This article explains how you can mark attendance for events, such as excursions and camps.
When you are creating an event, you can decide whether to allow student's class or period attendance to be marked via the event attendance function. To do this, you will need to choose an Attendance Reason in the "Mark Class/Period Attendance As:" field. This will automatically update the student's attendance with this attendance reason when you take the roll during the event. If a student is Absent for the event, Xuno will mark the student's attendance as "UA".
Note:
- Scheduled Attendance will not be created when a new event is created.
- The Period selection field has been removed from events as it is no longer relevant to the new event attendance function.
- All existing events created and approved prior to this new feature will continue to follow the 'old' event process.
- All existing 'draft' events will need to be reviewed and updated to follow the new event design before approval.
In this article
How the main student attendance works with event attendance
As the scheduled attendance field is no longer available when creating an event, the student's attendance will be left as 'unmarked' when an event is approved and published.
On the day of the event, the teacher is presented with two attendance options for each student attending the event:
- Present - student's attendance will be marked with the selected attendance reason in the "Mark Class/Period Attendance As" field.
- Absent - student's attendance will be marked as UA.
How the student attendance is marked, will be dependent on the "Date From", "Date To", "Time From", "Time To", and "Mark Class/Period Attendance As" fields for the event.
Example:
Student attendance will be marked in accordance with the event date, event time and event attendance reason selected.
Period Times:
Home Group - 8:30 am to 8:45 am
Period 1 - 8:45 am to 9:45 am
Period 2 - 9:45 am to 10:45 am
Recess - 10:45 am to 11:05 am
Period 3 - 11:05 am to 12:05 pm
Event Date - 2nd October
Event Time - 10 am to 11 am
Mark Class/Period Attendance As - Excursion
Only period attendance for Period 1 and Period 2 will be marked.
If the student is marked Present for the event, the student attendance will be marked as "Excursion". If the student is Absent, the attendance will be marked as UA.
If the student's attendance is marked before the event attendance is recorded, the attendance reason will be shown, and the teacher will not be able to change this.
Note:
If "Mark Class/Period Attendance As" is set to "Not required", event attendance will not update the student's attendance roll.
If there is a scheduled attendance for a student on the same day as the event date, the event attendance will show the marked attendance set for the scheduled attendance.
If a student is unable to attend the event and the parent has submitted an absence note via the parent portal or family app, the attendance administrator will approve and mark the roll, which will be reflected in the event attendance.
Writing back of Event Attendance to Class Roll:
- If the Class Roll is 'Unmarked' and the teacher marks the roll as 'Present' in the Event Attendance, it will write back to the Class Roll accordingly. If the teacher marks the roll as 'Absent' in the Event Attendance it will write back to the Class Roll as 'UA'.
- If the Class Roll is marked as 'Unapproved Absence' (or any other attendance reasons with Treat As set to 'Unapproved Absence'), and the teacher marks the roll as 'Present' in the Event Attendance, it will write back to the Class Roll with the reason set for the event ('Mark Class/Period Attendance As' field). However, if the teacher marks the roll as 'Absent', it will not write back to the Class Roll.
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If the Class Roll is marked as 'Present' (or Treat As 'Present'), and the teacher marks the roll as either 'Present' or 'Absent' in the Event Attendance, it will not update the Class Roll.
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If the Class Roll is marked as 'Approved Absence' (or Treat As 'Approved Absence' ), and the teacher marks the roll as 'Present' in the Event Attendance, it will update the Class Roll. If the teacher marks the roll as 'Absent', it will not update the Class Roll.
Note:
Present & Absent buttons will always be clickable in the Event Attendance.
Comments/Notes will be displayed in Event Attendance once the teacher marks the roll in either Class Roll or Event Attendance.
Setting up event attendance
- Go to School > Events, Fees & Forms > Events & Fees.
- Click on the Add Event/Fee button to create a new event.
- In the event Details tab, enter as many details as required and then click Save.
The following fields must be entered in order for event attendance to be activated upon event approval.
Date From - start date of the event
Date To - end date of the event
Time From - start time of the event
Time To - end time of the event
Mark Class/Period Attendance As - the attendance reason the class/period attendance will be marked as. Please note that if "Not required" is selected, NO student attendance will be marked for this event.
- Go to the Students tab and add students for this event.
- Enter cost details, staff details, document attachments, and create event form questions if required.
- Approve and publish the event when you are ready.
- On the day of the event, staff will go to the Students tab in the event and mark the event attendance for each student. If the Mark Class/Period Attendance As field is set to an attendance reason other than "Not required", then that attendance reason will be recorded when the staff clicks on the Present button. The student attendance roll will be marked as UA if the staff selects the Absent button. If the student attendance has been marked before the marking of the event attendance, the Present and Absent buttons will not be available. Staff will simply see the attendance reason marked for this student.