed, and the field is disabled. 2. In the Ctrl Nbr field, select the control number (i.e., teacher) for the students who were absent. Note: If you logged on as a teacher, your control number is displayed, and the field is disabled. 3. In the Trk field, the default track is displayed. You can select a different track, if necessary. 4. Select the period(s) for the absences in one of the following ways: In the From Period and To Period fields, select the period range. In the Period Pattern field, select the pattern that applies to the absence. The period patterns are set on the Maintenance > Campus > Campus Options page. 34 TxEIS

35 Attendance You cannot use the From Period and To Period fields and the Period Pattern field together. 5. Click Retrieve. A list of students associated with the control number is displayed. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. 6. In the Code field, select the absence code for each student who was absent. If the From Period and To Period fields are the same, absence codes are displayed for one period at a time. If the period range includes more than one period, all periods are updated with the same code. 7. Click Save to save the information. 8. To clear the rows, click Reset. All data is cleared from the grid. BY DATE/GRADE The By Date/Grade tab allows you to post students absent by date and grade level. All students must have the same absence date, grade level, track, and periods. The available periods correspond to the track. Maintenance > Student > Student Posting > By Date/Grade TxEIS 35

36 Attendance In the Date field, type the absence date in the MMDDYYYY format. Or, click to select the date from the calendar. 2. In the Grade field, select the grade level of the students who were absent. 3. In the Trk field, the default track is displayed. You can select a different track, if necessary. 4. Select the period(s) for the absences in one of the following ways: In the From Period and To Period fields, select the period range. In the Period Pattern field, select the pattern that applies to the absence. The period patterns are set on the Maintenance > Campus > Campus Options page. You cannot use the From Period and To Period fields and the Period Pattern field together. 5. Click Retrieve. A list of students in the selected grade level is displayed. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. If more students are retrieved than can be displayed on one page, you can page through the list. 6. In the Code field, select the absence code for each student who was absent. If the From Period and To Period fields are the same, absence codes are displayed for one period at a time. If the period range includes more than one period, all periods are updated with the same code. 7. Click Save to save the information. 8. To clear the rows, click Reset. All data is cleared from the grid. 36 TxEIS

37 Attendance BY INDIVIDUAL The By Individual tab allows you to post absences by student. You can also retrieve existing attendance information by semester or date. Maintenance > Student > Student Posting > By Individual 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. Use one of the following options to select the date for which you want to post attendance: TxEIS 37

38 Attendance In the Semester field, select the semester for the absence. Valid options are blank, 1, 2, 3 (semesters 1 and 2), and H (current semester). If you select H, the system date determines the semester to use. Note: If the Optional Semester field on the Maintenance > Campus > Campus Options page contains a value (i.e., 1, 2, 3, or H), the Semester field displays the value. In the From Date field, type the beginning date. Or, click to select the date from the calendar. Notes: If a date is entered in the From Date field, the Semester field cannot be used. If the From Date field is blank, the Semester field displays the semester from the Optional Semester field. 3. In the Track field, the default track is displayed. Type a different track, if necessary. The field is one digit. 4. Click Retrieve. The student s name, entry date, and grade level are displayed. The Withdrawal Date field is displayed, if applicable. Existing records are displayed, including absence dates, periods, and course numbers. If a medical alert has been entered in the Health application for which you have consent to view, the Medical Alert! button is displayed. Click Medical Alert! to view the information. The Medical Alert dialog box is displayed, which provides information on necessary actions or interventions you must take. Click OK to close the dialog box. 5. To add an absence, click +Add. A blank row is displayed in the grid. 6. In the Date field, type the date of the absence in the MMDDYYYY format. 7. For each period for which you want to post an absence, type the code indicating the type of absence. The field is one character. 38 TxEIS

39 Attendance If you do not know the code, place the cursor in the field and click Lookup to select the code. The Posting Code dialog box is displayed allowing you to retrieve an attendance posting code. Posting codes are listed in order by code. If more codes exist than can be displayed on one page, you can page through the list. When you locate the code you want to retrieve, click the code. The code is displayed in the field from which you accessed the dialog box. 8. Click Save to save the information. 9. To delete an absence for one period, type P (present) in the period field, and then click Save. 10. To clear the rows, click Reset. All unsaved data is cleared from the grid. 11. To delete a row, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. TxEIS 39

40 Attendance PRD BY PRD The Prd By Prd tab allows you to post students absent by period. All students must have the same absence date and track. The available periods correspond to the track. Maintenance > Student > Student Posting > Prd By Prd 1. In the Date field, type the absence date in the MMDDYYYY format. Or, click to select the date from the calendar. 2. In the Track field, the default track is displayed. You can select a different track if necessary. 3. Click Retrieve. Student attendance records are displayed if data exists for the selected date and track. Periods for the selected track are displayed. 4. To add a student, click +Add. A blank row is displayed in the grid. 5. In the Student ID autosuggest field, type all or part of the student s ID. Or, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial 40 TxEIS

41 Attendance As you begin typing, a drop-down list displays students whose ID or name match the characters you have typed. From the drop-down list you can select the student to populate the Student ID field, and then click the Retrieve link. You can also click Directory to select a student from the directory. The student s name and grade level are displayed. 6. To post the same absence type for all of the student s periods, type the absence type in the All Periods field. The field is one character. If you do not know the code, place the cursor in the field and click Lookup to select the code. The Posting Code dialog box is displayed allowing you to retrieve attendance posting codes. Posting codes are listed in order by code. If more codes exist than can be displayed on one page, you can page through the list. When you locate the code you want to retrieve, click the code. The code is displayed in the field on the page from which you accessed the dialog box. 7. To post different absence types for each period, type the absence code for each period. The field is one character. If you do not know the code, place the cursor in the field and click Lookup to select the code. 8. Press TAB to add a new row to the grid in which to add data. TxEIS 41

42 Attendance Click Save or press ENTER to save the information. 10. To clear the rows, click Reset. All unsaved data is cleared from the grid. STUDENT INQUIRY COUNT OF ABSENCES The Count of Absences tab allows you to view a student s number of absences by period. The information is broken down by absence code and provides totals by period. Maintenance > Student > Student Inquiry > Count of Absences 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. In the From Date field, type the date from which you want to inquire about the student s absences. Use the MMDDYYYY format. 42 TxEIS

