This document describes the Mark Roll process of a Single Period and Double Periods.
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A list of all students enrolled in this session. If this is a joint session (a composite or vertical class), all students from each cohort are listed
Each student account has an optional student flag icon that can be used by the school to signify certain criteria such as medical alerts. If such an icon is recorded against the student's account then it will be displayed here. The particular icons and the nature of their alerts is up to the school.
If the student has a possible conflict or absence recorded against them in the calendar, then a question mark icon will be displayed to signify this. You can see details of the nature of the conflict by opening the student’s accordion section. See Section 9.
Wellbeing icon, this icon will display if the student has Wellbeing Observation record with a Status of Current, Show Flag is tick (TRUE) and the current date falls between the Start Date and End Date.
Student Attribute Flag, this flag will display if the student has a Student Attribute record, with Status of Current and the Show Flag is tick (TRUE).
Ticking this box will set the default attendance status for all students in the session. Usually, the default attendance status is Present, however, if the student has been marked as Expected Absent or Expected Event then Absent or Event statuses might be set instead. If any previous attendance status has manually been set for a student then these will remain untouched. Staff can override any attendance values set by this default process.
Each student's attendance status will generally default to unmarked and then can be set through a combination of the default attendance process or through manual updates of each attendance entry. A single click on this icon will set an unmarked student's status to Present, a second click or a double click will set it to Absent. If a student is marked as Present, the student is subsequently checked out of the class. Their status will be changed to partial, so too if the student is marked as Absence and then is checked into the class. If you wish to see the meaning of the attendance icons and the values available, click on the Legend button. See Legend.
If this session is not the first period of a school day then this legend will display showing the student's attendance for each of the previous periods in that school day. The status of this section will be based on the Day Attendance- Session values.
Clicking this button next to a student’s record will expand that student's records details via the accordion function. This will reveal the student's profile photo, the student's name with the ability to open the student account record directly, the cohort the student is in, the last known location, any location, conflicts with this, previous session and next session for the student. Other custom fields may also be displayed; see the accordion configuration documentation for further details. The edit check in/check out button allows the staff member to review any check-in or check-out transactions for that student during this session so that they can be modified. For example, if you checked a student out 10 minutes after they actually departed the class you can subsequently edit that checkout to adjust the time at which they left the class. See Student Accordion.
This column of buttons allows you to select all or any group of students in the class for further functions such as sending students or carer communications.
This indicator shows the number of students currently selected and the total number of students in the class.
When a student's attendance status is marked as Absent or Partially Present, and their latest recorded event is a check-out, it means that they were not present for the entire duration of the event. In this scenario, a "Check In" link is displayed, which allows you to update the student's attendance status to "Partial" (if it wasn't already). Once the "Check In" link is clicked, an event is created for the student with details based on the mapping, which helps keep track of the student's attendance history.
If a student has been checked out or in to a class, the last status (check in or check out) and the time at which this occurred will be displayed
This compact layout can be modified by a school to meet their own requirements and to display any critical information to staff members
The Edit Session button allows the staff member to make changes to staff member location or resource details for this session.
The Cancel Session button allows the staff member to cancel the session. Once the session is cancelled the Roll Marking status is Cancelled and the Session Modification is set to Cancel.
Double Period
You can use the Double Period as a simple and efficient way to mark attendance if you have two periods in a single session. Double Period compromises two periods in a single subject. It has the same functionalities as Single Period.
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On the column for the attendance marking button, two attendance marking buttons will display, respectively, for the two periods.
Marking the attendance button :
If the attendance marking button in the first period is marked and the second-period attendance button is left unmarked, the second attendance button will duplicate.
If the second-period attendance marking button is marked, it will not copy the first attendance button marking and the current attendance marking button will display.
If the second-period attendance marking button is marked first and the attendance button in the first period is unmarked, then the first period will copy the markings of the second period.
If the second-period attendance marking button is marked first and the attendance button in the first period is marked, then the attendance button in the first period will not copy and the current attendance marking button will display.
Double Period Check In and Out
Checking in a student,
The Check In button will appear next to the two attendance marking buttons if the current time is within the Start Time/Start (time) AND End Time/End (time) of the session record of the first attendance marking button and the student's marking button is Absent or Partial (with Check Out as the final status). When Check-in is clicked,
The 1st attendance marking is updated to Partial
The Last Status of the student will be updated to Check in.
The Time is populated based on the time when the Check In button is clicked.
An Event (Check-In) record is created where it will be associated with the Session record of the 1st attendance marking button.
