Attendance is one of the core modules used by all our community. Administrators and Educators can extract detailed excel reports for their schools attendance records.
Who can access these reports?
The attendance reports are connected to the permission, Run student attendance reports within their user groups. This can be only restricted to school level taught, and not to class or course only.
How to filter and extract the report
In this report there are two options, a detailed report which can be run over a date range or an overview which is restricted to a single day.
Step 1 - Select the type required.
Step 2 - Choose the target student population using the people picker.
Step 3 - Enter a date or a date range for the report.
Please be aware that if a large population is chosen then this can take time to produce the results on screen and for export.
Step 4 - Choose the attendance status you would like to include in the export. These statuses are created in your attendance configuration panel.
What details are shown?
In the detailed report type, you will see the following information;
- Name: Student's name. Clicking on the name record will display the students guardians names and telephone number(s).
- Class: The student's class.
- Course: Which course the attendance was taken for.
- Type: The type of attendance status entered (present, absent etc)
- Date: The date the attendance record was saved for.
- Period: Which timetable period the record was created for.
- Comment icon: If any comments were made for the attendance record, a small comment icon will be present. Click on the icon to read the comment itself.
The Overview provides a summary. This report is designed to display attendance records for a particular day. Once a student selection is made, the fetched results are displayed in a grid format set by the timetable parameters. Clicking on the attendance record will display the course for which the record was created. The # column shows an aggregated attendance over the scholastic year.
The short codes displayed can be altered via the Attendance configuration screen. Click on them to bring up an screen prompt of the full label. Clicking on the student name will display the guardian name and contact telephone number.
Creating the report
The reports can be exported in Excel format, or printed directly with standard formatting. If the report is relatively small then selecting the Fetch button will produce the information on the screen. This information once checked can then be exported if needed.
The Detailed report feature allows the user to quickly send an email notification to the student and their guardians informing them of the recorded absence.
Checking the boxes next to the student name, Press the Email selected button at the bottom of the screen. This will bring up a confirm recipient window, which will ask the user to confirm whether a mail should be sent to the student, and the guardian. Select or deselect as appropriate.
MySchool will take you directly to the Announcement screen, and the recipients of the communication will be auto populated.