43 Attendance 3. Click Retrieve. The following data is displayed for the student: The Orig Entry Date and Grade fields display the student s entry date and grade level. The Withdraw Date field displays the student s withdrawal date, if applicable. The campus ID and name are also displayed. A report of the student s absences is displayed. 4. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. 5. Click to save and print the report in PDF format. COUNT OF TARDIES The Count of Tardies tab allows you to view a student's number of tardies by period, including totals by period. Maintenance > Student > Student Inquiry > Count of Tardies 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial TxEIS 43

44 Attendance As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. In the From Date field, type the date from which you want to inquire about the student s tardies. Use the MMDDYYYY format. 3. Click Retrieve. The following data is displayed for the student: The Orig Entry Date and Grade fields display the student s entry date and grade level. The Withdraw Date field displays the student s withdrawal date, if applicable. The campus ID and name are also displayed. A report of the student s tardies is displayed. 4. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. 5. Click to save and print the report in PDF format. 44 TxEIS

45 Attendance ATTENDANCE BY DATE The Attendance By Date tab allows you to view and print a student s absences by date, including the periods, course numbers, and absence codes associated with the date. Maintenance > Student > Student Inquiry > Attendance By Date 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. In the From Date field, type the date from which you want to inquire about the student s attendance. Use the MMDDYYYY format. 3. Click Retrieve. The following data is displayed for the student: The Orig Entry Date and Grade fields display the student s entry date and grade level. The Withdraw Date field displays the student s withdrawal date, if applicable. The campus ID and name are also displayed. TxEIS 45

46 Attendance A report of the student s attendance is displayed. 4. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. 5. Click to save and print the report in PDF format. ATTENDANCE AUDIT The Attendance Audit tab allows you to view a student's posting information from a specified date to the current date. The list includes the period, absence code, course number, user ID, and posting date/time associated with the absence date. Comments are also displayed from the Maintenance > Student > Student Posting > By Date/Course tab. Maintenance > Student > Student Inquiry > Attendance Audit 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial 46 TxEIS

47 Attendance As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. In the From Date field, type the date from which you want to inquire about the student s attendance. Use the MMDDYYYY format. 3. Click Retrieve. The following data is displayed for the student: The Orig Entry Date and Grade fields display the student s entry date and grade level. The Withdraw Date field displays the student s withdrawal date, if applicable. The campus ID and name are also displayed. A report of the student s attendance is displayed. 4. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. 5. Click to save and print the report in PDF format. DISTRICT YEARLY COUNT The District Yearly Count tab displays a student s Average Daily Attendance (ADA) absences by year. The data on the tab is updated by running the District Yearly Count utility. Note: The Days Present field displays the number of days from the first day of school to the as-of date specified when the yearly attendance was calculated. Maintenance > Student > Student Inquiry > District Yearly Count 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. TxEIS 47

48 Attendance In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. The From Date field is disabled. 3. Click Retrieve. The following data is displayed for the student: The Orig Entry Date and Grade fields display the student s entry date and grade level. The Withdraw Date field displays the student s withdrawal date, if applicable. The campus ID and name are also displayed. The school year, days present, ADA days absent, and percent (of days present) are displayed in a grid. LETTER CONTROL The Letter Control tab displays the options selected on the Maintenance > Letters > Update > Directory tab. You can enter the date on which the letters were sent. Data on the tab is updated by printing the attendance letters. Maintenance > Student > Student Inquiry > Letter Control 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial 48 TxEIS

49 Attendance As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. In the From Date field, type the date from which you want to inquire about the student s letters. Use the MMDDYYYY format. 3. Click Retrieve. The following data is displayed for the student: The Orig Entry Date and Grade fields display the student s entry date and grade level. The Withdraw Date field displays the student s withdrawal date, if applicable. The campus ID and name are also displayed. Records are displayed that indicate letters have been printed. The Date Sent field displays the date on which the letters were generated. You can type another date in the MMDDYYYY format, if necessary. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. 4. Click Save to save the information. 5. To delete a letter control record, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Click Yes to continue. The selected rows are deleted. CUMULATIVE The Cumulative tab displays a student s cumulative attendance by year and cycle, beginning with the selected school year. The student s attendance is also displayed for each campus in which he was enrolled. TxEIS 49

50 Attendance Maintenance > Student > Student Inquiry > Cumulative 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. The Students Selection page (or Directory) is displayed. 2. The From Date field is disabled. 3. Click Retrieve. The following data is displayed for the student: The Orig Entry Date and Grade fields display the student s entry date and grade level. The Withdraw Date field displays the student s withdrawal date, if applicable. The campus ID and name are also displayed. A report of the student s cumulative attendance is displayed, including the ending school year, cycle, campus, track, ADA period, days taught, days in membership, excessive absences, unexcused absences, total absences, days present, and percent (of days present) are displayed. 50 TxEIS

51 Attendance The year is sorted in descending order. The cycle, campus, and track are sorted in ascending order. 4. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. 5. Click to save and print the report in PDF format. TxEIS 51

52 Attendance LETTERS UPDATE DIRECTORY The Directory tab allows you to create letter types in Attendance. Each type of letter is assigned a code and description and added to the letter type directory. Then, you create and save the letter on the Letter tab as a form letter or template using variables. The form letters and templates can be used to generate the actual letters. The Attendance letters are campus-specific. They include absence letters, truancy letters, annual notifications, and general mail-out letters. All letter types, except the general mail-out letter type, create a letter control record. Notes: You can generate different letters for the same absence type. You can print different letters at the same time. The student address is used if the parent s address is incomplete or does not exist. Only one letter is generated for students whose guardians have the same last name and address. Letters are generated even if no parent address, student address, or guardian is found. 52 TxEIS

53 Attendance Maintenance > Letters > Update > Directory If letters exist, they are displayed. If no letters exist, a blank row is displayed. 1. To add a letter type, click +Add, or press ALT+1. A blank row is displayed in the grid. Note: When using ALT+1 to add a new row to the grid, you must use the 1 key on the keyboard, not the 1 key on the numeric keypad. 2. In the Ltr ID field, type a unique two-character code for the letter type. 3. In the Preq ID field, type an existing letter ID if the letter requires a prerequisite letter. The field is used if the letter type requires another letter to be printed for students before it can be printed for the same students. Notes: Prerequisite IDs can only be specified for School Year Absence and Semester Absence letter types. If prerequisite letters are not used, only the letter for the greatest number of absences appropriate for the student's actual number of absences will print. If prerequisites are used, the letter for the lowest number of absences in the prerequisite sequence is printed first. A subsequent letter is not printed (even if the student has the number of absences for which the letter is set up) until the student has at least one more absence than the number reported on the prerequisite letter. A letter ID must already exist before it can be specified as a prerequisite ID. A prerequisite letter must have the same letter type, absence type, and period type as the letter that requires it. TxEIS 53

