The Class Attendance by Student report is a fantastic tool for getting a high level look at class attendance totals across an entire term. It's also helpful for dialing in on particular students, allowing you to identify absences at a glance.
Using the Class Attendance by Student report is easy.
First, go to the Administrator Reports tab. Then, click on the "Class Attendance by Student" button located in the Student Reports section.
The report has two settings: Term and Grade Level.
- Term: By default, the most recent active term will be selected. You can view inactive terms, too, by simply selecting them from the dropdown menu.
- Grade Level: The report will only allow you to view one grade level at a time. However, it's important to note that the grade level menu sorts students based on their current grade level, not their grade level during whichever term you've selected. In other words, if a particular student was in fourth grade last year and is in fifth grade this year, then you'll still need to select Grade Level "5" to access their class attendance even if you've selected a term from a previous school year.
After you select a term and a grade level, students and attendance records will appear below. The report displays information using the following process:
- First, it displays Students (organized alphabetically)
- Second, it sorts each day in the selected term by Month
- Third, it breaks down each month by which Classes* took place that month
- Finally, the report displays Class Attendance records for each individual day
Note: Classes are organized first by the start time of the period assigned to the class, and then by alphabetical order. Classes with no period assigned to them will appear at the top of the list.
In addition to the day-by-day view, the report also provides general class attendance totals and daily attendance totals for each student in the top left and right corners, respectively.
Note: If you notice that not all days of the week are appearing on the report, you may need to configure which days attendance can be taken on. For more information, please click here.
It's important to note that "Excused Absences" and "Unexcused Absences" are tallied slightly differently depending on how many instances are recorded on a given day. Consider the following example:
On Monday the 21st, this Student received six Excused Absence marks (here "Ea") and as a result has a total present value of "0" for the day. However, on Tuesday the 29th, the Student received only one Excused Absence yet receives a total present value of "1" for the day. Gradelink uses the following logic for interpreting different numbers of both Excused and Unexcused Absences recorded on the same day:
|# of Excused/Unexcused Absences||Attendance Total for the Day|
|1 or less||1|
|2 or 3||0.5|
|4 or more||0|
Therefore, to ensure that Student attendance is accurate, Teachers should always record an attendance value for their students even if they have already been marked absent - in other words, if your school takes Class Attendance and a given Student is marked as absent in their first class of the day, it is imperative that every other Teacher that has that Student in one of their classes continues to record attendance for that Student even if it's just entering "Excused Absence" or "Unexcused Absence" again.