Enter class attendance in the office

If teachers in your school enter period attendance, office staff can view, enter, and edit class attendance by student in the School view. The Class Office side-tab lists all students who have at least one attendance code entered for a specified date. In addition to the Daily Code, the page displays attendance records by period.

Note: You can also enter attendance for several students at once, by section, homeroom, group, snapshot, or selection on the Class Attendance Office Input page.

To use the School view to view, edit, or enter period attendance:

  1. Log on to the School view.
  2. Select Attendance > Class Office. The Class Attendance Office Input page appears.

  3. " "

  4. The page lists all students by last name. The Daily Code column displays any attendance code entered for the student's daily attendance.

    Notes: 

    • Attendance Activity is the default filter; it lists the students who have an attendance record for the specified date.

    • The Class Cut filter displays students who were present but marked absent for at least one period (they do not have a Daily Code).

    • The Attendance Discrepancy filter displays students who have a Daily Code (such as Absent or Tardy) and are not marked absent for any period.

  1. In the Daily Code or any period column, click ... to enter an attendance code for that column. If your school wants you to record more information, a pop-up prompts you for it. Enter it, and then click Save.
    Note: If your school uses receipts and your user preference for printing class attendance receipts is enabled, you can click Save and Print on the period column pop-up to print the class attendance receipt.

  1. Notes:

    • When the Attendance activity tracking preference is enabled by the district (root organization), intermediate organization, or school, if an override reason is required, the Override Reason field appears on the pop-up. Click , and then select a code to describe the absence. If you select Other, enter an Activity Comment to describe the reason. Click OK.
    • You cannot enter an attendance code if the course is flagged to prevent period attendance input. If you try to create or save an attendance record for the period, the message Attendance is not collected for this period appears.
  1. To apply the daily attendance information to the student's class attendance for that date, click >>. The page displays the attendance code in any period that meets that schedule day for that student.

  2. For each period that the student has class, a class attendance record will be created if the daily attendance code is an absence, and there is no class attendance record for that period. New class attendance records are not created if the daily attendance code is tardy or dismissed.

    If a class attendance record exists, the class attendance code is not updated. The following fields in the class attendance record will be updated with the corresponding information from the daily attendance record:

    • ExcusedIndicator
    • OtherCode
    • OtherCode02
    • ReasonCode
    • Comment

    Note: If your school takes second daily attendance and has enabled the Push AM/PM from Class office Student Daily Attendance preference, the Daily Code PM column appears. You can push AM or PM daily attendance records to the appropriate morning and afternoon periods to create period attendance records.

    Periods are designated as AM or PM in the Type field on the Bell Schedules Details page. (This field is available on a customized template. Contact Aspen Technical Support for assistance.) If your school has a non-scheduled period in its bell schedule, it cannot be aligned as AM or PM. The Class Attendance Office Input page only supports periods that are defined in the school's schedule structure.
    Example: Your school has designated periods 5-7 as PM periods. A student has an excused absence one afternoon (the Daily Code PM column displays A-E). When a staff member pushes the A-E code (>>>), Aspen updates the attendance records for periods 5-7.

  1. Notes:

    • If your school uses Attendance activity tracking, and an override reason is required for any one of the student's class attendance, the Override Reason field appears on the Push Daily Attendance pop-up.
      Push Daily Attendance pop-up
      Click , and then select a code to describe the absence. If you select Other, enter an Activity Comment to describe the reason.
    • When the Attendance activity tracking preference is enabled, the user's edit privilege level setting comes into play. The Attendance History icon appears for a student in the Daily Code or any period column. This icon indicates that the student has a class or daily attendance record for that day. Click the icon to see a list of attendance activities in the Attendance History pop-up. If the icon is red, the attendance buttons are disabled, and you cannot edit the attendance record.
    • If you click >> in the Daily Code column to apply the daily attendance code to all periods, Aspen skips any period that is flagged to prevent period attendance input. If you try to create or save an attendance record, the message "Attendance is not collected for this period" appears.