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Attendance

Used to record daily attendance for every client assigned to a course or for one individual client in one assignment.

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Main Menu > Clients > Attendance

Applies To:    Enterprise   

Details

  • The Attendance section is designed to enter the actually attended hours for each client/course on a specific date.  The system will also allow the user to enter aggregate hours on specific dates such as all August hours on 8/31 or all quarter hours on 9/30.  The primary limitation when entering aggregate hours is the inability to report out in detail form.  When entered as aggregate, reports can only display to the aggregate level as entered.

  • Some organizations prefer to record only absences. This feature does allow for that method, but reporting is designed with other intent that attendance and absences are both recorded.

  • If attendance has been entered already using one method, the user can change methods without changing past records.  Be sure not to duplicate records if the method of entry is changed.  XenDirect also supports using one method for one course and a different method for other courses.

  • Daily attendance supports recording the number of hours a client attended per course per day. Absences are recorded as zero hours, so tracking absences would be on a per-day basis, not per hour.

To Add One New Record:

This process adds one attendance record for one client for one course on a specific date.

1. Click on the New button in the main Toolbar.
2. Enter the Client ID and Course Code.
3. Click on the Attendance tab.

4. Complete the remaining fields as appropriate.
5. Click OK to close and save.

To Add Attendance for an Entire Course for One Day (AddAll Function):
This process adds one attendance record for each active client for one course on a specific date.  A client is considered active if the attendance date being entered falls within and includes the client's Assignment start and end dates.

  1. Click the AddAll button in the Attendance Toolbar.

  2. Enter the Course Code or use the Show List button to select a Course Code.

  3. Select a value for the Active When field.  "This day" value will only display those clients who are active on the attendance date chosen.  "This month" value will only display those clients who are active in the month of the attendance date chosen.  The default is "This day". 

  4. Select to preset the Delete field for the attendance grid.  If set to yes, the deleted field will be checked for all rows.  If No, then the Deleted field will not be checked for all rows.

  5. Select the Attendance Code desired. You will have an opportunity to change this later for individual clients.

  6. The Date and Hours will automatically set a default. The hours' value will determine the default based on the start and end times. If not available, the Contact Hours Per Day field is used. Edit as necessary.

  7. Click OK.

  8. A list will display all the active clients in the course in a grid format.  The Attendance records as viewed at this point in the process are saved.  Any existing attendance records for this course on this date will not duplicate and will appear in the grid.

  9. Edit Attendance Codes, Attendance Hours, and any other data as necessary for each client. Use the delete checkbox to delete the record when saving changes.

  10. If using a Tardy or Left Early attendance code and desire the hours to calculate automatically, also enter the [Time In] or [Time Out] and check the calculation box.  The hours will calculate during the save process.  If there was a time break, such as lunch, add that to the [Break Hours] to reduce the hours based on the break.

  11. Click the Update button to save the revised course's attendance records OR click the Close button and the original Attendance records from Step 8 will be saved without the changes made in the grid.

  12. If the Update button was selected, the user will receive a prompt to Close or go to the Next day.  Close will return the user to the main window.  The Next day option will re-open the AddAll function for the same course code and advance the date by one day.  This feature makes adding multiple dates for the same course convenient.

Notes About the AddAll Function

  • A Client will appear in the AddAll grid list based on their Assignment Start and End Date in reference o the date to which the user is recording attendance.  Displaying in the AddAll grid is not based on the Assignment Enrollment Status unless both the Assignment Start and End Dates are blank.  For example, if a user is recording Attendance for 11/7/2022, then all Clients with an Assignment Start Date less than or equal 11/7/2022 and an Assignment End Date greater than or equal 11/7/2022 will appear.

  • If the Assignment Start Date is blank but not the End Date, the Client will show for attendance dates less than or equal to the recording date.

  • If the Assignment End Date is blank but not the Start Date, the Client will show for attendance dates greater than or equal to the recording date.

  • If both Start and End Dates are blank, then the Assignment Enrollment Status is the field used to determine display in the grid.  Only Enrolled/Active and Approved Visitor status values will display.

  • If a Client already has attendance recorded on that date, they will display regardless of the settings.
  • The suggested solution to preventing a client from displaying in the Attendance grid is to set the Assignment End Date to match when the client left the class.  If the client dropped before class started, change both the Start and End Dates to the first day of class or the registration date.

  • Checking the "Recalc" checkbox causes the hours to recalculate when clicking the "Update" button only if the Attendance Code is either Tardy or Left Early and a time has been entered into the Time fields.

  • Checking the "FTE" checkbox causes the hours considered to be FTE funding only and will not appear on an EPE funding report.

  • Users who do not have permission to edit attendance records will not see existing Attendance records when using the AddAll function.  Only new Attendance records created by the AddAll process will display. 

  • Users who do not have permission to add attendance records cannot use the AddAll process.

Field Details

  • Info: Primary information about attendance record.  Client's ID Number and Full Course Code.

  •  Attendance:

    • Attendance Code:  From Attendance Code select list. Not a user-defined list but the list can be modified to determine which code options are displayed.

    • Attendance Date:  XenDirect always inserts the current system date. The user can type over the current date with another date for attendance.

    • Hours:  Defaults to a number of contact hours associated with the course section.

    • Break Hours: Number of hours for a break, such as a lunch break.  Optional.

    • Time In:  Time the client arrived at class.  Optional.

    • Time Out: Time the client left class.  Optional.

    • Makeup Hours:  Number of hours allocated to Make Up for this date.

    • FTE:  If FTE is checked, attendance hours will not appear on any EPE reports.

    • Notes: Record any additional notes regarding the course or client attendance record.

    • Scanned:  Identifies if this record was added manually or using the form scanning process.

  • Clicking the [Recalc] button causes the hours to recalculate.  The hours will record as follows:

    • If [Time In] and [Time Out] are both entered, [Hours] will calculate the difference between [Time In] and [Time Out] regardless of the [Attendance Code] selected.
    • If a Tardy [Attendance Code] is selected, only enter the [Time In]. The [Hours] will calculate the difference between [Time In] and course section start time subtracted from the course section's daily contact hours.
    • If a Left Early [Attendance Code] is selected, only enter the [Time Out]. The [Hours] will calculate the difference between [Time Out] and course section start time.
    • If [Time In] and [Time Out] are blank, the [Hours] will calculate the course section daily contact hours times the credit value for the [Attendance Code].


 

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