54 Attendance A letter cannot be its own prerequisite. Two letters cannot have the same prerequisite. The Nbr Abs Req field for a letter must greater than the Nbr Abs Req field for its prerequisite. 4. In the Description field, type a description of the letter type. The field can be up to 72 characters. 5. In the Letter Type field, select the letter type. The field is required. The following letter types are available: Annual Notification - Generates letters for all students once, including new students. You can set up more than one annual notification letter type using different letter IDs. No absence variables are allowed; therefore, the letter type can be used for nonattendance issues. Four Week Truancy - Generates letters for students who have three or more unexcused absences in a four-week period in the current school year (Rule of Four Weeks warning letter as per SB1432 of the 77th Legislative Session). Mail Out - Generates letters for all students. No absence variables are allowed; therefore, the letter type can be used for nonattendance issues. A letter control record is not created. School Year Absence - Generates a report of cumulative absences for the entire school year. Semester Absence - Generates a report of cumulative absences for the semester selected on the Letter Criteria tab on the Print Attendance Letters page. Six Month Truancy - Generates letters for students who have ten or more unexcused absences in a six-month period in the current school year (Rule of Six Months warning letter as per SB1432 of the 77th Legislative Session). 6. In the Absence Type field, select the absence type or combination of absence types for which you want to generate the letter. The field is required. 7. In the Period Type field, select the period for which you want to report absences. The field is required. The following options can be selected: ADA - Reports absences and tardies that occur in the campus ADA period. Any - Reports a day as an absence day if the student was absent for one or more periods in the day. Same - Reports absence days in which the student had the most absences for a period during the reporting period (semester or year). Tardy equivalent days are not considered in this period type. 8. In the Nbr Abs Req (number of absences requested) field, type the number of absences that cause the letter to be generated. Note: If prerequisite letters are not used, and another letter with the same Letter Type, Absence Type, and Period Type has a greater number of absences, the letter that has the closest numbe of absences, but is not over the number of absences accumulated by the student, is generated. 54 TxEIS

55 Attendance 9. In the Nbr Tdy Equiv Req (number of tardies equivalent requested) field, type the number of tardies that equal one absence (day). Leave the field blank if tardies are not considered. The field is only applicable for School Year Absence and Semester Absence letters that have the Period Type field set to ADA or Any. All tardies are reported in the count and are displayed in the list of absences on the letter. Tardies that occur on a day that is reported as an absence are not included in the equivalence computation. A value cannot be typed in the field if the Absence Type field is set to T (Tardy). An error message is displayed indicating that tardy equivalents are not computed when processing the tardy absence type. 10. Ltr Bdy (letter body) is selected if the form letter has been created. The field can only be updated when the letter body is saved. 11. Click Save to save the information. Notes: When absence letters, truancy letters, and annual notifications are printed, all fields except the Description field are disabled to indicate that the letters have been processed and have associated letter control records. Only the Description field can be changed. Mail Out letters do not create letter control records; therefore, the fields are not disabled when the letters are printed. 12. To delete a letter type, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the rows. Click OK to delete the letter types. The selected rows are deleted. Note: You cannot delete a letter type if letters have been generated for the type. If you attempt to delete it, a message is displayed. Click OK to close the message. 13. To update the letter body, click Retrieve. The letter opens on the Letter tab allowing you to make changes. LETTER The Letter tab allows you to create a form letter or template for each letter ID in the Attendance letter directory. Select a letter type in one of the following ways: On the Directory tab, click Retrieve for the letter type you want to use. Click the Letter tab. In the drop down at the top of the tab, select the letter type you want to use. TxEIS 55

56 Attendance Maintenance > Letters > Update > Letter A blank page and formatting toolbar are displayed. If you selected a letter type, the letter is displayed. The buttons on the toolbar allow you to change the font, size of font, attributes (bold, italic, underline), alignment, spacing, and other formatting of the text. 1. Type or edit the letter using as many variables as necessary. Notes: It is recommended that you do not enter line breaks by pressing ENTER in the paragraph body, as this will cause the text to wrap incorrectly in the actual letter. Instead, let the text wrap naturally in the editor. When you click Preview and print the letters, the line breaks will occur in the appropriate places. The body of a letter can be copied from one letter type to another. If you are copying a letter created in Microsoft Word, first save the letter as a.txt file to remove all formatting. In the body of the letter, press CTRL+A to select all of the letter body. Press CTRL+C to copy the letter body. Open the second letter, and then press CTRL+V to paste the letter body. Delete the variables in the second letter, and add new variables. The original variables in the second letter must be deleted to generate letters successfully. 56 TxEIS

57 Attendance The same variables may be added back. Modify the letter as necessary. 2. To add a variable, position the cursor where you want to insert a variable. Click Variables. The variables dialog box is displayed. Click Select for the variable you want to add, and then click OK. The variable is inserted into the letter. Some variables are not available, depending on the letter type. To delete a variable, select the variable and press Delete. Notes: The List of Absences variable is used to report absence types and tardy periods if tardy equivalent days are specified; it is not available for Annual Notification and Mail Out letter types. The font attributes (e.g., bold, italic, underline, strikeout) for the List of Absences variable should not be changed. Otherwise, the letters will not generate. TxEIS 57

58 Attendance A variable cannot be used in the first line of the letter. If the first character in the letter must be a variable, precede it with a blank line to ensure that the letters process properly. 3. Click Save to save the letter. 4. Click Preview to preview the letter. The letter opens in PDF format in an embedded Adobe Reader window. Under Margins, adjust the left, right, top, and bottom margins as needed. Use three digits for the margin with two decimal places (e.g., 1.00). The margins are in inches. Click Refresh Margins if you changed the margins. The letter is redisplayed with the new margins. From the Adobe Reader toolbar, you can print the letters, save them to your PC, and perform other functions allowed by Adobe Reader. Click Save to save changes to the margins. To preview another letter type, in the field next to the Edit button, select another letter type. The selected letter type is displayed in the embedded Adobe Reader window. 5. Click Edit to return to the letter editor. 58 TxEIS

