Absence Events

Absence events are:

• used to track students arriving and leaving the school

• used in Synergetic to record when a student is absent or other absence- or attendance-related events are to be recorded

• viewed and managed using the Absence Events Maintenance window

• defined in the luAbsenceEventType lookup table.

Many of the absence events:

• explain why a student is not marked as attending one or more classes/lessons or morning/afternoon roll call

• record planned absences by students.

Absence events are categorised into the following absence event types:

Absence events can be recorded for:

• individual students (see below)

• groups of students (see Entering Bulk Absences)

Recording Absence Events for individuals

To record absence events the Absence Events Maintenance window must be used. Using this window you can:

• Search for existing absence events

• Add new absence events

• Modifying existing absence events

It is important to note that absence slips MUST be superseded by a particular type of absence event in order for attendance to be recorded correctly.

Accessing the Absence Events Maintenance window in eSIS (for Admin Officers)

• Click on the Students tile

• Select Absence Events Maintenance from the drop down menu:

The Set Absence Events Search Criteria window will appear:

• Recording Absence Events

• Once teachers have completed the attendance roll for the session a list of all students with absence events can be viewed by the Attendance/Admin Officer.

• The video below describes how attendance officers should deal with Absence events:

This process can also be sumnmarised as follows:

• Use the filters available in the Set Absence Events Search Criteria window to search for absence events by setting the Search Criteria. The date defaults to the current date allowing the absence slips created from the roll marking during the day to be accessed quickly and easily.

• Click OK.

The Absence Event Maintenance screen will open displaying a summary of absence events meeting the search criteria. 

These Absence slips must be confirmed so they no longer appear as 'Slips' but are assigned an Absence Type. They need to be superseded by a new Absence Event.

Superseding Existing Events

Superseding Existing Events is selected when there is a need to supersede (override) an existing absence event entry with another absence event.  This would normally be required after a teacher has marked the roll creating attendance slips. These are listed under the Actual tab on the Create Absence Event page. The attendance slips must be superseded by absence events.

To create a new Absence Event that will then be used to Supersede the existing Absence slip:

• Select Add on the right hand side of the window to create a new absence event:

The Create Absence Event window will open (see below). Complete the steps below, ensuring that the Absence Event Type (1) is added before the student ID is added.

• Select the Absence Event Type (1) to be entered at the top of the Create Absence Event window

• Enter the Student ID (2) or use the ... (3) to find the student. Student IDs for the students required will appear in the Absence Events Maintenance window above

• Select the date of the absence and who reported the absence (4)

• Select the Absence Type (5)

• Under the Actual tab on the bottom left of the screen, click on the yellow 'Slips' item to turn it to green (A). Hold down Control and click on each event if there are more than one (A)

• Click Supersede (B):

The Auto Match screen will appear.

• Click OK to confirm that you want to supersede the original slip:

• Click Submit (6 above)

The screen will return to the Create Absence Event window. The Absence Event will now appear in the Absence Event Maintenance summary window displaying the Absence Type rather than a slip.

A summary of the steps required to clear slips for the main absence event types is available for Attendance Officers. This sheet can be printed off and used by Attendance Officers until they become familiar with the process.

Remember that ALL 'slips' MUST be cleared by the end of each day.