📝 ALE Secretary: Monitoring and Recording Attendance (Connect)

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

Monitoring Attendance Completion

Here, you will learn to view and record daily Attendance for classes set up at the school. 

1. Start under Manage in the left navigation menu and choose Manage Daily Attendance.
2. Enter the Start and End Dates, then click Save.
3. Use the Edit Page Data Settings button to the right of the title to modify dates.

4. The resulting list will include all class meetings scheduled for the selected date range. In the Attendance Completed column, you can easily see which class meetings have had Attendance taken.

Record Attendance - Attendance as Weekly Contact

In the system, weekly contact records are automatically generated for each student marked Present or Tardy based on Class Designation settings in Data Administrator

Helpful Resource: 🗃️ ALE Configure ALE Class Designations (Connect)

When the Secretary role records attendance, the Class Designation settings in Data Administrator can be overridden. Example: A class is designated as academic, and the Class Designation Academic is set to create weekly contact records; the Secretary role can choose not to create weekly contact records when recording attendance for the class. This would likely be done if a certificated teacher was absent and a non-certificated teacher covered the class. 

1.  Click the Row Actions Gear to the far right of the table and choose Record Attendance.
2. Do not select Yes or No from the Create Weekly Contact Records dropdown menu unless you are choosing to override the Class Designation settings in Data Administrator. If you select Yes, then weekly contact records are generated.  If you select No, records are not generated.  
   1. Upon clicking Yes, the following attestation message is displayed: “I attest that student attendance at this class meeting will fulfill the In-Person Instructional Contact requirements defined by WAC 392-121-182(4)f.” 
3. Double-click the Selection column cell and click the checkbox to the left. (e.g., Present (P), Absent (A), or Tardy (T)).
   1. Alternatively, in the box, click the magnifying glass to make selections, click the “X” to remove the selection, and click the checkmark to close the box. 

4. Double-click the Designation column cell, then select it.
5. To record en masse, click one or more checkboxes to the left of the student name, click the Selected Gear in the top left, and choose one of the following: 
   1. Mark Selected Students as Present
   2. Mark Selected Students Absent.

Attendance Designations

Attendance Designations provide specific details about student attendance, such as recording program information or distinguishing between in-person and online attendance in hybrid models. By default, options include "Excused" and "Unexcused" for absences.

A designation can only be selected after an initial attendance status (like Absent) has been set for a student. These options are accessible wherever attendance is recorded.

Personnel with the roles of Secretary, Staff, or Certificated Teachers are authorized to set these designations when recording attendance. Designation options are managed by the Data Administrator Role under Manage ALE Data > Class Data > Class Attendance Designations Tab.

Marking Attendance Completed

A status indicator in the top right corner displays whether class attendance is completed. 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. 

Only after Attendance has been recorded for all students in the class will it be indicated that Attendance is complete in the top right and displayed throughout the Attendance interfaces, with a new Attendance Completed column.  

Recording Attendance for a Single Student in Multiple Classes

Here, you can view and record class attendance for individual students. 

1. Start under Manage in the left navigation menu and choose Manage Student Daily Attendance.
2. Open the Data Settings Drawer to the left and select the Date.
   1. Click the magnifying glass in the ALE Student field and click the checkbox next to the student. 
3. A class, period, and attendance data table will be displayed to the right.
   1. Double-click the Attendance Type column cell and click the checkbox to the left. (e.g., Present (P), Absent (A), or Tardy(T)).
      1. Alternatively, in the box, click the magnifying glass to make selections, click the “X” to remove the selections, and click the checkmark to close the box.
   2. Double-click the Class Attendance Designation column cell similarly. Attendance Designations provide specific details about student attendance and can only be selected after an initial attendance status, such as Absent, is set for a student. Designations may be set by the Data Administrator Role under Manage ALE Data > Class Data > Class Attendance Designations Tab.

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