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How To Activate Attendance To Show Teachers Before the School Year Starts

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Date2/9/2015
TitleHow To Activate Attendance To Show Teachers Before the School Year Starts
SummarySchools often want teachers to walk through the process of taking attendance in the Teacher Portal before the school year starts (during In-Service training, for instance). This article outlines the steps necessary for giving teachers the access to do this and for deleting the sample attendance that was entered.
Summary2

Schools often want teachers to walk through the process of taking attendance in the Teacher Portal before the school year starts (during In-Service training, for instance).  This article outlines the steps necessary for giving teachers the access to do this and for deleting the sample attendance that was entered.

Prior To Implementation
  • Complete the School Year Maintenance process to activate the upcoming school year.
  • Set up attendance for the new school year.
  • Schedule students into classes and/or assign them to homerooms.
  • Set teacher user accounts to the upcoming school year.
Resolution
  1. Add the in-service/training day to your school calendar by using Edit Calendars, which can be accessed through either: MMS Generations >> Daily Reporting Jobs >> More Attendance Editing Jobs or Staff Portal >> Attendance >> Editing Jobs

  2. Choose the appropriate calendar, find the date of the in-service or training, and set the '# of units' to 1.

  3. Mass-edit the student entry dates to the date you added to the calendar.  Use Mass-Edit Entry/Withdrawal Records operation, which can be accessed through either:

          MMS Generations: Daily Reporting Jobs >> Operations or
          Staff Portal: Attendance >> Operations
  1. Click on the Entries tab and choose Replace all occurrences of an entry date with a new entry date.
  1. Enter the students' actual Entry Date in Select Entry Date; enter the           new, temporary Entry Date in Replacement Entry Date.
  2. Select students in the Student Range, if appropriate.
  3. Process.
  1. Adjust the Term Definition Dates:
    1. In MMS Generations go to School Management Jobs >> Edit Scheduling Term Definitions.
    2. Change the Start Date  of any appropriate terms (such as Quarter 1, Trimester 1, Semester 1, Year) to the date you added to your calendar.
    3. Save.
  1. Teachers will be able to enter attendance for their homeroom and/or classes during the training session.
After the training, clear out the sample attendance and set the Attendance configuration back to the original settings:
  1. Delete the sample attendance that was entered by using the Move/Clear/Copy Attendance feature, which can be accessed through either:
MMS Generations >> Attendance Reporting Jobs (Daily) >> Operations or Staff Portal >> Attendance >> Operations
  1. Choose the Clear Attendance option and select the appropriate Starting and Ending Date(s).
  2. Click Process.
  1. If teachers also took Class Attendance, delete those entries by using the Mass-Edit Class Attendance feature, which can be accessed through either:
MMS Generations >> Class Attendance Jobs >> Operations or 
Staff Portal >> Attendance >> Operations
  1. Choose the Clear option, leave all of the periods selected, and select the appropriate Starting and Ending Date(s).
  2. Click Process.
  1. Change the student Entry Dates back to the first day of school using  Mass-Edit Entry/Withdrawal Records, which can be accessed through either:
MMS Generations >> Attendance Reporting Jobs (Daily) >> Operations or Staff Portal >> Attendance >> Operations
  1. Click on the Entries tab and choose Replace all occurrences of an entry date with a new entry date.
  2. Enter the students' temporary Entry Date in Select Entry Date; enter the actual Entry Date in Replacement Entry Date.
  3. Select students in the Student Range, if appropriate.
  4. Process.
  1. Set the Term Definition Dates back to the original dates:
    1. Go to MMS Generations >>School Management Jobs >> Edit Scheduling Term Definitions
    2. Change the Start Date  of any appropriate terms (such as Quarter 1, Trimester 1, Semester 1, Year) to the actual first day of school.
    3. Save.
  2. Edit the calendar to remove the extra school day(s) by using Edit Calendars, which can be accessed through either:
          MMS Generations >> Attendance Reporting Jobs (Daily) >> More Attendance Editing Jobs or
          Staff Portal >> Attendance >> Editing Jobs
  1. Choose the appropriate calendar and change the '# of units' back to zero for any additional days you added.
Additional Information
See articles on "School Year Maintenance", "Setting Up Attendance for the New school year" (need to write!!)
Applies to VersionsMMS Generations Version 13.4 and later; Portals Version 4.0 and later
Key WordsAttendance, New school year, Teacher Training for Attendance, MMSGE>Daily>Edit Calendars, Staff Portal>Atn>Edit Calendars, School>Edit Scheduling Term Definitions, MMSGE>Daily>Operations>Mass-Edit Entry/Withdrawal Records, Staff Portal>Atn>Operations>Mass

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