Emergency Attendance Page

On this page:

Use this page to process attendance for your building in the event of emergencies on the current day. The page's alphabetical tabs include all students registered in your building, as well as students attending classes who are registered in other buildings. Tabs also are provided to combine all students who are accounted for and those who are not.

Initially, the page displays attendance submitted by teachers through the Emergency Attendance page in Teacher Access Center (TAC). Students can be recorded as Accounted For, Absent, or both. You can review and edit teachers' submissions in the eSchoolPlus page, enter attendance for students who are not accounted for, and generate a report in either pdf or Excel format.

Caution

Once the Emergency Attendance process begins, the Clear Emergency Attendance option should not be used, since this deletes all entries in the current building regardless of the user. Also, keep in mind that the Emergency Attendance page is not tied to a date. As such, the page cannot be saved as a long-term record of attendance taken on a particular day.

Be sure to save your entries periodically to update your building's emergency attendance. Also, you must save the Emergency Attendance page before generating the Emergency Attendance report.

Clear previous attendance for the current building

The Emergency Attendance window may contain entries from the last time emergency attendance was taken for the current building. If so you should clear this information as follows before entering new emergency attendance:

1. Select 

   

    (Additional options).
2. Select Clear Emergency Attendance.
3. In the Warning window, click Yes.

Change buildings for taking emergency attendance

On the Selections panel, change the selection in the Building field to use a different building for entering emergency attendance.

Selecting a different building refreshes the listing on the Students panel to display students who either are registered in the selected building or are attending classes in the building but are registered in another building. Students registered in another building are identified by an asterisk ( * ).

Enter emergency attendance using the alphabetical tabs

1. On the Selections panel, complete the Building, Staff, and Room fields to identify the current entries.
   Changing the selection in the Building field refreshes the page to display students for the building selected.
2. Select Attendance > All > Office > Emergency Attendance.
3. Use the alphabetical tabs to look for a student by last name.
4. Mark the student as Accounted For, Absent, or both, whichever is appropriate.
5. Repeat Steps 2-3 to find additional students manually.
6. Click Save.

Search for students using the Student Search fields

1. Enter criteria in the Student Search fields:
   Student ID
   Enter the student's ID as search criteria. You must enter the full ID number to find a student.
   Student Name
   Enter the student's name in the following format: LastName, FirstName MiddleName or Initial, for example, Hartford, James A.
   You must use a comma after the last name if you are entering a first name.
   You can enter parts of names, as long as you adhere to the above format. Examples:

   Enter...	To find...
   Ash	Ashe or Washington (any first name)
   Ace, Ton	Acer, Tony or Wallace, Antonio (any middle name/initial)
   Ander, Den A	Anders, Dennis A or Landers, Eden Ann

2. Click Search.
3. Your next step depends on the success of your search:
   • If one student matches your entry, the Student Detail window displays. For more information, refer to the following procedure: Enter attendance in the Student Detail dialog.
   • If several students match your entry, the Student Search window displays listing the students. Select the student you want by double clicking the student's name, which displays the Student Detail window. For more information, refer to the following procedure: Enter attendance in the Student Detail dialog.
   • If no students match, use the Student Search window to search for the student. For more information, refer to the following procedure: Search for a student in the Student Search window.

Search for a student in the Student Search dialog

Use the following procedure if you did not find the student using the page's Student Search fields.

1. If needed, click the Selections section's title to expand the section.
2. Delete any entries that may not apply, such as your previous criteria or the default building.
3. Enter criteria in the Student Search window's fields.
4. Click Search.
5. If one or more students display, select the student you want by double clicking the student's name. This displays the Student Detail window. For more information, refer to the following procedure: Enter attendance in the Student Detail window.
   or
   If the student you want does not display or no students display, repeat the procedure, but change your criteria in Step 3.

Enter attendance in the Student Detail dialog

After you search for and select a student, the Student Detail dialog displays.

1. Enter attendance in the dialog's fields
   If a field is already selected, then the attendance was entered and saved previously. In this case, you may change the selection if needed.
   Student is Accounted For
   Select the checkbox if the student is present or is otherwise accounted for. Your choice also depends on your building's emergency attendance procedures.
   Student is Absent
   Select the checkbox if the student is not present.
   
   • If both this checkbox and the Student is Accounted For checkbox are selected, then the student is known to be absent.
   • If this is the only checkbox selected, then the student is considered absent and unaccounted for.
     However, your entry may depend on your building's emergency attendance procedures, which may differ from the above.
2. Click OK to close the window and return to the Emergency Attendance page.
3. After completing your attendance entries, click Save.

Run the Emergency Attendance report

1. Click Save in the Emergency Attendance page. Otherwise, your attendance entries will not be reflected in the report.
2. Select 

   

    (Additional options), then select Run Report.
3. In the Report dialog, complete the following fields:
   Output Format
   Determines the type of file to generate.
   Select:
   PDF - to produce a pdf file.
   Excel - to produce a spreadsheet.
   Print Only Not Accounted For
   Checked if the report should only list students who are not accounted for. These students display in the Unaccounted tab.
   Print Contact Information
   Checked if the report should include the names and phone numbers of students' contacts. Unchecked if contact information should not be included.
   The contact and phone types available for the Emergency Attendance report are defined in your building's TAC Building Configuration page.
4. Click OK.
5. Use the Tasks/Reports options on the Navigation bar to view task status and retrieve reports.

Fields

Selections Panel
These fields identify the building for listing students and the person taking attendance.

Students Panel

This panel includes a section for searching for a student and then a section of tabs listing all students registered or attending classes in the building selected.

Student Search Section

Enter criteria in one of the following fields, then click Search to launch a search and display the Student Search dialog.

You also can display the Student Search dialog by clicking Search without using either field. You then can run a search by entering criteria in the dialog's Selections section and clicking Search.

Tabs (A-Z, Unaccounted, and Accounted For)

The section includes a tab for each letter of the alphabet to let you to look up students by their last names. Two additional tabs are provided, one for listing all students who are not accounted for (Unaccounted) and the other for listing all students who are accounted for.

To update the listings in all tabs while taking attendance, click Save.

The following fields display within each tab for listing students and taking attendance:

Field	Description
Accounted For	Checked if the student is accounted for, whether present or absent. Unchecked if the student is not accounted for.
Absent	Checked if the student is absent.
Name	Student's name. An asterisk displays next to the student's name if the student is registered in a building other than one identified in the Building field. If attendance has been entered for a student, the (View detail) icon displays next to the name. Click the icon to display the Student Attendance Detail window, which shows the student's classes and attendance entries for today's date. For field descriptions, refer to Student Attendance Detail Page. The window's fields are listed under the Attendance Panel's Attendance section.
Student ID	Student's identification number.
Grade	Student's grade.
Gender	Student's gender, F for female or M for male.
Homeroom	Student's homeroom number.
Birth Date	Student's date of birth.
Staff	Name of the staff member who entered attendance.
Room	Room number of the class or activity for which attendance was entered.