You can process the absence requests entered by
guardians in Family Access
to create student attendance records for the necessary periods. During this process, you
must choose the appropriate absence type that best suits the guardian's entered reason.
Once this process is complete, the student's attendance details are updated and the
guardian's request is approved. If you do not process the individual guardian requests,
the student's attendance record will not be updated. You can also remove the absence
request if the record was created in error or does not meet your organization's
attendance criteria.
Scroll past the video to access the step-by-step instructions.
and school year by checking the information at the top left of the screen.
Audio
Transcript
Processing guardian entered absence requests
enables you to quickly create attendance records for students based on details entered
through Family Access. Let’s begin by navigating to the Guardian Entered Requests
feature within the Attendance module. Here, we see any requests that have been created
through Family Access. We’ll notice our filter is set to Pending Requests. We can also
update this filter as needed if we only want to see requests with a certain status. From
here, we can select the drop-down icon to the left of the request we want to process and
choose Process Request. We can also open the desired request to continue the process.
For our example, we’ll open this guardian entered request. We’ll see the details that
were entered by the guardian and cannot modify any of these fields. Let’s click Process
Request to continue. Under the Quick Entry heading, we’ll see the same information that
the guardian provided when the absence request was created. We’ll leave all this
information as is and begin entering additional information now. Let’s select an
attendance type for the Type field. We’ll notice that the Type and Reason columns under
the Attendance heading autofill on the right side of the screen. These populate from the
Type and Reason fields on the left side of the screen. The Guardian Comment field
defaults with information entered by the guardian. Let’s provide our own comment using
this information for the Period Comment field. We could simply copy the guardian’s
comment and paste it into this field or click the Copy from Guardian Comment option to
clone the information over. As a comment is entered, we’ll see an Eye icon display to
the right of the field. We can use this option to hide this comment from specific areas
of the software. Since we want this comment to be visible, we’ll click Cancel. The same
will occur as we enter or copy a comment into the Day Comment field. We can reply to the
guardian if we’d like. If an attachment was added by a guardian, we could view that
here, as well as add our own attachment if needed. If we’d like to process additional
requests at this time, we could select Save & Next Request. For this example, we’ll
click Save & Back. Now that you’ve processed guardian entered absence requests,
students who will be out will have attendance records created.
Processing guardian entered absence requests
enables you to quickly create attendance records for students based on details entered
through Family Access. Let’s begin by navigating to the Guardian Entered Requests
feature within the Attendance module. Here, we see any requests that have been created
through Family Access. We’ll notice our filter is set to Pending Requests. We can also
update this filter as needed if we only want to see requests with a certain status. From
here, we can select the drop-down icon to the left of the request we want to process and
choose Process Request. We can also open the desired request to continue the process.
For our example, we’ll open this guardian entered request. We’ll see the details that
were entered by the guardian and cannot modify any of these fields. Let’s click Process
Request to continue. Under the Quick Entry heading, we’ll see the same information that
the guardian provided when the absence request was created. We’ll leave all this
information as is and begin entering additional information now. Let’s select an
attendance type for the Type field. We’ll notice that the Type and Reason columns under
the Attendance heading autofill on the right side of the screen. These populate from the
Type and Reason fields on the left side of the screen. The Guardian Comment field
defaults with information entered by the guardian. Let’s provide our own comment using
this information for the Period Comment field. We could simply copy the guardian’s
comment and paste it into this field or click the Copy from Guardian Comment option to
clone the information over. As a comment is entered, we’ll see an Eye icon display to
the right of the field. We can use this option to hide this comment from specific areas
of the software. Since we want this comment to be visible, we’ll click Cancel. The same
will occur as we enter or copy a comment into the Day Comment field. We can reply to the
guardian if we’d like. If an attachment was added by a guardian, we could view that
here, as well as add our own attachment if needed. If we’d like to process additional
requests at this time, we could select Save & Next Request. For this example, we’ll
click Save & Back. Now that you’ve processed guardian entered absence requests,
students who will be out will have attendance records created.
Select Menu > Administrative Access > Attendance.
Select Guardian Entered Requests under Features.
Expected Result
You see the Guardian Entered Requests screen.
Click the drop-down icon to the left of the
absence request you wish to process.
Expected Result
You see the Record Options drop-down menu.
Select Process Request from the menu.
Expected Result
You see the Process Guardian Entered Requests screen, which displays three
areas: Quick Entry,
Attendance, and
Current Attendance.
