📝 ALE Secretary: Montioring and Recording Attendance as Secretary V2

Users with the Secretary Role can monitor attendance taking and record attendance for class meetings and/or individual students.  

Monitoring Attendance Completion

1. Select Manage in the left navigation menu, then choose Manage Daily Attendance.
2. You will be asked to enter a Start and End Date. To pick one day, enter the same date as both the start and end date:
3. The resulting list will include all class meetings scheduled for the selected date range. In the column at the far right, Attendance Completed, you can easily see which class meetings have been marked as Attendance Taking Was Completed and those that have not yet been completed. 

Recording Attendance for a Class 

1. To take Attendance for a particular class meeting from the Manage Daily Attendance table, use the Row Action & Options gear for that class, then choose Manage Attendance. 

2. A list of all students registered in the class will appear, with several options for recording Attendance.

3. In the Attendance Selection column, use the dropdown menu to mark a student: 
   • A - Absent 
   • P - Present
   • T - Tardy 
4. Alternatively, you may use the checkboxes on the left to select all students (the top-most checkbox) or a group of students to apply a single attendance selection. Select from the dropdown menu to the left of the Apply to Selected button.

Attendance as Weekly Contact

In the system, when Attendance is recorded by an individual logged in as a Certificated Teacher, weekly contact records are automatically generated for each student marked Present or Tardy.  

When a School Support Staff member records Attendance, weekly contact records are not always automatically generated based on program preference.   At the top of the screen, you can check a box indicating that I attest that student attendance of this class meeting will fulfill the In-person Instructional Contact requirements defined by WAC 39201210182 (4)f.

If this box is checked, then weekly contact records are generated. If unchecked, records are not generated.  

Attendance Designations

Attendance Designations is a list of customizable selections that can be set during class attendance. An attendance selection must be made for a student before the Attendance Designation selector appears. By default, all districts have Excused and Unexcused as options associated with Absent. It may be changed at any time.

Attendance Designations are used to record program information and more specific information about a student’s Attendance. In some schools, hybrid models are being introduced, where students can choose whether to attend in person or online, and to record in-person or online Attendance.  

Anyone who can take Attendance for students can set an Attendance Designation. This includes users with the Secretary Role in all classes, Support Staff, and Certificated Teachers in classes assigned to them.

Attendance Designations may be found anywhere Attendance is taken or in the Attendance section of any Student Learning Plan.

Contact support@schooldata.net to request that Attendance Designations be added or removed.

Marking Attendance Completed

A button on the attendance interface will allow users to enter information that clearly indicates when Attendance for a class meeting is complete.  

1. If Attendance is recorded for one or more students and the user exits this form using the “x” at the top right, the information is saved, and weekly contact records are generated if needed. Still, Attendance for the class has not yet been completed. This might be done by a secretary who is entering an absence for a student prior to the day of a class meeting. 

2. Only after Attendance has been recorded for all students in the class should the user click the blue "Attendance Taking Was Completed" button. This will indicate that Attendance is complete and will be displayed throughout the attendance interfaces with a new Attendance Completed column.  

Recording Attendance for a Single Student in Multiple Classes 

1. Users with the Secretary Role can record individual student attendance for all their classes in a single interface. To do this, navigate to All ALE Students and filter to find a student.  

2. Click the Student Name, then the Manage Attendance Tab.

3. From here, the Attendance Date field lets you navigate to the date you’d like to record Attendance for. Using the right selectors, Absent, Present, or Tardy can be indicated.  
4. If Attendance Designations are configured for your district, those can also be entered.
5. Attendance entered here will be displayed immediately in the Manage Class interface for each associated class.