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Student Attendance

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Updated
Bygiles tetteh

ASIS system supports attendance in three different contexts:

  1. Course: This attendance type is checked by a course teacher every time there is a course lesson or activity relating to a particular course. 
  2. Level: This attendance type is checked by a level teacher (Class Teacher), and it’s normally done once a day for a given class.
  3. Programme: In schools where there are programme teachers (or multiple streams of students per level/class), then this might be used instead of the level attendance.

 

The choice of attendance type depends on the policy of the school and a school can mix all or some of the above options.

Accessing the attendance menu

How you access the attendance menu depends on whether you are a course teacher, a class/level teacher, or a programme teacher.

For Course Teacher from the Teacher Gateway of a selected course/subject click on the Attendance menu item to open the Attendance Menu. 

For Level/Class Teacher from the Level Gateway of the Selected Level, click on the Attendance menu item to open the Attendance Menu.

For Programme Teacher from the Programme Gateway of the selected programme, click on the Attendance menu item to open the Attendance Menu

If you don’t already know how to switch to the different user Gateways read the documentation here

 

Marking attendance

To add a new attendance entry

  1. Click on Create menu item from the Attendance Menu to open the new attendance entry form.
  2. Fill out the form and click on the SAVE button to save.
  3. You can repeat the process to add more entries or click on the CANCEL button to close the form.

 

To edit existing attendance entries 

  1. Click on the Edit menu item to open the list of attendance entries.
  2. Click on the desired entry to open the attendance entry in editing mode.
  3. Make your changes and save.

 

To remove an attendance entry:

  1. Click on the Edit menu item to open the list of attendance entries.
  2. Select the desired entry through the checkbox.
  3. Click on the REMOVE button at the top and confirm your action to remove it.

Note that attendance cannot be added or edited in a closed period (That is a period closed by the school’s administrator).

Attendance form details

  • Date: This is the date the attendance is being marked.
  • Period: This is the current period the attendance is being marked.
  • Attendance Type: Select the attendance type as configured by the school’s administrator.
  • Total Quantity/Days: This is the total number of days covered by the current attendance entry. This should normally be one (1) day.
  • Students (table): This is available for student-based attendance types and contains the list of students selected for the attendance entry. Use the ADD button to add a single student entry or AUTO FILL STUDENTS button to use auto-fill.
  • Attachments (table): Use this to attach any relevant document. An example is a note from a parent asking for permission for their child to be absent for a particular day or period.
  • Description: Any short description.

The student/teacher entry form

  • Student/Teacher: Select the student/teacher to add to the student list.
  • Quantity/Days: This is where you enter the number of days present. Enter zero (0)  for absent and one (1) or more for the number of days the selected student /teacher was present.
  • Description: Any short description.

The auto-fill form

The auto-fill forms provide a faster way to mark attendance without doing it one by one. Here you can select multiple students/teachers and assign the same quantity of days to all of them at a go.

To open the auto-fill form click on AUTO FILL STUDENTS for student attendance type or AUTO FILL TEACHERS for teacher attendance type.

  • Quantity/Days: This is where you enter the number of days present. Enter zero (0)  for absent and one (1) or more for the number of days the selected student /teacher was present.
  • Description: Any short description.
  • Remove existing entries?: Turn this switch on to clear existing entries before the new items are added.
  • Students/Teachers (table): List of available students or teachers for the attendance entry. Select the students/teachers you want to mark the attendance from. Only the selected students/teachers will be used to auto-fill the entries.
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