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SIS 2000+ Mark Reporting

Step 10, Calculate Attendance

This is a simple process that calculates basic attendance data per class and causes that information to be registered in the Report Card Comments area of the Student Marks and Class Marks applications (See Steps 9.5 - 9.5.10). This data will then be printed on the report cards. A Mark Reporting Point must be selected. A Mark Reporting Point must be selected and then date ranges for the Mark definitions within the selected Mark reporting Point. Select queries may be used to define a specific set of students who are to receive the attendance calculations.

10.1 Open the Calculate Attendance application
From the Marks Reporting Menu click on the Calculate Attendance icon button. The opening screen will be blank (Fig. 103)

Fig. 103

10.2 Define Options
Click on the 'Options' tab (Fig. 104). Select options as follows:

10.2.1 Select Mark Reporting Point
Select from the drop down list of predefined Points (Fig. 104)

Fig. 104

10.2.2 Define date ranges
Immediately after a Mark reporting Point is selected the application then finds all the sets of Mark Definitions and Mark Categories that include the selected Mark Reporting Point and registers them in a queue. A Date Range selector then automatically appears (Fig. 104a). Enter the start and end dates for the the calculation of the first Mark Category. Click on "OK" to save or "Cancel" to abort.

Fig. 104a

The Date Range selector then appears for any subsequent Mark Categories that have been retrieved. Select and save a date range for each Mark Category when prompted (required).

10.2.3 Review parameters
After all date ranges have been defined, the view will return to the main screen. All parameters will be visible in the queue (Fig. 104b).

Fig. 104b

Make sure all 'Options' parameters are correct before running the final Calc command (Step 10.4). Entries in the queue cannot be edited once they have been entered. If changes need to be made, click on the Reset command button to erase all 'Options' parameters and start over from Step 10.2.

Click on the 'Select' tab. A list of data fields is displayed (Fig. 105). These are the data fields that will available for querying. The default criteria is "All" for each data field. To apply a select query to any data field, continue with Step 10.3.1. If no queries are needed, continue to the calculation procedure in Step 10.4.

Fig. 105

10.3.1 Select data fields and apply queries
Select (highlight) a data field in the list until it is highlighted in gray (Fig. 97) and then click on the Edit command button. A query screen (criteria selection screen) will open that is specifically designed for the selected data field. In the example below (Fig. 106) the criteria selection screen for the Grade field is shown with the 'Eleventh' and 'Twelfth' grades selected for calculation.


Fig. 106

There are several possible types of queries, depending on the data field selected. The queries act in the same matter as SIS 2000+ reports. Instructions on how to apply each type of query are found in the document titled General Reporting Procedures.


• Student = Query Type 3. This query allows for the selection of a single student or any number of specific students for which attendance data will be calculated. If none are selected then "All" will be calculated.
• Last Name = Query Type 4. A contiguous alphabetical range based on last names of students may be defined for calculation . If none are selected then "All" will be calculated.
• Grade = Query Type 1. A specific grade level or set of grade levels may be selected for calculations. If none are selected, then "All" will be calculated.
• Group = Query Type 1. A specific student group or set of student groups may be selected. Those students within the group(s) will receive attendance calculations. Student groups are defined in the Group Editor application.
• Track = Query Type 1. A specific track or set of tracks from the same school site may be selected. Only those courses within the track(s) selected will receive the attendance calculations. If none are selected, then "All" will be calculated.

Apply queries as needed for each of the above data fields.


Note on Query results: Use caution when making multiple queries across data fields. Only records that satisfy all queries will be reported. Some queries may be mutually exclusive, causing the attendance calculations to yield no results.

10.3.2 Review selected parameters
After parameters are set and queries applied as needed, the view will return to the 'Select' screen. Each data field in the list will display a code after its name signifying the parameters currently applied (Fig. 107). Review the parameters. If all are satisfactory, continue to the calculation procedure in Step 10.4. If editing is required, repeat Step 10.3-10.3.1.


Fig. 107 - sample review




To restore a field's parameters to its default selection, highlight the field name in the 'Select' screen and click on the Reset command button.




To clear all parameters from both the 'Options' and the 'Select' screens, click on the Reset All command button.

After all Options and queries are set correctly, click on the Calc command button to initiate the attendance calculations (or press Ctrl+C on the keyboard). A screen gauge will indicate the progress of the calculations (Fig. 108). Press ESC to cancel.

Fig. 108

A message appears after calculations are finished (Fig. 109). Click on "OK" to confirm.

Fig. 109

10.5 View Data
Calculated attendance data retrieved by this procedure will be posted per class to the Report Card Comments area of the Class Marks and Student Marks applications. To view the data in either application, select a student then right click on target grade bucket (cell in the grid) that represents the target class and Mark Reporting point. At the lower right corner of the Comments screen that appears is the calculated attendance data for that class (Fig. 110). (See Step 9.5 - 9.5.6 for more details on the Report Card Comments interface)

Fig. 110

• Periods Enrolled -

Total number of periods this course will meet during this Report Period.
• Periods Present -

Number of periods this student was present in this course during the Report Period.
• Periods Absent -

Number of periods this student was absent from this course during the Report Period.
• Periods Tardy -

Number of periods the student was tardy to this course during the Report Period.