Hide courses from attendance input

You can flag a course so that period attendance cannot be viewed, entered or edited. If you flag a course to hide it from attendance input:

  • The class does not appear on period attendance input pages in the district (root organization), intermediate organization or school views.
  • The class does not appear in pick lists on class attendance pages where staff can add an attendance record.
  • In the School and Staff views, attendance records for the class do not appear on Class Attendance lists. In the Family and Student portals, the attendance columns display zero (0) values; hover over them, and a message indicates that attendance is not collected for the course. (However, Aspen will display any attendance records that were created before the "hide from attendance" flag was set.)
  • On Academics detail pages, the Attendance Summary section does not appear for a hidden course.
  • Aspen displays a warning message, "Attendance is not collected for this course", when a staff member tries to add an attendance record for a course hidden from attendance input.
  • For Aspen mobile:
    • In the Staff view, the message "Attendance is not collected for this course" appears on the Class Attendance page for the class.
    • In the portal views, the message "Attendance is not collected for this course" appears next to the class on the Academics page in the Student view. A user will also see this message on the Attendance page in the Family view when they click or hover over this icon Attendance Not Collected icon next to the class name.
      Note: It is recommended that a district enables this feature before the school year begins. If you set the Hide from attendance flag after teachers have taken period attendance for the class, those historic attendance records will appear on Class List views.

To hide courses from attendance input:

  1. Set ownership at the Hide from attendance drop-down in the District (Root Organization) view, District > Setup > Preferences > Schedule category > Course Field Ownership section.
    • If you set this field to District, then you select the courses to hide from attendance input in the District (Root Organization) course catalog, and this setting will filter down to those courses at the school level. The Hide from attendance field cannot be edited in the School view.
    • If you set this field to School, then you select the courses to hide from attendance input in the intermediate organization or school course catalog.
  2. Enable the Hide from attendance field for the selected courses in the appropriate view:
    1. Log on to the District (Root Organization), Intermediate Organization or School view.
    2. Select Schedule > Courses.
    3. Select the course you want to hide from attendance input, and then click Details.
    4. If you are in the Intermediate Organization or School view, click the Grading tab.
    5. Select Hide from attendance.
    6. Click Save.

Once the Hide from attendance field is enabled, staff members can no longer create, edit or view attendance records for the course sections.