Enter attendance for several students at once from the office

Use the Multi-Add button on the Daily Attendance Office Input page to enter the same attendance code for several students at once by section, selection, homeroom, query, or snapshot.

Example: Assume an entire homeroom will be absent today because of a field trip. You can use the Multi-Add button to enter the absent code for all students in that homeroom. Or, if a bus full of students will be tardy, use the button to enter the tardy code for each student on the bus.
Note: You can also enter attendance for a single student here.

To enter attendance for several students at a time on the Daily Attendance Office Input page:

  1. Log on to the School view.
  2. Select Attendance > Daily Office. The Daily Attendance Office Input page appears.
  3. Click Multi-Add. The Multi-Add Attendance pop-up appears.

  1. Select Section, Homeroom, Query, Snapshot, or Selection. The corresponding pick list appears.
    Note: If you select Query or Snapshot, the queries and snapshots available are the saved queries on the Student tab.

    Example: A Bus Number query would be helpful when a bus runs late. Then, all students on the bus can receive the same attendance record at once.

  1. In the pick list, select the homeroom, section, students, query, or snapshot containing the students you want to enter the same attendance code for, and then click OK. Review the Selected students value to ensure that number matches your expectations.
  2. To determine what you want the system to do if students you include already have an attendance record for the date, select Skip or Replace. Skip is the default. If a student has an attendance record because, for example, the parent called the school to report his absence, then Aspen will skip that student. If you select Replace, Aspen overwrites the existing record.

    Note: When the Attendance activity tracking preference is enabled by the district (root organization), intermediate organization, or school, the required Override Reason field appears in the pop-up. Click , and then select a code to describe the absence. If you select Other, enter an Activity Comment to describe the reason. Click OK.

  1. To enter this attendance record for the selected students for multiple dates, click Multiple Dates. The Multi-Add Attendance pop-up displays "Start date" and "End date" fields for you to populate.
  1. On the pop-up, enter the attendance information that applies to all the selected students. At the Other codes and Reason fields, you can provide an explanation for the absence, such as a field trip. Enter any additional information for the records in the Comment field.
    Note: If your school takes second daily attendance, you must specify whether the attendance codes you are entering apply to the students’ AM daily attendance records, PM daily attendance records, or both by entering information in the appropriate section(s) of the pop-up.
  1. Click Save to close the pop-up. The attendance records for the students you selected appear on the Daily Attendance Office Input page.

    Note: To quickly change an individual student’s record, click the appropriate code in the Quick Change column (or Quick Change AM and Quick Change PM columns, if your school takes second daily attendance), or click the student's name to edit the record.

    If you click more than one code, or click the same code twice, verify that the correct values appear in the Code column.

    Depending on how your Aspen system administrator creates attendance codes, the system either adds or replaces codes you click. For example, if you click A (absent), and then click T (tardy) to mark a student tardy and absent, the system either displays AT or only T in the Code column.

    Notes:

    • If attendance has already been entered and you are preparing to enter students who arrive tardy to school, select the Tardy attendance code at the Code field and click in the Name/ID field. Then, when tardy students arrive, you only need to type their name and click Add or press ENTER.

    • When a student's calendar is not in session, the student is grayed out, and the daily and class attendance codes appear as "Not in session" in all areas of the School and Staff views where attendance can be entered. This helps prevent teachers from mistakenly marking students absent who are in their homeroom but on a different calendar from the current day, such as kindergartners or seniors.

    Note: When the Attendance activity tracking preference is enabled, the user's edit privilege level setting comes into play. The Attendance History icon appears in the History column. This icon indicates that the student had a class or daily attendance record for that day. Click the icon to see a list of attendance activities in the Attendance History pop-up. If the icon is red, the attendance buttons are disabled, and you cannot edit the attendance record.