The Quick Entry area
enables you to view the details guardians entered on behalf of the student, as
well as modify additional attendance details to complete the attendance
record.
To the right of the Quick Entry area, you see the
Attendance area
and a column of period numbers. This column populates based on what you enter in
the Quick Entry area.
This is where you can make modifications for individual class periods if you need
to update student attendance records further. As you enter the attendance entry
information in the Quick
Entry area, the system auto-fills the Attendance area to the right
with appropriate entries. Grayed-out periods indicate the student is not scheduled
into class during those periods.
Under those two areas, you see a Current Attendance display
for the student. This is useful if you wish to verify the attendance on the
selected date was recorded correctly. The display includes absent or tardy days
only for the school year you are working in. For each record, you see the date,
Day Rotation
code, and the guardian notified indicator. The attendance recorded for each period
for that day displays in a row across the screen. This area is view-only.
If the student has an existing attendance record already
entered for the same day, you can select Process Request with Existing
Attendance near the top left of the screen. This guardian entered
request will process with the same information from the previously entered
request. No further steps are required.
Note: All fields in steps 5 - 10 and 13 default based
on the guardian entered attendance record. Some of these values may be hard-coded
based on the information the guardian entered and cannot be modified. You should
complete the following fields based on your organization's attendance
criteria.
Under the Quick Entry heading, verify the
Start Date or enter the correct date if necessary.
Step Information
This defaults based on the guardian entered request in
Family Access, but
can be modified if necessary.
Verify the End Date or enter the correct date if
necessary.
Step Information
This defaults based on the guardian entered request in
Family Access, but
can be modified if necessary.
If the All Day box is unchecked, the Start Time and End Time
fields display and the Start Period and End Period fields are enabled. Continue to
the next step.
Verify the Start Time or click the Clock icon to enter the current
time if necessary.
Verify the End Time or click the Clock icon to enter the current
time if necessary.
This defaults based on the guardian entered request in
Family Access and
cannot be modified.
Verify the Guardian Comment is correct.
Step Information
This defaults based on the guardian entered request in
Family Access and
cannot be modified.
Enter a Period Comment if appropriate.
Step Information
You can click Copy from Guardian Comment to the right of the field to copy the
guardian comment into the attendance record.
Expected Result
If you entered a comment, the View icon displays to the right
of the field. Continue to the next step.
If you did not enter a comment, skip to step 20.
Click the View icon to the right of the
Period Comment field if you wish to adjust the privacy settings.
Expected Result
You see the Mass Attendance Comment Privacy Settings pop-up window.
Check the box for each portal you wish to Hide
Comments In.
Step Information
You can use the Select checkbox if you wish to check or uncheck all options.
Click Done near the bottom right of the window.
Expected Result
You return to the Process Guardian Entered
Requests screen.
Enter a Day Comment if appropriate.
Step Information
You can click Copy from Guardian Comment to the right of the field to copy the
guardian comment into the attendance record.
Expected Result
If you entered a comment, the View icon displays to the right
of the field. Continue to the next step.
If you did not enter a comment, skip to step 24.
Click the View icon to the right of the
Comment field if you wish to adjust the privacy settings.
Expected Result
You see the Attendance Comment Privacy Settings pop-up window.
Check the box for each portal you wish to Hide
Comments In.
Step Information
You can use the Select checkbox if you wish to check or uncheck all options.
Click Done near the bottom right of the window.
Expected Result
You return to the Process Guardian Entered
Requests screen.
Enter the Reply to Guardian if appropriate.
Step Information
The information you enter will display for the guardian in the
School Comment
column on the Absence
Request tab of the Student Attendance screen in Family Access.
If the guardian added any attachments, continue to the next
step.
If the guardian did not add any attachments and you wish to add
an attachment, skip to step 26.
If the guardian did not
add any attachments and you do not wish to add an attachment, skip to step 28.
Click Guardian Attachments if you wish to view the attachments for the
absence request.
Click Close near the bottom right of the window.
Expected Result
You return
to the Process Guardian Entered
Requests screen.
If you wish to add an
attachment, continue to the next step.
If you do not wish
to add an attachment, skip to step 28.
Click Add Attachments if you wish to add an attachment to the absence request.
Choose one of the options near the top left of the screen to save your work.
Option
Description
Save &
Back
Saves your changes and you return to
the Guardian Entered
Requests screen.
Save & Next
Request
Saves your changes and the Process Guardian Entered
Requests screen refreshes to display the next absence request
waiting to be processed.