Roll Marking Secondary School Tech Tip Index Roll Marking Secondary School... 1 Roll Marking Periods... 2 Holiday and Term Dates... 3 Check the Attendance Settings... 4 Marking the Roll... 6 Unmarked Rolls Report... 9 Attendance Reports... 10 Roll Marking Secondary School This document covers a simple setup of Roll Marking for a primary or Secondary School where no subjects are allocated to the Students and the Timetable is not used. Roll marking can be completed by the Home Teacher of the Students. Please note; All Students are presumed present if not marked absent. Prerequisites are still required so marking can be done accurately, this includes; Roll Marking Periods Holidays and Term dates Attendance Settings Commercial in Confidence 1/11
Roll Marking Periods Timetable Timetable Period Descriptions Simple periods can be set up for marking, the grid below gives a full day s absence when the morning Roll is marked but gives the flexibility of being able to edit a full days absence or present to a half day. 1. Code; Enter one line at a time using the code of; AM and PM for morning and afternoon 2. Heading; Enter your description for the Period; Morning or Afternoon Type; Select the appropriate code from the list; 3. F = Full day, for the Morning line H = Home Room for the Afternoon 4. Roll; Tick so this can be used in Roll Marking or Absence View. 5. Start; Enter a start time for the Period. 6. End; Enter an end time for the Period, this is based on a 24 hour clock. 7. Duration; Will calculate automatically from the times entered. 8. Absence Int; Both lines need to have.5 entered, no more no less. 9. Time of Day; Enter AM or PM as appropriate and tab off the line to save it. Commercial in Confidence 2/11
Holiday and Term Dates Timetable Timetable Period Descriptions Every year Holiday and Term dates need to be Propagated to a Calendar within PCSchool s database. Weekends do not need to be entered. You can overwrite the dates at the beginning of each year as once the dates have been propagated they stay in the Calendar data file. 1. Go to the TimeTable Phases Calendar Tab. 2. Select Holiday Dates. Enter the Dates of the Holidays; 3. If a Public Holiday falls within a term Holiday it does not need to be entered separately 4. Select the 1 st day of the Year. Click propagate to calendar; 5. You will receive a message when this is completed. Commercial in Confidence 3/11
Check the Attendance Settings Administration Absence Roll Collection The Attendance settings need to be checked, in most cases they will default to the correct settings but they can be altered to suit your school environment. This is Not for NSW Go to the Attendance Settings tab and check the Codes. 1. Go to the Attendance Setting tab. 2. Leave the default of Not marked. Enter the following codes; Unexplained -? Late L 3. Present P Non Roll - * Truant - T NSW Schools please read the next section for your settings. Optional; this will not add an absence to the student but it will record the late in the Absence 4. tab, tick Store Late as Absence to; Record a Late in the Absence area for printing Reports, 5. Optional; If you use the Late tab in the Absences you can select a period whereby a Late will be recorded when marking the Roll. 6. Optional; tick to stop the question when entering a Late in the Late tab of Absences; Do you want to create an absence flagged as Late for this date 7. Tick to ignore the TimeTable in Roll marking unless you are using the TimeTable. Commercial in Confidence 4/11
This is NSW Specific Go to the Attendance Settings tab and check the Codes. 1. Go to the Attendance Settings tab. Enter the value of 7; 2. Amount of Unexplained Absences allowed before the Student is classified as a Truant. The Default Roll Status is NM Not Marked; 3. In NSW if this is the first or last day of the term you must select the X for marking the Roll Enter the following Codes; Unexplained -? Late T 4. Present P Non Roll - F Truant - A Optional; this will not add an absence to the student but it will record the late in the Absence 5. tab, tick Store Late as Absence to; Record the late in the Absence area for printing Reports Optional; If you use the Late tab in the Absences you can select a period whereby a Late will 6. be recorded when marking the Roll. Optional; tick to stop the question when entering a Late in the Late tab of Absences; 7. Do you want to create an absence flagged as Late for this date 8. Tick to ignore the TimeTable in Roll marking unless you are using the TimeTable. Commercial in Confidence 5/11
Marking the Roll Scholastic Administration Absence Roll Marking Absence Roll Marking is designed to allow Teachers to mark Rolls easily and accurately. Absences can also be modified in this view if necessary. 1. Select a Teacher from the drop down list. 2. Students will be marked by the Form Class. 3. The Morning Roll will default; Afternoon Roll can be selected 4. Submit for a Full day will default as being ticked; Leave the tick if marking for a full day 5. The date will default to today s date but Roll marking can be done for any date selected. 6. Click Create Roll. 1. Double click any Students name to give them an Unexplained Absence. 2. Select Absences other than Unexplained. 3. Click Save Roll. 4. Click Yes to Mark the other students in the roll Present. Commercial in Confidence 6/11
Administration Absence Lates and Behaviour - Student The details can be viewed and changed in the Absence tab by click on By Period Absence, selecting a different status and saving the changes. Because we have a Full Day s absence set up in the period ID s the Student has been marked Absent for the two periods. 1. Click By Period Absence. 2. The Morning or Afternoon Absence can be changed. 3. The days absent will be 1; If the Morning or Afternoon absences were changed this may differ If in the Absence Roll Collection Settings tab you ticked the box Store Late as Absent the late will be recorded in the Absence tab. 1. Click By Period Absence. 2. The Student will be marked as L, late for the morning only; This can be edited. 3. The days absent will be recorded as zero as the Student was late, not absent. Commercial in Confidence 7/11
If in the Absence Roll Collection Setting tab you selected to Store the Roll Late as Late for Pd the late will be entered in the late tab also. If a Student is marked as absent then comes to school in the Afternoon the Student can be given a Half days absence instead of a full day. 1. Click By Period Absence. 2. Change the Afternoon Period to Present; Other options can be selected 3. When you Exit and Save the entry the absence will change to.5, for a half day; This may differ depending upon the selection you make Commercial in Confidence 8/11
Unmarked Rolls Report Administration Absence Roll Collection It is possible to get a list of any Rolls that have not been marked, you then have the option to print the report or email the staff informing them they have not marked their roll for the day. 1. Leave the default of Absent Roll. 2. Select the Morning Period. 3. Select the Roll Status of List Unmarked Rolls. 4. Click Generate Roll if the report does not generate or you need to refresh the view. 5. If sending emails you can select No Action for any not to be sent. Click; 6. Print to Print the Report Submit to Email a reminder Commercial in Confidence 9/11
Attendance Reports Administration Attendance and Behaviour reports Reports on absences and lates can be printed. Below are a couple of report examples but there are many report that can be printed. 1. Most of the reports you will print will be from the Student Absence tab. The date will default to today s date; 2. Any date can be selected You can print a date range but not for a full year, if a full year is required it is suggested to do this in two six month periods 3. Other filters can be selected. 4. You can select a single status while running Standard reports. 5. Select a report to print. 6. You have the option of running either Standard or Analysis reports; If Analysis is selected the view will change and you cannot select a single Status 7. Click Print when you have entered your selection. Absentees by Student Date Order (ABSENT2D.RPT) Commercial in Confidence 10/11
AM & PM Period Absence by Student (AB2pdSTUD.RPT) Commercial in Confidence 11/11