IDAttend 2015 Rollover Instructions

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Audra Cannon
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1 IDAttend 2015 Rollover Instructions Dear IDAttend Users We hope all school personnel have had a great holiday over the Christmas/New Year break. This is to remind all users that IDAttend must be rolled over from the 2014 year to the 2015 school year. There are four sections pertaining to the rollover Section 1 IDAttend Rollover Section 2 IDWeb Rollover (if you school has IDWeb installed) Section 3 IDNow Rollover (if you school has IDNow installed) Section 4 Extra instructions for Queensland state schools regarding Future Students Once the rollover is complete, which should only take a few minutes, you can then import your students/timetables as normal once your timetable is ready for If you have any questions please contact me on , Shaun Flanagan on or Paul Irwin on Section 1 IDAttend Rollover Instructions IDAttend End Of Year Rollover IT IS IMPORTANT THAT ALL STEPS BE UNDERSTOOD AND FOLLOWED If you are not the person responsible for this function in IDAttend can you please ensure that the person responsible has received this . If the responsibility is shared please liaise with all those responsible to ensure that all steps are followed. THESE STEPS SHOULD ONLY BE DONE ONCE, AND ONLY ONCE THIS YEAR. Firstly download and install the latest version ( or later) For schools that do not how to install the update go to and save the update on your desktop. In IDAttend go to Tools/Check For IDAttend Updates Click the Install Manually Downloaded Update File Only button. Browse to the file you save on your desktop. The update will be installed. Once the update is installed you MUST close down IDAttend and restart it to continue.

DO NOT DO THE ROLLOVER WITH AN OLDER VERSION OF IDATTEND. The following procedure need only be done once per school, no other users should be logged into IDAttend while the rollover is being done.

2 DO NOT DO THE ROLLOVER WITH AN OLDER VERSION OF IDATTEND. The following procedure need only be done once per school, no other users should be logged into IDAttend while the rollover is being done. Like many systems IDAttend requires that it be rolled over at the beginning of each school year. This does not have to be done until you are ready to start using the system in the new year. To rollover the database to a new year you must have System Admin rights in IDAttend. NO OTHER USERS MUST BE IN IDATTEND WHILE THESE NEXT STEPS ARE DONE From the Tools/Database menu select Rollover IDAttend To New Year. The screen should look like this, with your school s server name. The database name should default to IDAttend2015. The screen will default to your current database type (SQL Server or Access) and if SQL Server the server name\instance of your existing SQL Server. The new database name will default to IDAttend2015. THE DEFAULT SETTINGS ON THIS SCREEN APPLY TO ALL SCHOOLS. DO NOT ALTER ANY SETTINGS OR TICKED BOXES UNLESS YOU HAVE SPOKEN TO US FIRST. If your period times and/or number of periods etc. has changed for the new year do NOT alter these in the existing database but rather the new database once it has been created. When ready click the Rollover button. IDAttend will create the new database and transfer the selected options. Once complete IDAttend will terminate and you should then log back in and IDAttend should now be using the new database. This can be confirmed by looking at the database name at the very top of the IDAttend screen.

If you get an error saying the database has already been created then someone else has already done this process, do not attempt to create another database unless you have a good reason to do so.

3 If you get an error saying the database has already been created then someone else has already done this process, do not attempt to create another database unless you have a good reason to do so. Note: Existing students will be rolled into the new database but will be marked as Inactive until a student import is done. The old 2014 database can still be accessed via IDAttend if need be by using the Tools/Database/Open Another IDAttend Database function. Next go to Tools/System Setup. If there is a System Start Date, you should remove this date. Select the School Terms from the drop down list (to the left of the term dates grid) applicable to your state/year. Alter the term dates if they are different from the defaults provided). It is important to review the timetable times and periods for the new year to ensure it meets with any changes made by the school. If you need to alter the period times and/or number of periods etc. Then this should be done before importing any timetable details. Take care if making any changes in this screen. Refer to the System Setup section in this manual. If you have any questions please contact us prior to using the system to record attendance. Important Note: Those Queensland high schools starting with year 7 students this year must ensure that Year 7 is ticked for each term. There is a DIFFERENT timetable for each day of the timetable cycle (they may all be the same though), there can also be timetable structures that differ for different year levels, and each may need to be altered. Only tick Year 7 for those timetable structures that will apply to Year 7. (The Timetable Name dropdown list selects each different timetable).