The Check In button will appear next to the two attendance marking buttons if the current time is within the Start Time/Start (time) AND End Time/End (time) of the session record of the second attendance marking button and the student's marking button is absent or partial (with Check Out as the final status). When Check-in is clicked,
The 2nd attendance marking button is updated to Partial
The Last Status of the student is Check In
The Time is populated based on the time when the Check In button is clicked
An Event (Check In) record is created where it will be associated with the Session record of the 2nd attendance marking button
Checking out a student,
If the current time falls within the Start Time/Start (time) AND End Time/End (time) of the Session record of the 1st attendance marking button, the SELECTED students have attendance on the 1st attendance marking button of Present OR Partial (where the Last Status = Check In), when Student Check out is clicked the Student Check Out form will display and fill in the necessary details and Save.
The 1st attendance marking button is updated to Partial
The Last Status of the student is Check Out
The Time is populated based on the time when the Student Check Out button is clicked
An Event (Check Out) record is created where it will be associated with the Session record of the 1st attendance marking button.
If the current time falls within the Start Time/Start (time) AND End Time/End (time) of the Session record of the 2nd attendance marking button, the SELECTED students have attendance on the 2nd attendance marking button of Present OR Partial (where the Last Status = Check In), when Student Check out is clicked the Student Check Out form will display and fill in the necessary details and Save.
The 2nd attendance marking button is updated to Partial
The Last Status of the student is Check Out
The Time is populated based on the time when the Student Check Out button is clicked
An Event (Check Out) record is created where it will be associated with the Session record of the 2nd attendance marking button
Adding Student to a Session
In order to add students to a Session, you can make use of a button that is located in the top-left section of the Session page. This button has options and click Add Student.
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Add student allows you to add a new student; when clicked the following window will open:
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In this window, you have the option to add a student to the current session. You can do this by entering the student's name in the designated field. As you start typing the first name of the student, a list of suggested names will appear below the search bar, making it easier and quicker for you to select the correct student.
If the Contact has conflict, it will automatically display conflict details below.
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Send Communication
This button allows you to send communication or any updates to the Student’s carer or the selected student through SMS or Email. You can find the Send Communication button by clicking the Actions button.
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Before clicking Send Communication, select a student to avoid displaying this message.
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After selecting students, click Send Communication and this form will display. It will let you choose to send via Email and SMS, and also, let you choose to whom are you going to send the message.
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Afterwards, it will redirected to the Email Creation screen or the SMS Creation screen.
Student Check-out
This button is a convenient feature that enables you to quickly and easily check out multiple students from a session at once. You can easily locate this button within the Action menu, where it is located alongside the "Send Communication" and "Add Students" buttons.
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In order to complete the Student Check Out process, it is essential that you select a student before clicking the Student Check Out button. This will display the Student Check Out form, which allows you to finalize the check out process for the selected student. Please take care to ensure that the correct student is selected before proceeding with the check out process.
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Please enter the location of the assets in the "Checking Out To" field. This location should be within the same school and session. Also, it is mandatory to provide this information.
In the "Location Manager Message" field, you can add any relevant reason or message and then click on the "Save" button.
After you have saved the student check-out, their attendance status will be updated to "Partial".
Submit Roll
As you are working through the mark roll process the session Mark Roll status will display rolls not submitted. When all students in the session are marked as present or absent, the submit roll button is enabled.
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The teacher can submit the roll and the session mark roll status is updated to completed and the Submit Roll button changes to Edit Roll. The Mark Roll interface changes its function to checking in and out of students. To modify a submitted roll, select the Edit Roll button and resubmit.
Any session whose mark roll status is set to mandatory, where the mark roll complete process is not completed will be displayed in the unmarked rolls report.
Legend
This button displays the definition of attendance status icons.
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Details tab
This tab layout can be customised to meet the school-specific requirements.
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Roll marking status
A value of required means that the sessions mark roll process must be completed by the staff member. If it is not, then this session will appear on today's unmarked rolls report, Once the end time of this session has passed.
Once the mark roll status has been set to complete, the roll marking status will be set to completed. If the roll marking status is optional, then the staff member may complete the mark roll process, however even if it is not complete, it will not be included in today's unmarked rolls report. If the session has been cancelled, then the roll marking status will be set to cancelled.
Once the roll marking has been completed the number present and number absent will be updated automatically by the system and the role marking time will be set.
If the compare with day attendance value is set for this session then each of the students attendance details will be compared against their day attendance statuses and any exceptions will be used to create alerts for the attendance officer. The day attendance status will also be updated or checked and the mark roll complete process is executed and the students last location is also updated.
Bell Times
If a session is associated with a particular bell time i.e. normal period, then that Bell time can be designated here. In the screenshot below, we can see the Bell Time displayed at the top of the page. You modify the bell time by clicking on the X and selecting from the dropdown options. The start and end time values will change accordingly. You can also remove the bell time by leaving the field blank; in this case you will need to manually set the start and end times.