59 Attendance PRINT LETTER CRITERIA The Letter Criteria tab allows you to set criteria for printing attendance letters for parents/guardians. When absence, truancy, or annual notification letters are printed, records are created on the Maintenance > Student > Student Inquiry > Letter Control tab. Note: Letter control records are not created for the Mail Out letter type. Maintenance > Letters > Print > Letter Criteria 1. If no letter type is selected, a message prompts you to select one or more letters to be printed. Click OK. 2. The Semester field is only enabled if a Semester Absence letter type is selected for printing. The field is set to the current semester by default. You can select another semester if necessary. The beginning date is the first day of school or the first day of the semester, depending on the semester selected. If you select a different semester, the As of Date field changes to a day within the semester, and a message is displayed indicating that the As of Date field was reset for the semester selected. If you select a previous semester, the As of Date field changes to the last day of the last track in the semester. 3. The As of Date field is only enabled if a Four-Week Truancy, School Year Absence, Semester Absence, or Six-Month Truancy letter type is selected. The field displays the current (i.e., system) date. Type another date in the MMDDYYYY format, or click to select the date from a calendar. TxEIS 59

60 Attendance Truancy letters use the date in the As of Date field as the ending date of the reporting period. The letters calculate the beginning date as four weeks or six months before the date. The first day of school is the earliest date used for a beginning date. School Year Absence and Semester Absence letters report from the beginning of the period to the date in the As of Date field. The As of Date field can be updated, which allows you to adjust the end of the reporting period as absences are entered or corrected. 4. The Ltr ID, Preq ID, Description, Letter Type, Absence Type, Period Type, Nbr Abs Req, and Nbr Tdy Equiv Req fields display data entered on the Maintenance > Letters > Update > Directory tab. The data in the fields cannot be updated on this page. 5. Select Select for Prt to print the letter type. The program works by looking for the Nbr Abs Req and comparing it to the current total absences for the student. If the current total absences is greater than the Nbr Abs Req days for several letters with the same Letter Type, Absence Type, and Period Type, then the letter with the closest Nbr Abs Req (that is not over the current total absences) will print unless Select for Prt it is not selected in which case a letter is not printed. Selecting the Select for Prt does not control whether the letter is generated, only whether generated letters are printed. For this reason, it is recommended that you leave Select for Prt selected for all letters (except Mail out (no ltr control), which will print every time if it is left selected). The setting for the field is saved so you can run the same letter again throughout the year without having to reselect the field. Only letters that were not previously printed are generated. For example, if a letter with the Nbr Abs Req field set to 3 is printed for a student, the same letter is not generated again. The Four-Week Truancy and Six-Month Truancy letters are generated according to the number of unexcused absences, so a student may receive multiple truancy letters. This field is disabled if a letter body does not exist for the letter type. Multiple letters can be selected and processed at one time. If you are using prerequisite IDs, it is recommended that you select all letters in the set of letters with prerequisite IDs to ensure that each student gets the appropriate letters. 6. Click Run to process the selected letters. The Letters tab is displayed, which is described in the next section. 60 TxEIS

61 Attendance The Letters tab allows you to preview and print letters, errors, lists (reports), and labels. LETTERS Important: It is very important that you include a nondiscrimination statement in all letters (and other publications). According to the TEA's Program Access Review Reference Guide (pages 3-4), the statement must include that your LEA "does not discriminate on the basis of race, color, national origin, sex, disability, or age." If your LEA's "service area contains a community of national-origin minority persons with limited English language skills, the nondiscrimination statement is in the national-origin community's own language." Note: You must print letters before creating letter controls. The Letters tab is displayed after you set letter criteria on the Maintenance > Letters > Print > Letter Criteria tab and click Run. Maintenance > Letters > Print > Letters 1. The Letters page opens, and the selected letters open in PDF format in an embedded Adobe Reader window. From the Adobe Reader toolbar, you can print the letters, save them to your PC, and perform other functions allowed by Adobe Reader. If errors are found, the letters are still generated. If no letters are generated, the error report is displayed. TxEIS 61

62 Attendance If letters are generated, the first set of letters is displayed. One letter is generated for each guardian. Only one letter is generated for guardians who have the same last name and mailing address. Letter control records can be created after letters are actually printed. 2. Use the following steps to print the letters: Under Display/Print, select Letters (default). In the Letter Selection field, select the letter type. The field is only enabled when Letters is selected under Display/Print. All types of letters that have been generated are listed in the drop down. The number of letters for each type is displayed in parentheses. The set of letters for the selected letter type is displayed. Letters are sorted by zip code and then by student name. As sets of letters are printed, the associated letter types are removed from the dropdown list. Review the letters using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. 3. If errors are encountered, select Errors under Display/Print. The error report is displayed. Review, save, and print the report as described previously. Notes: The Errors option is disabled if the report is run with no errors encountered. If you want to save the error reports to a file, you must save before printing the letters. 62 TxEIS

63 Attendance 4. To display a list of students for whom letters will be printed, select List under Display/Print. The List of Generated Letters report is displayed. Review, save, and print the report as described previously. Notes: If you want to save the list to a file, you must save before printing the letters. The report displays criteria used to generate the letters, a list of students with their absence and tardy information, and a parent name. If a letter is sent for the same student to different addresses or guardians, it is listed more than once for the same letter ID. 5. Use the following steps to create letter controls: Under Display/Print, select Letters. Click Create Letter Controls. The letter controls dialog box is displayed. Select Select for each letter type for which you want to create letter controls. Click OK. The dialog box closes, and the labels are displayed. TxEIS 63

64 Attendance Use the following steps to print the labels: Under Display/Print, select Labels. The labels are displayed as a report in PDF format. In the Label Selection field, select the label type. The field is only enabled when Labels is selected under Display/Print. Labels for all types of letters that have been generated are listed in the drop down. The number of labels for each letter type is displayed in parentheses. In the Label Format field, select the label format. Select 14 or 30 Per Page, Parent s Name to print the parent s name and address on the labels. Select 14 or 30 Per Page, Student Name to print To The Parents Of on the labels. The Region20 Default 1.45 X prints 14 labels per page. The LaserAddress 1.00 X , 5260 prints 30 labels per page. Review, save, and print the report as described previously. Note: If you want to save the labels to a file, you must save before printing, since the Labels field under Display/Print is disabled once the labels are printed. Labels are sorted by zip code, student last name, and student first name. The student ID, campus number, and grade level are printed at the bottom of the labels. 7. To return to the letter criteria, click Return. Any letters generated on the Letters tab are deleted. 64 TxEIS