Ensure you click the Save Settings button when finished.

4 Queensland Primary School who no longer have year 7 students should untick Year7 for each term/semester for each day as per above. Ensure you click the Save Settings button when finished. It may take a minute to save all of the settings. Go to Tools/Lists/Holiday Dates Drop down the Default Dates dropdown list at the bottom of the screen and select the appropriate state/year.

Please review these dates as they have been obtained from various department web sites and may not be applicable to your area/region. Delete/Change or Add any new dates required.

5 Please review these dates as they have been obtained from various department web sites and may not be applicable to your area/region. Delete/Change or Add any new dates required. Except Qld, Student Free Days have generally not been included this year as many of these are now up to the school. If you have any SFD's and local show days where there is no normal school then enter these dates if known. When finished click the Save button. Queensland schools MUST check the following in OneSchool by a OneSchool Administrator. This may be something that will happen automatically in OneSchool but then again it may not. Go to 1. System Administration 2. Configuration 3. Attendance 4. Select the current period (Edit) 5. Ensure that it is set to Use External Attendance 6. A list will come up For High Schools who have Year 7 for the first time you will need to ensure that Year 7 is set to Subject Class. Primary schools should ensure that Year 7 is not in the list at all. 7. Select Continue 8. Close the window and select Save (you normally need to set an Effective Date which must be the next day)

6 Next you need to export your student details and timetable as per normal and import your student details and timetable/student subjects as normal. For Qld schools your Timetable must be Active in OneSchool. Also Qld schools will need to tick Year 7 in the Years To Import section. This will be saved for next time. Queensland schools should export there 2015 timetable from OneSchool as per normal using a start date of 02/02/2015 for either one or two weeks (if on a ten day cycle). This is due to school starting on a Tuesday this year. Next import the timetable ensuring that the period mapping, if used, is correct if the number of period etc. has changed or the structure was altered in Tools/System Setup. Also ensure that the appropriate year levels are ticked. Also Qld schools will need to tick Year 7 in the Years To Import section. Be sure to Click the Save Settings button before closing the import screen. Once the timetable has been imported check that it is correct with a few students. IDAttend is now ready for use for the new year. Note: Student Groups (Admin/Class & Subject Maintenance/Student Groups), if setup, will be carried over including the students that were in those groups. These may require updating. Any groups no longer valid should be deleted. For Queensland Primary Schools it is recommended that you now import your OneSchool Timetable to keep IDAttend up to date. If you still wish IDAttend to create/maintain these classes then this should be done as per below (High Schools need not normally do this). Primary Schools Only who do NOT import the OneSchool Timetable, All Others go to Behaviour Module section. Ensure your student details have been imported. Go to Admin/Class & Subject Maintenance/Create Roll Call Classes. Make sure the screen is as per below (assuming that your AM period# is 1 and PM is 2 (Please check in Tools/System Setup).

Maintenance/Assign Teacher/Room To Class. Tick the Restrict To Classes With No Teacher.

7 Click the Create button. The classes will be created and students assigned to them. IDAttend does not know who the teachers are for these classes but these can be assigned in Admin/Class & Subject Maintenance/Assign Teacher/Room To Class. Tick the Restrict To Classes With No Teacher. Select the teacher from the New dropdown list. If the teacher is not in the list they can be added in Admin/Class & Subject Maintenance/Teacher List. Click the Assign button. Continue this for all of

the primary classes. ---end Primary School section----- Any new teachers/staff that will require access to IDAttend will need to be added to the IDAttend User List (Tools/Lists/User List).