- Verify above and make sure it works. You may not be able to edit the start and end time values on the details tab and we might need to modify this. AJ: we can modify the start and end values BUT it doesn’t hold the values once you Submit. It only holds them when clicking the pencil icon
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Typically sessions are associated with at least one staff member, though this is not compulsory. This list displays the staff member and their specified duration for the session. The Cover Type will be enabled if this has been applied, as will the primary staff member. If the staff member has been replaced then the Show as Cancelled is enabled.
Allows you to edit the row entry such as changing the session time, or making the staff member as primary. Please note if a staff member is already set as primary, this entry will be overridden
Allows you to replace the staff member. When you have selected the replacement and type of cover, the new staff member entry is displayed. The replaced staff member is marked as Show as Cancelled but the calendar entry is still displayed. If the replaced staff member was set to Primary, the replacing staff member will be set as Primary.
Allows you to delete the row entry. This removes the staff member record from the session and the calendar entry
Creates a new staff member entry
Displays the location details, and start and end time of the session
Allows you to edit the row entry. This icon works the same way for Resource entries
Allows you to delete the row entry. This icon works the same way for Resource entries
Creates a new resource.
Mark Roll Accordion
This displays the student record details via the accordion function including the profile photo and the Edit Check in/out of a student.
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Student Details displays the student’s name, and when you click the name, it will take you to the student account details, where you can view additional information about the student.
Cohort indicates which Cohort the student is in.
Last Known Location shows the last location of the student.
Location Conflict indicates if the student has any location conflict with the session.
Previous Session displays the previous session of the student before the current session.
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Mark Roll Accordion
This displays the student record details via the accordion function including the profile photo and the Edit Check in/out of a student.
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Student Details displays the student’s name, and when you click the name, it will take you to the student account details, where you can view additional information about the student.
Cohort indicates which Cohort the student is in.
Last Known Location shows the last location of the student.
Location Conflict indicates if the student has any location conflict with the session.
Previous Session displays the previous session of the student before the current session.
Next Session displays the next session details of a student.
Medical Conditions displays the current student attributes of the student.
Wellbeing Updates displays the current wellbeing observations of the student.
Adding Student to a Session
In order to add students to a Session, you can make use of a button that is located in the top-left section of the Session page. This button has options and click Add Student.
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Add student allows you to add a new student; when clicked the following window will open:
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In this window, you have the option to add a student to the current session. You can do this by entering the student's name in the designated field. As you start typing the first name of the student, a list of suggested names will appear below the search bar, making it easier and quicker for you to select the correct student.
If the Contact has conflict, it will automatically display conflict details below.
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Send Communication
This button allows you to send communication or any updates to the Student’s carer or the selected student through SMS or Email. You can find the Send Communication button by clicking the Actions button.
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Before clicking Send Communication, select a student to avoid displaying this message.
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After selecting students, click Send Communication and this form will display. It will let you choose to send via Email and SMS, and also, let you choose to whom are you going to send the message.
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Afterwards, it will redirected to the Email Creation screen or the SMS Creation screen.
Student Check-out
This button is a convenient feature that enables you to quickly and easily check out multiple students from a session at once. You can easily locate this button within the Action menu, where it is located alongside the "Send Communication" and "Add Students" buttons.
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In order to complete the Student Check Out process, it is essential that you select a student before clicking the Student Check Out button. This will display the Student Check Out form, which allows you to finalize the check out process for the selected student. Please take care to ensure that the correct student is selected before proceeding with the check out process.
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Please enter the location of the assets in the "Checking Out To" field. This location should be within the same school and session. Also, it is mandatory to provide this information.
In the "Location Manager Message" field, you can add any relevant reason or message and then click on the "Save" button.
After you have saved the student check-out, their attendance status will be updated to "Partial".
Submit Roll
As you are working through the mark roll process the session Mark Roll status will display rolls not submitted. When all students in the session are marked as present or absent, the submit roll button is enabled.
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The teacher can submit the roll and the session mark roll status is updated to completed and the Submit Roll button changes to Edit Roll. The Mark Roll interface changes its function to checking in and out of students. To modify a submitted roll, select the Edit Roll button and resubmit.
Any session whose mark roll status is set to mandatory, where the mark roll complete process is not completed will be displayed in the unmarked rolls report.
Legend
This button displays the definition of attendance status icons.
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Double Period
You can use the Double Period as a simple and efficient way to mark attendance if you have two periods in a single session. Double Period compromises two periods in a single subject. It has the same functionalities as Single Period.
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On the column for the attendance marking button, two attendance marking buttons will display, respectively, for the two periods.
Marking the attendance button :
If the attendance marking button in the first period is marked and the second-period attendance button is left unmarked, the second attendance button will duplicate.
If the second-period attendance marking button is marked, it will not copy the first attendance button marking and the current attendance marking button will display.