65 Attendance GRADEBOOK OPTIONS CAMPUS OPTIONS The Campus Options page allows you to set campus options that affect attendance posting in tx Gradebook. Note: You cannot set campus options for a prior school year; the page is disabled for prior school years. Maintenance > Gradebook Options > Campus Options 1. In the Default Abs Cd field, select the default absence code to be used when absences are posted in tx Gradebook. Only codes marked as ADA codes on the Maintenance > District > Posting Codes page are listed in the drop down. Note: If you do not select the default absence code (i.e., leave the Default Abs Cd field blank), tx Gradebook uses the default posting code A when posting a student s attendance. Therefore, the description set up by the district for posting code A is displayed in tx Gradebook. This may be inaccurate for districts that do not use A for excused absences. 2. In the Default Tdy Cd field, select the default tardy code to be used when tardies are posted in tx Gradebook. Only codes with absence type T are listed in the drop down. Notes: If you do not select the default tardy code (i.e., leave the Default Tdy Cd field blank), tx Gradebook will not display the Tardy field on the Post/View Attendance page; therefore, teachers will not be able to post the student tardy in tx Gradebook. If you select a default tardy code, tx Gradebook will display the Tardy field on the Post/View Attendance page, and teachers will be able to post students tardy in tx Gradebook. The descriptions set up by the districts for posting codes may vary. For example, T may not be used for tardies in all districts. 3. In the A Day: Period ADA Attendance Taken field, select the period that tx Gradebook will use to post ADA attendance for A days. 4. In the B Day: Period ADA Attendance Taken field, select the period that tx Gradebook will use to post ADA attendance for B days. 5. Click Save to save the information. TxEIS 65

66 Attendance UNPOSTED ABSENCES The Unposted Absences page displays a report of instructors who have not posted attendance in tx Gradebook for a specific date and period. The data is display only. Maintenance > Gradebook Options > Unposted Absences 1. The Date field displays the current date by default. To see data for another date, type the date in the MMDDYYYY format, or click to select the date from a calendar. 2. In the Periods field, select the period for which you want to view data, or select All to view data for all periods. The field is required. Only valid periods for the campus are listed. 3. Click Retrieve. The report is displayed. The date and time of inquiry, membership date, and period are displayed in the header. The instructor number and name, course number, section number, and course title are displayed. A total of courses not posted is displayed at the end of the report. 4. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. 5. Click to save and print the report in PDF format. 66 TxEIS

67 Attendance 6. Click to close the report window. FLEXIBLE ATTENDANCE WEEKLY REGISTER WORKSHEET The Weekly Register Worksheet includes information for flexible attendance. The worksheet allows you to store flexible attendance data collected from the district weekly register data, which has already been calculated by district personnel. One record should be entered for each student that participated during the selected week. If a student has more than one grade level, track, campus, or instructional setting for the specified week, you must enter an additional record or records. Maintenance > Flexible Attendance > Weekly Register Worksheet 1. In the Track field, select the attendance track. 2. In the Cycle field, type the one-digit cycle code. Valid cycle codes are In the Week field, type the reporting week. Valid week numbers are Click Retrieve. The No of Days Taught field displays the number of days of instruction offered as shown on the school calendar during a particular reporting period. The Cycle Date Range field displays the begin and end dates of the selected cycle. 5. In the Student ID autosuggest field, begin typing the student s ID number. TxEIS 67

68 Attendance As you begin typing the ID, a drop-down list displays students whose IDs match the numbers you have typed. The drop-down list also displays student names. From the drop-down list you can select the student. Only students who are currently (or have been during the school year) coded as eligibility code 7 or 8 will be listed on the worksheet. 6. The Grd field is populated with the selected student s current grade level. 7. In the Flex Att Program field, select the code indicating whether the student s flexible attendance is related to the 1 - OFSDP (Optional Flexible School Day Program) or 2 - HSEP (High School Equivalency Program). Note: Only codes 1 and 2 can be selected at this time. Code 3 - OFSDP Credit Recovery Program is currently not an available selection. 8. In the Elig Mins field, type the total number of minutes the student was present and eligible for Foundation School Program funding during a particular reporting period. The field can be up to five digits. 9. In the InElig Mins field, type the number of minutes the student was present and ineligible for Foundation School Program funding during a particular reporting period. The field can be up to five digits. 10. In the Instructional Setting field, type select the code indicating the student s instructional setting. 11. In the Sp Ed Min field, type the total number of minutes the student was present and had a special education individualized education program (IEP), which provided for the mainstream instructional arrangement/setting during a particular reporting period. The field can be up to four digits. If you enter special education minutes, you must select the student s primary disability and instructional setting codes. 12. In the CTE Mins field, type the total number of minutes the student was present and an eligible participant in the Career and Technical Education (CTE) program during a particular reporting period. The field can be up to four digits. 13. In the Excess Mins field, type the total number weekly excess minutes. The field can be up to five digits. 14. In the BIL/ESL Mins field, type the total number of minutes the student was present and an eligible participant in the bilingual/esl program during a particular reporting period. The field can be a maximum of four digits. If you enter bilingual/esl minutes, you must indicate the student s LEP status. 15. In the LEP field, indicate the student s Limited English Proficient (LEP) status. 16. In the PRS Mins field, type the total number of minutes the student was present at school or served through Compensatory Education Home Instruction (CEHI) and an eligible recipient of pregnancy-related services during a particular reporting period. The field can be a maximum of four digits. 17. Select G/T if the student is participating in a state-approved gifted and talented program. 18. Select Multi Dis if the student has been designated as multiply disabled by the ARD committee. 68 TxEIS

69 Attendance 19. Select Primary Dis if a primary disability has been recorded in the student s IEP. 20. To add another record, click +Add. A blank row is displayed in the grid allowing you to add another record. 21. Click Save to save the changes. 22. To delete a row, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed prompting you to confirm that you want to delete the row(s). Click Yes to delete all of the selected records. The selected rows are deleted. TxEIS 69

70 Attendance TxEIS

71 Attendance Utilities The Attendance utilities allow you to perform various maintenance functions in the Attendance application as needed. DISTRICT YEARLY COUNT The utility calculates student average daily attendance (ADA) absences from the beginning of the current school year to an as-of date. Notes: The utility can be run any time. It can be run at the end of the school year to obtain end-of-year totals. It can be run at the end of the first semester and periodically to obtain a pattern of attendance information. It updates the Maintenance > Student > Student Inquiry > District Yearly Count tab. The fields only restrict the student records that are updated; they do not affect attendance calculation. Attendance is computed from current year district-wide records across campuses and grade levels. Utilities > District Yearly Count 1. The Current School Year field displays the current school year. The field cannot be changed. 2. Under Parameters, enter data in the following fields: In the As of Date field, type the last date to include in calculating absences, or click to select the date from a calendar. Use the MMDDYYYY format. The membership days are calculated from the first day of school to the as-of date. In the Campus (Blank for All) field, select a campus, or leave the field blank to calculate absences for all campuses. Only campuses to which you have access are listed. TxEIS 71