8 the primary classes. ---end Primary School section----- Any new teachers/staff that will require access to IDAttend will need to be added to the IDAttend User List (Tools/Lists/User List). Behaviour Module The IDAttend Student Behaviour Module has a function to set the starting or default behaviour level of all students. If using this module, then you must have first imported all of your students for Under Tools/Misc/Set Student Default Behaviour Level Select the As At Date (1 st day of term 1) Select the Level, usually a midway point, and click the Process button. For more information on the Behaviour Module refer the User Manual. If you have any questions, problems or issues with the rollover please let us know ASAP.

Section 2 (IT Dept) IDWeb (optional module) Rollover Version 1.x Instructions (Please note that this version will cease being supported from 20/04/2015. Please see http://www.idattend.com.

9 Section 2 (IT Dept) IDWeb (optional module) Rollover Version 1.x Instructions (Please note that this version will cease being supported from 20/04/2015. Please see for information on upgrading to version 2.x) Prerequisites Latest Version of IDAttend must be installed and rolled over as per section 1 above. Version 1.2 or later of IDWeb must be installed. Note versions of IDWeb prior to 1.2 are no longer supported Modifying the Data Source On your server which contains IDAttend/IDWeb go to Control panel/administrative tools/ data sources (ODBC) Choose the System DSN tab, double click your IDAttend data source and the following wizard will appear Click next You should not need to change anything on the following window so click next

That is all that is needed to have IDWeb look at the new database.

10 On the following screen tick change the default database and select your database which should be something like idattend2014 Click next, leave everything as it is and click finish. That is all that is needed to have IDWeb look at the new database. In IDAttend go to Tools/Day/Create Day Dates List. Click Yes to the prompt. IDWeb version 1 should now be ready for use.

11 IDWeb (optional module) Rollover Version 2.x Instructions Make sure you have downloaded and installed the latest version of IDWeb, currently version 2.1.2, from On the IIS Server browse to the \inetpub\wwwroot\idaw folder Double click on the web.config file (it should open NotePad, but if not right click on it and select Open With and then NotePad Find the following section <configuration> <connectionstrings> <add name="idattenddb" connectionstring="data Source=,server name>\idattend;initial Catalog=IDAttend2015;Integrated Security=True" providername="system.data.sqlclient" /> Change the Initial Catalog = IDAttend2015 DO NOT change anything else Save the file. In IDAttend go to Tools/Day/Create Day Dates List. Click Yes to the prompt. IDWeb version 2 should now be ready for use. Section 3 IDNow Rollover For those schools using IDNow to print student ID cards from IDAttend you will need to do the following on the computer that has the card printer and IDNow installed ONLY. You do not need to Import Layouts from older databases. In IDAttend go to Admin/IDNow Students Go to the Layout Designer and make any changes necessary with regards to Expiry Dates etc. If you have multiple layouts this may need to be done to all of them. Once the layouts are saved IDNow is ready to print your Student ID Cards. If you are using IDNow to print Staff Cards then in IDAttend go to Admin/IDNow Staff Make any changes to the layouts that may be necessary.

Section 4 Queensland Schools Your Year 12 students from last year, and any other students who left last year will still be the rolled over IDAttend Database, but Inactive.

12 Section 4 Queensland Schools Your Year 12 students from last year, and any other students who left last year will still be the rolled over IDAttend Database, but Inactive. It is recommended that you go to Tools/Delete/Delete Students Make sure that Delete Inactive Students Only is ticked as well as Do Not Delete Future Students. (Please double check this) Click Delete after confirmation the inactive students will be deleted. For Queensland schools there needs to be an extra box ticked in Tools/School Setup. The field is Treat Future Students The Same As Active Students and should be ticked. This field allows IDAttend to treat your Future students, from OneSchool, as being active so they will appear on class rolls and attendance can be taken for them. Their attendance will not be exported to OneSchool until such time as they have been marked Active in OneSchool and that information imported into IDAttend as Part of the Student Details Import. The Qld Future Students Present Report and Days Absent Report can be used to see which of your Future (F) students haven been marked present and those that have not arrived at school at all (No Show). There is also a new report, Qld Day 8 Summary Report which is based on feedback from school auditors. This tick box should be unticked after Day 8 but we will send out a reminder about that at the time. OneSchool Attendance Codes It has come to our notice that a few schools have chosen to delete some of the default attendance codes (Tools/Lists/Attendance Codes) used to assign absence reasons for data exported to OneSchool. If no reason code is associated with an absence, it cannot be exported to OneSchool. While IDAttend allows for this please keep in mind that the school auditors expect all absences to be recorded in OneSchool. Please keep this in mind and if you are not using all of the codes, as

