Previous icon

Next icon

Absence Events Maintenance window

Use the Absence Events Maintenance window to manage and record details of:

In the case of a student leaving early on one day (for example, Friday) and away for a number of days (for example, all of next week) enter two absence events:

Opening the Absence Events Maintenance window

Absence Events Maintenance window key fields and buttons

Fields

Field

Description

Sort By

Sort by either:

  • Date, with the oldest date and time first
  • Alphabetically, in ascending order.

For example, you might sort records alphabetically to group together absence events for a student that has missed several periods but which can be explained by them having been in the sick bay.

Filter

Filter the absence events further based on whether they are:

  • unexplained
  • unexplained with possible sickbay or co-curricular reasons
  • confirmed
  • expected out/in absence events.

    Absence Events Maintenance window (Filter drop-down list)

The Unexplained Absence Events filters are useful to the administration person working through the students with unexplained absences. As each is explained, the list gets smaller.

Comment

Comment for the selected absence event.

Count

The number of absence events records for the selected criteria.

Absence Type

Select an absence type to apply to the highlighted records.

Reason

Select a reason to apply to the highlighted records.

Comment

Type in a comment to apply to the highlighted records.

Grid area fields

Field

Description

Out Time

The out date and time for the absence event, if relevant (see In/Out below):

  • The date is derived from the Absent Date field when creating an absence event.
  • The time is derived from the time that the event is recorded for. For example, some organisations record attendance in the morning and the afternoon only. If the Period field is selected, when creating an absence event, the start time of the period is used.

The Out Time is blank when it is not available, such as for Expected In absence events.

In Time

The in date and time for the absence event, if relevant (see In/Out below).

For example, for an Excursion Out and In absence event, the:

  • date is derived from the Excursion In Date field
  • time is derived from the corresponding Time field.

Per

Period of the absence, if available.

Period 0 is either the:

  • home group period
  • all day absence
  • AM absence, if the roll is marked twice a day at your organisation
  • PM absence, if the roll is marked twice a day at your organisation.

Refer to the luAbsencePeriod lookup table. See luAbsencePeriod lookup table in the System maintenance manual.

Name

Student's name. The name is formatted as:

<Last name>,<Preferred first name> (<campus><year level>).

Type

The type of absence for the absence event. For example, school camp.

Absence types are defined in the luAbsenceType lookup table.

Note: New Zealand schools use the absence codes required by the New Zealand Board of Studies. See Attendance and absence codes for New Zealand schools.

AE Type

The type of absence event or mode. For example, absence slips.

In/Out

If available, whether an absence event is either a student:

  • expected out (out)
  • out (out)
  • returning (in)
  • arriving late (in)
  • whose absence is unexplained (blank)
  • who we entered a slip or auto slip for (blank).

ID

Synergetic ID of the student.

Contact Phone

Home phone number for the primary contact (SC1 contact), as specified on the Contacts tab for the student. See Current Student Maintenance - Contacts tab in the Current students manual.

Contact Name

Person who is the primary contact for the student (SC1 contact), as specified on the Contacts tab for the student. See Current Student Maintenance - Contacts tab in the Current students manual.

Reason

Reason code given for the absence, if available.

See the Reason field in the Modify Absence Event window.

Comment

Any extra comments entered about the absence in the Modify Absence Event window.

ID

Synergetic ID of the student.

Buttons

Button

Description

Refresh button

Refresh the absence events displayed.

Launch button

Launch into Current Student Maintenance for the selected student.

See Maintaining current students in the Current students manual.

Add button

Add a new absence event. Depending on the mode, see:

Modify button

Modify an existing absence event.

If the existing absence event is an Absence slip, you can change its mode to either:

  • Expected in, when the parent or guardian is contacted and they confirm that the student is attending later in the day.
  • All day absence, when the parent or guardian is contacted and they confirm that the student is away all day.

In all other cases, either:

Delete button

Delete an existing absence event.

This button is only displayed if the configuration setting is set to True. See the AbsenceEvents:ShowDeleteButtonFlag configuration setting in the System maintenance manual.

Button

Description

Attendance button

Display the Attendance window. See Attendance window.

Apply button

Apply the values in the Apply To Selected Records fields to the selected records.

Tip: Use Ctrl+click to select several records at once.

Criteria… button

Change the criteria used to display. See Searching for absence events.

Exit button

Exit from the window.

Last modified: 8/10/2013 10:43:45 AM

See Also

Individual student absence events

Searching for absence events

Recording absence slips

Recording late sign ins

Recording a student signing in manually

Recording a student signing out manually

Recording a student's expected arrival

Recording a student's expected departure

Recording a student's expected departure and return

Recording all day absences

Recording excursions

Superseding unknown absence events

Recording a recurring absence event

© 2013 Synergetic Management Systems. Published 15 October 2013.

Top of page