Attendance History May 6, 2016

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1 May 6, Setup and Configuration Configuration Truancy and Suspension Counts Absence Codes Update Macro Pull from Another Database Tables and Fields used Page 1

2 will allow districts to analyze longitudinal attendance data. Attendance data entered via Aeries will be stored in the tables that will roll from year to year. The following is an example of the tabs for a student in a secondary school in Aeries. This data is available in both the Aeries Web Version and the Aeries Client. In Aeries Web, this is accessible from Student Data > In Aeries Client, this is accessible from Student Data, Attendance Button, tabs. Attendance counts will calculate through the current day, or through the end of the school year depending on which option is selected in the Configuration. See that section later in this document for detailed information on setting it up. The Summary tab displays student totals for enrollment, present, absent (both excused and unexcused), tardy, truant and suspension counts by year. All counts are based on the All Day code except for the Truancy count. The Truancy count will also include any days with one or more period truancies. Please refer to the Truancy and Suspension Counts Setup section in this document for more information on how these counts are calculated. The following is an example of the Details tab for a student in a secondary school. This tab displays attendance history of the student s attendance counts by code, period and year. A scroll bar is available on the right side of the form. Page 2

3 An Absence Codes tab (button in Aeries Client) is available to display the absence codes descriptions for each school. All schools or the selected school s codes will display by using the School dropdown on the form. The absence Codes can be sorted by Code or by the School Name. Page 3

4 Setup Configuration Configuration is a new page available in Aeries Web. This page allows you to configure options for. This page is only accessible by admin type users. With Calculate Through Current Day enabled, attendance history will be calculated through the current day the process is run instead of projecting attendance through the end of the school year, which is what occurs if this option is turned off. Aeries Software HIGHLY recommends enabling this option to make the attendance history data more meaningful and accurate. Calculating through the current day enables a Nightly Process that will recalculate this information every night. By default, is calculated through the end of the school year. You have the option to select which days of the week this process should run, and time of day. To ensure accurate data, this process should be run daily. There is also an Update All Schools Now button which can be pressed to update data for all schools. This process takes just a few minutes to run, and you receive an when it has been completed. After updating options on this page, be sure to click the Save button. Page 4

5 Tables and Security The following tables are used with. AHS - Summary stores a summary of student days enrolled, present, absent (both excused and unexcused), tardy, truant and suspension counts by year based on the All Day code. AHD - Details stores a detailed history of student attendance counts by code, period and year. AHC - Codes stores a history of absence code descriptions for each school. Note for Aeries Client: Full Permissions to the (AHC, AHD and AHS) tables must be granted for any Aeries CS user entering, changing or deleting attendance data. The following message will display for incomplete setting. In Aeries Web, is a separate security area that can be configured. Truancy and Suspension Counts Setup and Absence Codes In order for attendance history to be accurate, all absence codes must be configured correctly. The Truancy and Suspension counts in the are calculated based on the flags set in the Absence Code (ABS) table. The Absence Code table can be accessed through View All Forms in Aeries Web or Client. Absence codes that are flagged as a Partial Day > 30 Minutes Truant or as an Unexcused Absence Verified will count towards the Truant count. The Truant Count will include any day that a student has a period or all day attendance code that is marked as an Unexcused Absence Verified or Partial Day > 30 Minutes Truant. Absence codes that are flagged as Suspension will count towards the Suspension count. The Suspension Count will include any day that a student has an all-day attendance code that is flagged as a Suspension in the Absence Code table. Page 5

6 All other counts (Absent, Excused, Unexcused, Tardy) are based on the all-day attendance code. Macro in Aeries Client The recommended way of calculating attendance history is by clicking the Update All Schools Now in Aeries Web as mentioned previously. It will process faster than the Client. If you choose to update this data with Aeries Client, it will honor the Configuration setting in Aeries Web to calculate totals though the current day. A macro is available to populate the tables from data in the Attendance (ATT) table. The macro is available from AdminCS and also from each school. The following message will display when logging into AdminCS if your attendance history tables are empty. NOTE: The Update macro updates the tables based on data from the Attendance (ATT) table, it is recommended that the Print Attendance Audit Listings are run to ensure there are no attendance errors before running the macro. In Admin CS, View All Forms, View All Macros, click the mouse on the Update Attendance History macro. The following school selection form will display. Page 6

7 Select the schools to update and click the mouse on the OK button. The tables will be updated from data in the Attendance (ATT) table for all students and only bypasses a student if they have attendance errors. The following message will display if there are errors in the Attendance (ATT) table. A record will be added to the LOG table with the School, Student ID and reason for the error. The student s attendance needs to be corrected in order to create data. Correcting the error will update attendance history for each student. The Update macro can be run from Admin CS or from the school level. The macro can be run multiple times. If data exists, running the macro will delete and recalculate the current year attendance history based on the data in the Attendance (ATT) table. Pull from Another Database The tables in Aeries store multi-school, multi-year attendance history. It is built each year from attendance information in the Aeries ATT table. Prior year s Attendance History data can be pulled forward to the current year to build multi-year attendance history by using the Pull From Another Database form in Admin CS. The Pull From Another Database in AdminCS can be used to pull from previous years. Log into AdminCS for the earliest year you have and run Force an Update from the Control Panel. Then run the macro Update to populate the tables. In the example below, the earliest year is 2011/2012. Page 7

8 When the process is complete the following message will display. Click the mouse on Switch Server/Database to log into the next year and run Force an Update from the Control Panel. Page 8

9 In View all Forms, click the mouse on the Pull From Another Database form. Log into the previous years database. The following form will display. Select the prior year and click the mouse on Update. Click the mouse on Switch Server/Database to log into the next year. Run Force an Update from the Control Panel. In View all Forms, click the mouse on the Pull From Another Database form and log into the previous year. The following form will display. Select the prior years and click the mouse on Update. Page 9

10 After pulling the data from the previous year, run the Update Attendance History macro. Repeat the process until you are at the current year. Summary of Steps for Client Server to copy attendance history 1. Log into earliest year database 2. Run Force an Update 3. Run Update macro to calculate 4. Change years to the next year 5. Run Force an Update 6. Run Pull From Another Database select previous year(s) 7. Run Update macro 8. Change years to the next year 9. Repeat steps 5 8 up to the current year Page 10