If the second-period attendance marking button is marked first and the attendance button in the first period is unmarked, then the first period will copy the markings of the second period.
If the second-period attendance marking button is marked first and the attendance button in the first period is marked, then the attendance button in the first period will not copy and the current attendance marking button will display.
Double Period Check In and Out
Checking in a student,
The Check In button will appear next to the two attendance marking buttons if the current time is within the Start Time/Start (time) AND End Time/End (time) of the session record of the first attendance marking button and the student's marking button is Absent or Partial (with Check Out as the final status). When Check-in is clicked,
The 1st attendance marking is updated to Partial
The Last Status of the student will be updated to Check in.
The Time is populated based on the time when the Check In button is clicked.
An Event (Check-In) record is created where it will be associated with the Session record of the 1st attendance marking button.
The Check In button will appear next to the two attendance marking buttons if the current time is within the Start Time/Start (time) AND End Time/End (time) of the session record of the second attendance marking button and the student's marking button is absent or partial (with Check Out as the final status). When Check-in is clicked,
The 2nd attendance marking button is updated to Partial
The Last Status of the student is Check In
The Time is populated based on the time when the Check In button is clicked
An Event (Check In) record is created where it will be associated with the Session record of the 2nd attendance marking button
Checking out a student,
If the current time falls within the Start Time/Start (time) AND End Time/End (time) of the Session record of the 1st attendance marking button, the SELECTED students have attendance on the 1st attendance marking button of Present OR Partial (where the Last Status = Check In), when Student Check out is clicked the Student Check Out form will display and fill in the necessary details and Save.
The 1st attendance marking button is updated to Partial
The Last Status of the student is Check Out
The Time is populated based on the time when the Student Check Out button is clicked
An Event (Check Out) record is created where it will be associated with the Session record of the 1st attendance marking button.
If the current time falls within the Start Time/Start (time) AND End Time/End (time) of the Session record of the 2nd attendance marking button, the SELECTED students have attendance on the 2nd attendance marking button of Present OR Partial (where the Last Status = Check In), when Student Check out is clicked the Student Check Out form will display and fill in the necessary details and Save.
The 2nd attendance marking button is updated to Partial
The Last Status of the student is Check Out
The Time is populated based on the time when the Student Check Out button is clicked
An Event (Check Out) record is created where it will be associated with the Session record of the 2nd attendance marking button
Session Details tab
This tab layout can be customised to meet the school-specific requirements.
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Roll marking status
A value of required means that the sessions mark roll process must be completed by the staff member. If it is not, then this session will appear on today's unmarked rolls report, Once the end time of this session has passed.
Once the mark roll status has been set to complete, the roll marking status will be set to completed. If the roll marking status is optional, then the staff member may complete the mark roll process, however even if it is not complete, it will not be included in today's unmarked rolls report. If the session has been cancelled, then the roll marking status will be set to cancelled.
Once the roll marking has been completed the number present and number absent will be updated automatically by the system and the role marking time will be set.
If the compare with day attendance value is set for this session then each of the students attendance details will be compared against their day attendance statuses and any exceptions will be used to create alerts for the attendance officer. The day attendance status will also be updated or checked and the mark roll complete process is executed and the students last location is also updated.
Bell Times
If a session is associated with a particular bell time i.e. normal period, then that Bell time can be designated here. In the screenshot below, we can see the Bell Time displayed at the top of the page. You modify the bell time by clicking on the X and selecting from the dropdown options. The start and end time values will change accordingly. You can also remove the bell time by leaving the field blank; in this case you will need to manually set the start and end times.
- Verify above and make sure it works. You may not be able to edit the start and end time values on the details tab and we might need to modify this. AJ: we can modify the start and end values BUT it doesn’t hold the values once you Submit. It only holds them when clicking the pencil icon
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Typically sessions are associated with at least one staff member, though this is not compulsory. This list displays the staff member and their specified duration for the session. The Cover Type will be enabled if this has been applied, as will the primary staff member. If the staff member has been replaced then the Show as Cancelled is enabled.
Allows you to edit the row entry such as changing the session time, or making the staff member as primary. Please note if a staff member is already set as primary, this entry will be overridden
Allows you to replace the staff member. When you have selected the replacement and type of cover, the new staff member entry is displayed. The replaced staff member is marked as Show as Cancelled but the calendar entry is still displayed. If the replaced staff member was set to Primary, the replacing staff member will be set as Primary.
Allows you to delete the row entry. This removes the staff member record from the session and the calendar entry
Creates a new staff member entry
Displays the location details, and start and end time of the session
Allows you to edit the row entry. This icon works the same way for Resource entries
Allows you to delete the row entry. This icon works the same way for Resource entries
Creates a new resource.