Admin Attendance: Attendance Roll-Up
Overview
This document explains how the Attendance roll-up procedure converts the entered Period Attendance into the Daily Attendance format required by the Ontario Ministry of Education.
Roll-up Calculation
For Daily Attendance, all that is required is that there be a Date and Attendance codes for morning and afternoon. No reasons or times are recorded. Our algorithm examines Period Attendance and the students’ timetable to determine whether they were, in fact, Present at school in the morning and the afternoon. (Afternoon starts at a noon, 12:00 PM, not when students start their lunch). Therefore, if a student arrives at school at 12:15 for her class which starts at 11:30 and goes until 12:50, then she will be considered to be Late for the afternoon and Absent for the morning.
If a school has very unusual Start and End times for the school day -- for example a school might need to start at 7:30 and run until 12:30 because another school needs to use its building -- the Mid-day Time field, found in the Preferences > School Acedemic > Attendance Rollup window may be used to define a different time .
A student’s timetable is taken into account in determining daily Absences and Lates. For example, if a student whose first class is at 10:00 is marked Late, or signs-in at 9:30, she will not be considered Late as far as Daily Attendance is concerned. After all, how can she be late at 09:30 if she’s not expected at school until 10:00? On the other hand, such a student marked Absent for her 10:00 Period, but Present for her 11:00 Period will be considered Late for school because she missed her first class. If she also had a class at 09:00 and was not marked Absent for it, then this student’s Absence for the time 10:00 to 11:00 will be ignored in the rollup for Daily attendance but would remain in her Period Attendance profile. This student, although not Present for the entire morning, was Present part of the time. The rollup considers a student Present in the AM if, at some point in the morning, she was Present, even if for only a few minutes.
Note: Study halls are not taken into consideration as Classes during the rollup procedure. This means that schools have the option of recording, or not recording, Attendance for study halls. Attendance recorded stays with the students’ Period attendance. However, if not recorded, the student will not be considered to be Present; as he or she would be when not recorded Absent for a regular class.
The roll-up will be performed on every Attendance-taking day.
Attendance Roll-up Examples
In the examples below, the lack of any data in the AM and PM columns for Daily Attendance indicates that the Period-to-Daily Attendance rollup concluded the student was Present at some time in either the AM or the PM of the day. In some cases you will see ‘N’ in these columns. These indicate that the student is in a Track which has no Classes at that time or the student is on the part-time register and has no instructional Classes for that half-day. An example of such a Track is AM or PM Kindergarten.
Circumstance | Period | Code | Absent from School | AM | PM | |
|---|---|---|---|---|---|---|
1 | Sign in at 10:30 | 1 2 | A L | 09:00 – 10:00 10:00 – 10:30 | L | |
2 | Sign out at 11:30 | 3 4 5 6 | E A A A | 11:30 – 12:00 12:00 – 13:00 13:00 – 14:00 14:00 – 15:00 | A | |
3 | Absence for student whose first Class is in Period 1 | 2 | A | 10:00 – 11:00 | ||
4 | Absence for student whose first Class is in Period 2 | 2 | A | 10:00 – 11:00 | L | |
5 | Teacher recorded Late for Period 1 | 1 | L | 09:00 - | L | |
6 | Teacher recorded Late for Period 2 | 2 | L | 10:00 - | ||
7 | Teacher recorded Late for Period 2 for student whose first Class is in Period 2. | 2 | L | 10:00 - | L | |
8 | Teacher recorded late for Period 4. First Period in PM. | 4 | L | 12:00 - | L | |
9 | Student has only 2 classes, Period 1 and 2, and misses both. | 1 2 | A A | 09:00 – 10:00 10:00 – 11:00 | A | N |
10 | AM Kindergarten absent for the morning. (Counts as full day). | AM | A | 09:00 – 11:45 | A | N |
11 | AM Kindergarten late | AM | L | 09:00 - | L | N |
12 | Student has Classes only in Periods 5 and 6, and is marked Late for Period 5. | 5 | L | 13:00 - | N | L |
13 | PM Kindergarten student Absent (Counts as full day in totals). | PM | A | 12:30 – 15:00 | N | A |
14 | Student signs in at 12:30, during his Period 4 class | 1 2 3 4 | A A A L | 09:00 – 10:00 10:00 –11:00 11:00 – 12:00 12:00 –12:30 | A | L |
14 | Student signs out at 09:30 and back in again at 12:30 but has no Period 4 class. | 2 3 4 | A A L | 10:00 –11:00 11:00 – 12:00 12:00 –12:30 | ||
15 | Part-time student has no Period Attendance recorded but his only AM class is a homeroom or study hall. | N | ||||
16 | PM Kindergarten student on a Grant Day. (Not counted in totals) | PM | G | 12:30 –15:00 | N | G |
Attendance Roll-up Options
Rollups to Daily Attendance will be performed automatically during Attendance recording when using the Individual Attendance and Class/Group Attendance modules. As soon as the Attendance is saved, a rollup to Daily Attendance would take place for those students whose Attendance has just been recorded.
The rollup will be triggered after each Period in which the students’ Attendance is recorded. Only after the last Period Attendance is recorded would the rolled-up Daily Attendance be accurate. For example, suppose a student has four Classes in a five-period day where Period 4 is lunch. When his Period 1 Absence is recorded he would be rolled up to Late in the morning because he has not been marked Absent for any other Periods. When his Period 2 Absence is recorded and rolled up again, his Daily Attendance shows Late for the morning but Present for the afternoon. Once his Period 3 Absence is recorded and rolled up, his Daily Attendance shows Absent for the morning and Late for the afternoon. Finally, if he’s marked Absent for the last Period, his Daily Attendance shows Absent, both morning and afternoon. To achieve this using the auto rollup feature, the student’s Attendance was rolled up four times.
The roll-up will not be performed for students who do not have any classes scheduled on an Attendance-taking day. Their Daily Attendance on such days is Non-instructional (N).
Manual Rollup
Beginning with TWebSchAdmin 5.40.20 in May, 2017, you've had the ability to manually trigger an Attendance rollup. A school may need to do this, for instance, in the event of a change to the school calendar. In Admin Attendance, Click Class/Group and you'll see the Attendance Rollup choice at the far right end of the Attendance Date display.