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Attendance
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IntroductionSchoolBase® offers a range of possible approaches to attendance registration. Briefly these are as follows:
- Paper registration. Absentees are added to a list in SchoolBase® which can then be printed out for circulation to staff.
- Paper registration. Data from the registers is transferred to SchoolBase® in full (this is quite a fast process). Data can then be transferred automatically to end of term reports and absence statistics can be generated.
- Full electronic registration in tutor groups – each tutor uses SchoolBase® to register their group. This requires each tutor to have access to a computer in their classroom. Electronic notes can be inserted into registers very easily.
- Registration in teaching lessons – two lessons a day are nominated as registration lessons and the teacher registers the group in SchoolBase®. Again each teacher needs access to a computer during the relevant lessons.
- Lesson by lesson registration - teachers take an electronic register in every lesson. Two lessons each day are designated to feed through into the official register.
- Registration by exception – pupils are registered electronically twice daily (as in 3 or 4) but individual teachers can log any variations from the registration taken. This is then picked up by the tutor at the subsequent registration. This requires all teachers to have access to a computer in lessons.
If you are using any form of electronic registration, you first have to set up Attendance Codes. Registration SessionsMost schools register twice daily on school days. However, some schools register on Saturday or Sunday as well as on weekdays and do not always register in the afternoon. You have complete control over which sessions appear. The necessary sessions should be switched on or off by your Data Manager via the System Variables form. There is a button on the Organisation tab labelled Registration sessions. This opens the form shown below.
Registering in Teaching GroupsSome schools prefer to register their pupils during teaching lessons rather than in a separate session. This can also be done.
Using the Periods tab on the Timetable Menu you should indicate in the Register column which lessons during the week are to be used for registration. (see illustration below). Classes will only be able to be registered during those lessons.
You should then use the All Registers button on the Registration Menu to initialise the registers for the whole school. This could be done in advance for the whole term if you wish. Known absences can then be marked in.
The teacher wishing to mark the register should do so using the RegException form. You might like to rename this on the staff menus to something more meaningful such as Registration by Group. The teacher selects their name and the period from the dropdowns and the pupils in the group should then appear and then register can be marked. The register will only be writeable if this is a lesson during which registration is taken and only morning or afternoon can be completed as appropriate.
Printing Absence ReportsSome absence reports that you will find useful are accessible from the Registration Menu form. Most of these are self-explanatory such as the examples shown here. These can be filtered for a particular day of the week or part of the school.
On the Functions tab of the Finder form you will see a Register reports button. Pressing this allows you to generate either detailed or summary reports for any selected pupils. Transferring Absences to Reports is very straightforward to do using Absence Counter. Contacting parents of those absent is easy using the Action List. Use Register Notes to post a note to a tutor or pupil as you would in a printed register. |
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Last Updated on Friday, 21 November 2008 18:00 |
Attendance 