per below, then you can click on the Click To Apply OneSchool (Qld) Default Codes, there is no need to click the Save button. The codes used are as per the EQ Attendance Guidelines.

13 per below, then you can click on the Click To Apply OneSchool (Qld) Default Codes, there is no need to click the Save button. The codes used are as per the EQ Attendance Guidelines. High Schools that allow their senior students that do not have classes to come in Late or leave Early using the Spares In and Spares Out Student Passes, if these spare periods have been timetabled then you will need to tell IDAttend which of these classes are spares. This is done in Class Setup (Ctrl X), click on the Set Session Flags button in the middle of the screen.

Enter the first few unique characters of the class names, eg. STU would include all classes that start with the letters STU. Click the Process button.

14 Enter the first few unique characters of the class names, eg. STU would include all classes that start with the letters STU. Click the Process button. This will enable IDAttend to know if these are real classes or not. You MUST also ensure that Late Start is ticked for ONLY the roll class period for each day in the timetable structure. This tells IDAttend which period is the roll class period, as the student has most likely been marked absent from it, and this needs to be corrected. Unless the Attendance Code of F has been assigned to Spares In and Spares Out in the Attendance Codes section above, nothing will go to OneSchool for this, which is now technically incorrect.

15 An alternative to Spares In, Spares Out, Returning To School from Off Campus, Work Experience, Going Off Campus, Going To Work Experience etc. is to use the Tools/Lists/Student Pass Reasons to include these to Late To School and Early Departure. You can enter a VALID OneSchool non-penalty reason code against those entries that you do not wish students to be penalised for. Examples Below. These are the Default if you click the Default Set button. Untick all of the pass pass options you do NOT wish to be replaced with the default set, otherwise it will wipe out other options you may have setup, such as Uniform. If your were to select Late To School with the reason Spares then this would go to OneSchool as Late to School with the Reason Code of F (Off Campus). This is a non-penalty Late. Using these options helps reduce the number of options on the Student Pass screen, particularly for Student Managed Passes. Keep in mind that the Late and Early Spares Reasons do no validate if the student has missed any real classes. If no Reason code is against an entry then it will be assigned the default reason codes defined in Admin/Export/Attendance (OneSchool), U for non approved and O for approved (unless Unjustified (J) was used at the time of issuing the pass). The same applies to the Early Departure Reasons. All other options only have the option to Sort them. The Sort option allows you set the sort oder of the display of the options on the passes screen (0, 1, 2 to x), if left blank or 0 they will be sorted alphabetically on the passes screen. Refer to the Attendance Codes section in the User Manual for more information on this functionality. The old and new methods still achieve the same thing but both should not be used. The new method allows for more user defined options to be added, the old method may be retired at a later time.

17 Two new reports have been added for Qld Schools. 1. Qld Future Students Who Are Present report so that schools can see who of their future students have been marked Present for the day so they can be activated in OneSchool. 2. Qld Day 8 Summary Report. This report shows a list of students by either Home Group (Roll Class) or by Year Level with a daily attendance summary of the first 8 days for each student. This should help with what auditors want to see. Regards Kevin Beckwith IDAttend Pty Ltd Gold Coast, Queensland, Australia Mob: ( ) Fax: ( ) kevin@idattend.com.au Web:

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