Processing Attendance Audit

Processing the Attendance Audit utility enables you to check the validity of attendance and Attendance Period information for your entity. You may choose to run the Attendance Audit utility at the end of the school year, but can run it throughout the school year at any time if necessary. If invalid items are identified or if attendance is not calculating on the report card, the audit can recalculate the total fields for student attendance if appropriate.
Examples of why an attendance period record is invalid may include:
  • Attendance was recorded, but according to the student's calendar, the student's class did not meet.

  • A section transaction date was modified after a student's attendance was entered.

  • The Section assigned to the student appears to be incorrect for the attendance recorded.
  • The office records a future absence record for a student who will be on a family vacation, but a major snowstorm causes a school closure on one of the days the student is marked absent. Because the school was closed, the future absence for the student will be updated as a non-school day.

Before you begin

  1. Select Menu > Administrative Access > Attendance.
  2. Select Attendance Audit under Utilities.
    Expected Result

    You see the Attendance Audit screen.

  3. Verify the School Year or choose the correct school year from the drop-down list.
    Step Information

    This field defaults to the current year, but can be changed if necessary.

  4. Verify the Entity is correct.
    Step Information

    This field defaults to the entity you are currently working in and cannot be modified.

  5. Click Run Process near the top left of the screen.
    Step Information
    Alternatively, if you click Preview, the system looks for student attendance records that appear to be invalid and lists them on the Attendance Audit screen. These are the records to be changed or removed if you proceed with the audit. The records are identified by attendance date and student name. Period and Section information shows the affected class. The Action column indicates whether the invalid record will be created, updated, or deleted via the audit process. Then, when you click Next, you see the student totals for items such as days absent, days excused, days unexcused, and tardy count to be changed if you proceed with processing the audit. Students are identified by name and Student Number.
    Expected Result

    You see a confirmation message indicating the process completed successfully and the number of successful attendance record updates and successful attendance total updates. If any records failed to update, you see details indicating why those records failed under the Failed Attendance Record Updates heading.

    The system modifies student attendance by updating or removing affected records and recalculating student totals.

  6. Click Close near the top left of the screen.
    Expected Result

    You return to the screen you were previously on.

Result(s)

You have successfully processed the Attendance Audit utility.