72 Attendance In the Grade (Blank for All) field, select a grade level, or leave the field blank to calculate absences for all grade levels. You can only select a grade level if you selected a campus in the Campus field. In the Student ID (Blank for All) field, type a student ID to calculate absences for one student, or leave the field blank to calculate absences for all students. The field must be six digits. Note: If you type a student ID, the Campus and Grade fields can be blank. 3. Click Calc. Attendance Days to calculate attendance. When the process is finished, a message indicates the number of student records updated. 4. Click Clear to clear any data in the Campus, Grade, and Student fields, and reset the As of Date field to the system (i.e., current) date. CREATE PHONEMASTER FILE The utility creates a call list that is used by U.S. Telecom PhoneMaster (third-party software) to call students who are absent on a specified date. The file name format is PHYYMMDD.TMP, where YY is the two-digit year, MM is the month, and DD is the day. File layout with and without area code: File Layout Without Area Code File Layout With Area Code 1-7 Phone number 1-3 Area code 8-24 Spaces 4-10 Phone number Student ID Spaces Spaces Student ID Student name Spaces Student name 72 TxEIS

73 Attendance Utilities > Create PhoneMaster File 1. The Date field displays the system (i.e., current) date by default. Type a different date for the call list in the MMDDYYYY format, if necessary. The date should be the absence date for which the call list is generated. 2. In the Campus ID field, select the campus. Only campuses to which you have access are listed. The field is required. 3. In the Track field, select a track. Only tracks set up for the selected campus are listed. The field is required. 4. In the Period field, select a period, or select ALL for all periods. Only periods set up for the selected track are listed. The field is required. 5. Under Absence Types, type or select up to four absence type codes. 6. In the Use Parent or Student Phone field, indicate if you want to call the student s or parent s phone number. 7. Select Include Area Code to include area codes in the file. There is a different file layout depending on whether the area code is included or excluded. 8. Click Create File. You are prompted to select the location in which to save the file. 9. Click OK. A message is displayed indicating that the extract is complete. IMPORT EXTERNAL GRADEBOOK ABSENCES The utility imports absences by campus from a file created by third-party grade book software. Before running the utility, the following should be completed: Ensure that data in the external grade book file (e.g., course, section, and student ID) matches the data in TxEIS by keeping TxEIS student entries, withdrawals, and schedule changes up to date, and exporting to grade book as often as needed (daily is recommended). Create the import file from the third-party grade book software. TxEIS 73

74 Attendance Note: To compute attendance for the grade course records, you must run the Compute Attendance in Course Records report (SGR1800). SGR1800 should be run before printing report cards and running the Blank, Failing and Incomplete Grades report (SGR1000) in the Grade Reporting application. The utility implements the following edits: The campus and period must be valid. The teacher can be posted only once for the absence date, period, course, and section. The student must be enrolled in the campus and course. The student must be active. The student can be posted only once for the absence date and period. The incoming absence date from the file must match the date specified on this page. The posting date must exist in the school calendar and must be a membership day. The course section must meet on the date to which you are posting absences. The student must be on the grade book file if in TxEIS. Additional notes: The grade book file will contain only one campus and absence date. However, multiple files can be imported for the same campus and absence date (e.g., if you want to import the grade book data after each period). If absences have been successfully posted for some students, but errors exist for other students, you must reconcile the errors manually. Even if no absences are posted because the utility was run already, the program must still check every record. The process will take a few minutes. The Comment column on the report displays comments from the grade book file. If the error report indicates that students are missing from the classroom attendance posting, the students must either be dropped from the course in TxEIS or added to the grade book software. If the error report indicates that students in the grade book file were not enrolled in school or in the course, the student must be added in TxEIS or dropped from the grade book software. 74 TxEIS

75 Attendance File layout: Description Length Position Record Type (D = data) 1 1 Campus Date (YYYYMMDD) Track 1 13 Course Section Student ID Period Code (all valid absence codes; T = tardy; P = present) 1 28 Teacher # Comment Utilities > Import External Gradebook Absences TxEIS 75

76 Attendance The Date field displays the system (i.e., current) date by default. Type a different date in the MMDDYYYY format, if necessary. The date must match the absence date in the grade book file. 2. In the Track field, select the track. The track must match the track in the grade book file. 3. Select Additional Period if the campus uses block scheduling and you want to post to an additional period. The Post Attendance for Period and To ADA Period fields are displayed. In the Post Attendance for Period field, select the period in which attendance is taken. The To ADA Period field displays data from the Maintenance > Gradebook Options > Campus Options page. Every absence posted to the additional period is also posted to the ADA period. 4. Next to the File Name field, click Browse. The browse dialog box is displayed. Click Browse. You are prompted to locate, select, and open the file. The path and file name are displayed. Click Submit. The dialog box closes, and the path and file name are displayed in the File Name field. 5. Click Import. If you selected Additional Period, you are prompted to select another period. A message indicates that the import was successful, and the report is displayed. 76 TxEIS

77 Attendance UPDATE/DELETE LETTER CONTROLS The utility allows you to mass delete letter control records, which are created when letters are printed. It also allows you to mass update the letter control records with the actual date on which the letters were sent. You can view a student s letter control records on the Maintenance > Student > Student Inquiry > Letter Control tab. Note: If the Date Sent field has been changed for a student, it is not changed when a mass update is done. Utilities > Update/Delete Letter Controls 1. Letter control records are displayed. The records show the number of letters generated, the date on which they were sent, and the options selected for the letter type. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. 2. The Date Sent field displays the date on which the letters were run. To change the date, type the actual date in the MMDDYYYY format. 3. Click Update. The Date Sent field is updated. 4. To delete letter control records, select Del for the rows you want to delete, and then click Delete. The selected rows are deleted. TxEIS 77

78 Attendance TxEIS

79 Attendance ATTENDANCE REPORTS Reports The Attendance Reports page allows you to view and print reports using Attendance data. Reports can be run for a prior year unless otherwise noted. Reports > Attendance Reports 1. Click Run Preview to generate the selected report. Note: Parameters in bold type on the parameters page are required. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. This option is not available for all reports. When a report is exported to the CSV format, the report headers aren t included. Click Exit to close the report window. 2. Click Clear Options to clear data from the parameter fields. TxEIS 79

