For our Canadian schools, we offer complete modules for Trax, PSR, and ES Audit reports. The ES audit pulls information from your current attendance data, and transfers it into the official format requested by the Ministry. Here are some guidelines on how to configure your system to collect this.
How to access
For all BC reports, you would find these in the Trax/1701 menu header, called ES Audit. If you were migrated from an earlier version, you may have the mention of beta or alpha. Please contact our support team to change the menu label. The module has been updated for release, and we can change the label.
How to configure your attendance
There are two system settings for MySchool attendance, the first takes data from all roll call periods, and takes their duration from the configured timetable for the class level. For this to work correctly, attendance data needs to be complete. The second setting allows for key roll call periods to be attributed weights that calculate for the whole day attendance. Have a look at this example;
|Duration||Is roll call||Weight|
|Period 1||8h30 - 9h30||Y||120|
|Period 2||9h30 - 10h30||Y||0|
|Period 3||10h30 - 11h30||Y||120|
|Period 4||11h30 - 12h30||Y||0|
With system setting one, the data will be taken from the period attendance, the report would need 4 statuses to calculate the 4 hr day. If attendance is not taken during any of these periods the calculations will reflect this.
With system setting 2, the report will pull information from the two periods with weighting. It would make the calculation that if a status is entered in period 1 & Period 3 then the student has attended for 240 minutes (4 Hours in total).
Check your attendance settings
The report will produce the below columns depending on your set up.
|Present||Excused||ES Attend||Absent||Total Days||Hours|
Present is all statuses NOT counted as absent. Excused is all labels with absent ticked, but with no tick in the Not Exc column. ES Attend is the sum of Present + Excused. Absent is calculated from the Not Exc column.
Prepare the report
We understand that attendance data can be omitted from time to time, this is why we have the attendance audit function. Run an audit on a regular basis during the term to prompt Teachers to fill out missing records. If you need to update attendance quickly, then use the attendance administration function to fill the missing statuses.
My calculations are wrong!!
First check the timetable for the class level, and see how many roll calls are expected per day. If you have a weight in the timetable then this may mean you are using setting 2. Find a student and run the ES audit for a 1 week period. Then check the attendance data by running an Attendance update for the same period. Check the day count, then verify the statuses used for attendance. If there is still still a problem then contact our support team for assistance.
Teachers have not used the correct status, and my count is not good
Filter the students with abnormal calculations in the es audit and update the attendance status to use the correct label using Admin update. Discuss internally whether the status needs to be labelled in a different way. Send an announcement to all Teachers with a quick guide on which status to use, and share it with My Files
Can the blank statuses be counted as being present?
We are developing new attendance configuration methods, but for the moment, MySchool attendance needs an entry in order to calculate correctly. As a possible solution, you can check the audit data, and find a period with the most complete data for the term. Set the whole day weight to this period, and change the system setting to 2.
We don't use a regular timetable, how will this affect calculations?
Myschool has factored the irregular timetables into the reports. As long as the days are mapped then the settings will be calculated in exactly the same way. Alt 1 days with differing hours will be incorporated into the report.
If you have any problems with your attendance reports, then please don't hesitate to contact our team to discuss options available.