Staff Member Attendance Screens

There are five screens under the 'Attendance' tab on Staff Member records:

• Personnel→Staff→Attendance→Year - Individual Attendance Calendar
• Personnel→Staff→Attendance→Month - Post Individual Daily Attendance with Optional Substitute
• Personnel→Staff→Attendance→Balances - Summary of an individual's used/available days
• Personnel→Staff→Attendance→Calendars - individual's Calendars for the current school year.
• Personnel→Staff→Attendance→Substitutes - List of individuals who have substituted for this staff member this year.

Staff Member Attendance Year Screen

The year screen gives the staff member's attendance summary for the year, including their balances for the school year, totals by reason code, totals by days of the week, and total attendance transactions.  These are various ways to summarize the same information:

This screen is read only.   Attendance can be posted for the individual on the individual month screens.  See below.

Navigating Calendars

Staff members can have multiple calendars.   To change either the school year you are viewing or the staff member's calendar you are viewing, use the controls at the top left of the calendar:

These:

Additional Calendars can be selected for the staff member on their personal Calendars screen:  Personnel→Modify Staff→Attendance→Calendars.

Staff Member Attendance Month (Post Attendance) Screen

The Month screen (Personnel→Staff→Attendance→Month) provides a way to post individual attendance.

Clicking on the "Month" tab always displays the current month:

In addition, there are controls at the top of the Personnel→Staff→Attendance→Month screen to change the month, the calendar and the school year that is displayed:

To view attendance for different Calendars, use the "Calendar" selector:  staff members may have multiple active Calendars.

Also, each Month label on the Personnel→Staff→Attendance→Year screen is a button which brings up the corresponding month on the Personnel→Staff→Attendance→Month screen:

Clicking "May 2022 November 2016" brings that month up on the Month screen:

Updating Attendance for a Specific Day

To post or update the staff member's attendance for a single day, or a consecutive set of days, click on the day (or click on the first day os a consecutive set of days).  This brings up the "Post Attendance" dialog:

To post attendance for the one day (the day on which you clicked), simply click on the reason code you wish to choose for the day:

Clicking a reason code, such as , immediately posts that code for the selected day and dismisses the dialog.

Any changes to the posting, such as altering the "Value" field, including a Substitute, adding a Comment, must be done before you click on a reason code.

The Value Field

The "Each day is worth" field specifies the value of the 'attendance event'.  It is expressed as a value between 0.0 and 1.0.  For example:

• 1.0 means "a full day".
• 0.25 means "a quarter day or 25% of a full day"
• 0.50 means "a half day or 50% of a full day"
• 0.75 means "three quarters of a day or 75% of a full day"
• Any decimal value will work (e.g. 0.832).

This indicuates how much time the staff member was absent and how much time the substitute worked.

Posting Attendance with a Substitute

To create a 'Substitute Record', select the substitute before clicking on the reason code:

Clearing a Staff Member's Attendance for a Day

To remove a staff member's attendance code for a day - for example, if it had been posted in error - click on a day to bring up the "Post Attendance" dialog, then scroll to the bottom and click on the "Remove" button:

Staff Member Attendance Balances Screen

Balances are by Calendar.  To see the Balances for the desired Calendar, if the staff member has more than one active Calendar, use the "Calendar" selector above the Balance display:

The Balances screen shows the original and used counts for each Balance Code, for the selected Calendar:

Staff Member Attendance Calendars Screen

The Staff Member's Attendance Calendars screen shows the history of all Calendars used for them for their history in the district:

Staff Members may have multiple, separate Calendars per School Year.  One of these is the Primary.  The "current calendar" setting is no longer used.

Adding Calendars to a Staff Member

Additional Calendars can be added to a staff member at any time.   Staff Members can have multiple, separate Calendars.

Staff Member Attendance Substitutes Screen

This (Personnel→Staff→Attendance→Substitutes) is a read-only screen:

• If the staff member is a regular employee, the screen documents the substitutes who have subbed for this staff member:

• If the staff member is a Substitute, the screen documents the staff members they have substituted for:

• In all cases the staff member names are links that take you to the corresponding person's screen.