80 Attendance Click Return to Reports to return to the list of available reports. Report ID Report Name Report Description SAT0000 Absence Transaction List The report allows you to verify absences posted to student records. It provides absence data for the specified campus, including the absence date, period, and type. It can be run for specific absence types, periods, dates, or date ranges. SAT0202 Attendance Tear Strips (#6185) The report is a multi-course attendance roster that allows teachers to record daily student attendance on form The report is for the current year only. SAT0250 Attendance Labels (#6192) The report prints attendance information on labels, such as days present, days absent, and total membership days. The report is for the current year only. Form 6192 (Avery 5962 labels) was used to develop the report; however, any compatible label can be used. Avery 5962 labels are 14 per page and are 1.33" x 4". SAT0300 Attendance Proof List The report lists demographic information for all students enrolled at the campus. It also displays errors in the student records. The report is used to verify student demographic and entry/withdrawal record information. The report is also used to track status changes in special programs by cycle or for the complete year when run for semester 2 cycle TxEIS

81 Attendance Report ID Report Name Report Description SAT0400 Daily Attendance Summary The report provides daily beginning and ending membership totals, new entries, withdrawals, status changes, eligibility totals for each grade level, and detailed student listings, if required. The report is used to verify first day counts and daily attendance. It also lists daily posted absences for each grade level during the average daily attendance (ADA) attendance period. If errors are encountered, an error report is produced. The report is an auditable document and should be kept for five years according to the Student Attendance Accounting Handbook. SAT0500 Campus Attendance Summary The report provides period absence information for students in a specified campus and track. A report is generated for every day within the date range on which at least one student was posted absent. It also prints either the parent home or work phone number and can be used to notify parents when students are absent. The report can be used to verify the attendance for each day, period, and code. For campuses at which attendance is posted for all periods of the day, the report can be used to track attendance by period to determine patterns in student absences. TxEIS 81

82 Attendance Report ID Report Name Report Description SAT0600 Student Detail Report The report lists individual student demographic and membership information and provides summary totals of membership and absences for a specified semester, cycle, or date range. The report is for the current year only. If errors are encountered, an error report is produced. The report is an auditable document and should be kept for five years according to the Student Attendance Accounting Handbook. SAT0670 Teacher Membership Roster by Control Num The report consists of three parts: A listing of instructors with membership and not-in-membership counts A listing of students by instructor with eligibility code information A total count page with signature lines The report is used to reconcile membership from a teacher's roster with attendance records at the end of the first and fourth sixweek periods. The report is for the current year only and is used mainly by elementary campuses. The report is an auditable document and should be kept for five years according to the Student Attendance Accounting Handbook. 82 TxEIS

83 Attendance Report ID Report Name Report Description SAT0671 Teacher Membership Roster by Period The report consists of four parts: A listing of instructors with membership and not-in-membership counts A listing of students by instructor with eligibility code information A total count page with signature lines and selected period An error listing, if errors are found The report is used to reconcile membership from a teacher's roster with attendance records at the end of the first and fourth sixweek periods. The report is for the current year only and is used mainly by secondary campuses. SAT0700 Student Attendance Summary The summary consists of two current year reports: First Day Principal Report Principal s Period Report The First Day Principal Report lists only students whose entry date is the first day of school. The reports can be sorted and filtered as needed. Filtering data in the Principal s Period Report allows you to track attendance rates (percentages) for specific groups of students. TxEIS 83

84 Attendance Report ID Report Name Report Description SAT0900 Campus/District Summary Report The report provides the eligible/ineligible attendance days present and absent, special program contact hours, and staff full-time equivalencies (FTEs). The totals generated on the report are reported to PEIMS during the third submission This report is for the current year only. The report is divided into four tables: Table I is a report of attendance totals by grade level. Table II is a report of Career and Technical Education (CTE) attendance totals and FTEs for CTE codes V1-V6. Table III is a report of special education attendance totals for special education codes 00-02, 08, 30, 41-45, 81-89, and Table IV provides a count of gifted and talented students by grade level. The report is an auditable document and should be kept for five years according to the Student Attendance Accounting Handbook. SAT0950 District Attendance and Contact Hours The report provides the same information as PRF7D001 - PEIMS Edit+ Report in PEIMS. The report varies from PEIMS by one-tenth in Refined ADA and FTE due to rounding. An error listing is created if errors are found. SAT1000 Campus Recap Report The report provides a count of active and inactive students by grade level for the specified campus and track. It also provides the same breakdown for special education students. This report is also available in Registration. The report has no parameter options. Select the report to run it. 84 TxEIS

85 Attendance Report ID Report Name Report Description SAT1100 District Recap Report The report provides a snapshot of enrollment and program counts for the district. SAT1200 Excessive Absence Report The report lists the number of excessive absences for students. The information is listed by absence type. You specify the number of excessive days, period, track, and date range. SAT1365 Class Attendance Roster The report prints class attendance by instructor name or control number. It can be used to collect attendance for attendance or grade reporting cycles. The report is for the current year only. SAT1370 Class Attendance Verification The report prints class attendance by instructor name or control number. It can be used for attendance verification for all attendance or grade reporting cycles. The report is for the current year only. SAT1400 Schedule of Age/Grade Distributions Five reports can be printed: First Day Principal s Report Principal s Period Report Principal s Term Report District Period Report District Recap Report The reports list the number of students by age and grade level. They provide totals for enrollments, withdrawals, and changes in membership. SAT1500 Daily Attendance Report I The report lists student absences for each day of the month for the selected semester or date range. It also lists total absences for each student per month. TxEIS 85

86 Attendance Report ID Report Name Report Description SAT1600 SAT1700 Daily Attendance Report II Entry/Withdrawal Summary The report provides daily and monthly membership counts and an ADA absence count by grade level for the selected school year (historical or current), campus, attendance track, semester, and cycle. The report displays the number of instructional days per month and contains some of the required data listed in the Student Accounting Attendance Handbook. It may be helpful during audits. Three report types can be printed: Daily Attendance Membership Report - Includes all ADA eligibility codes (1, 2, 3, 4, 5, and 6) except 0. Daily Attendance Eligibility Report II - Includes ADA eligibility codes 1, 2, 3, and 6. Eligibility codes 2 and 6 are halfday students; their ADA absences are counted as one-half. Daily Attendance Elig/Inelig Report II - Includes all ADA eligibility codes (1, 2, 3, 4, 5, and 6) except 0. Eligibility codes 2, 5, and 6 are half-day students; their ADA absences are counted as one-half. The report lists students who have withdrawn during a specified semester/cycle or date range, including students who withdrew and reentered. The report also lists students who entered the campus after the first day of school. SAT1800 Attendance Audit Report The report provides the number of withdrawal records and average daily attendance (ADA) absences for the ADA period. An error listing can be printed if errors occur when you run the report. Absences with an asterisk on the error listing are automatically deleted from the attendance records. To view the correct attendance information by year, run the District Yearly Count utility. 86 TxEIS

87 Attendance Report ID Report Name Report Description SAT1900 Perfect Attendance Report The report lists students who have perfect attendance for the specified semester or date range. If the campus uses the twosemester/nine-week or four-semester/nineweek grading cycle attendance type, the date range should be used. SAT2000 Attendance Campus Listing The report lists campuses that have campus options set up. It also shows tracks and calendar dates. SAT2100 Six Weeks FTE Report The report displays enrollment and full-time equivalencies (FTEs) for the selected semester and cycle or date range. The report is for the current year only. SAT2200 Membership Summary The report provides the number of first day enrollments, year-to-date students, year-todate withdrawals, and total membership for each grade level. It also provides a count of ineligible students (i.e., students with eligibility code 4 or 5, year-to-date students with eligibility code 0, and withdrawn students with eligibility code 0). The report is for the current year only. A detail membership summary report is also produced that groups students by categories (first day enrollments, year-todate students, etc.). SAT2300 Average Daily Attendance The report displays a summary of attendance information for one campus or all campuses in the district. The report is for the current year only. An audit report is also available to verify the data on the Average Daily Attendance report. TxEIS 87

88 Attendance Report ID Report Name Report Description SAT2400 Ethnicity/Membership Report The report provides a count of students by ethnicity and gender and displays totals by grade level. Students withdrawn on the asof date are excluded from the report. SAT2500 Truancy Report The report summarizes only the student s excused and unexcused absences for determining truancy. The absence codes can be printed by absence type (TEA absence type codes) or by posting reason codes (locally-assigned posting codes). SAT2600 Activity Attendance Report The report provides attendance details for students who have absences related to participation in a school-sponsored event. The report summarizes only absences corresponding to the following two absence type codes, which are used to record school related absences (i.e., activity attendance): Code E - School-related UIL absence Code F - School-related non-uil absence. The absence codes can be printed by absence type (TEA absence type codes) or by posting reason codes (locally-assigned posting codes). SAT3500 Daily Class Attendance Roster The report provides class rosters for substitute teachers. The report is for the current year only. The substitute teacher can circle A for absent or T for tardy and write in comments. 88 TxEIS

89 Attendance Report ID Report Name Report Description SAT3600 Detail Attendance Audit By Student The report provides posting information from a specified date to the current date. The list includes the period, absence code, course number, user ID, and posting date/time associated with the absence date. Comments are also displayed from the Maintenance > Student > Student Posting > By Date/Course tab. The report is sorted by student. SAT3650 Detail Attendance Audit By Course The report provides posting information from a specified date to the current date. The list includes the period, absence code, course number, user ID, and posting date/time associated with the absence date. Comments are also displayed from the Maintenance > Student > Student Posting > By Date/Course tab. The report is sorted by course number. SAT5000 Flexible Attendance District Summary This report provides the eligible/ineligible attendance minutes, special program contact hours, and full-time equivalencies (FTEs). The totals generated on the report are reported to PEIMS during the third submission. This report is generated for the current year only. TxEIS 89

90 Attendance Report ID Report Name Report Description SDS1700 Discipline Suspension Attendance Verification The report provides information from student discipline and attendance records, which allows you to review for attendance posting discrepancies on days that a student was suspended, and provide notifications as needed. You can retrieve the student's attendance data for the specific days on which the student was assigned in-school suspension (ISS) or outof-school suspension (OSS) to verify that the attendance data is accurate. A student assigned ISS should not be counted absent (for district ADA reporting purposes) if he is present in the ISS classroom, and a student assigned OSS should not be counted present as he should not be in attendance on those days. This report is for the current year only. 90 TxEIS

91 Attendance CREATE ATTENDANCE REPORT The Create Attendance Report page allows you to create a customized Attendance report for students at one campus or all campuses. The information is taken from the most current student record for the selected school year. Reports > Create Attendance Report 1. The fields are grouped by student table. Select the fields for which you want to print information. You can select an entire group of fields by selecting the group name (e.g., Enroll Tabpage). 2. In the Stu Attendance Tables field, select one of the Attendance tables to include in the report. If you select a table, the fields from the table are displayed below the drop down. You can select the individual fields to include in the report. 3. In the Report Title field, type a title for the report. The title can be up to 50 characters. 4. Under Campus Options, select Campus to print information for the campus to which you are logged on, or select All Campuses to print information for all campuses in the district to which you have access. Note: If you select to create the report for all campuses, the campuses that have been excluded from district reporting in Registration (i.e., Exclude from District Reporting is selected on the Maintenance > Campus Profile > Campus Information Maintenance > TxEIS 91

92 Attendance Control Info tab), are not included in the report. However, if you have access to log on to the excluded campus, you can select to create the report for the campus to which you are logged on. 5. Click Create Report to generate the report. The report displays the selected data. The report heading includes the county-district number, campus ID(s), report title, school year, date and time, page numbers, and record count. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be sorted and/or filtered, as described previously in the Attendance Reports section. Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. 92 TxEIS

93 Attendance SORTING AND FILTERING Some reports allow you to sort and filter data to make it easier to review or find records in the reports. Sorting You can sort data to make it easier to review or find records in the reports. Reports that can be sorted have a Sort button at the top of the report. 1. Click Sort. The Sort dialog box is displayed. 2. Click Add to add new sorting criteria. A row is displayed in the grid. In the Column field, select a field by which to sort the data. In the Sort Order field, indicate if you want to sort the column in ascending or descending order. 3. To add another row, click Add. Continue adding rows as needed. Sorting is applied in the order in which it was added. 4. To delete a row, select the row, and then click Delete. The row is deleted. 5. Click Close to close the Sort dialog box, and then click Retrieve to apply the sorting to the report. Filtering When you want to view only certain data, you may find it useful to filter the data in the window. You can use specific criteria to retrieve only the data that you want. Reports that can be filtered have a Filter button at the top of the report. 1. Click Filter. The Filter dialog box is displayed. The Original Filter Criteria section displays the original filter expression. 2. Click Add to add new filter criteria. A row is displayed in the grid. TxEIS 93