Create and Manage Attendance Codes

PATH: System Administration > Attendance > Attendance Codes

The Attendance Code Editor is used to create the attendance codes that are assigned to student attendance entries. These codes need to be assigned to a school calendar.  When the calendar is rolled over for the next school year, the codes will follow.  New codes can be created at any time. An attendance code cannot be deleted if attendance records are tied to that code. If this is attempted, the user will receive a warning.

Attendance Codes

School staff are allowed to create specific attendance codes for use in a specific school.  However, state law must be taken into account, meaning local attendance codes need to be mapped to state codes.

Before doing this, ensure that the appropriate school and year are selected in the Campus toolbar.

Attendance Codes Editor

The following fields are available when adding an Attendance Code.

NameDescription

Code

Required

Displays the code associated with a student's attendance event.  This code is displayed in the teacher's attendance view, but cannot be edited.

Description

Required

Displays the definition of the code.
Status

Represents the type of absent for the associated event.

  • A = Absent
  • T = Tardy
  • E = Early Release
ExcuseIndicates the absent as being Unknown, Excused, Unexcused or Exempt.
State Code

State DOE-defined code associated with a district's defined attendance code.

This field only displays in state-linked districts.

Display code in behavior resolution

When marked, indicates this attendance code can be assigned to students who have a behavior resolution that forces the student to be absent. See the Linking Behavior and Attendance Records section for more information.

Users must have at least R(ead), W(rite) and A(dd) tool rights to the Attendance Code tool in order to mark and save values for this field.

This field can be included in Ad hoc filters (Attendance > Period Mark Detail > attendanceDetail.behaviorExcuse) or for Kentucky users (Attendance > KY Attendance Daily Summary > kyAttDailySummary.behaviorExcuse).

Linking Behavior Records and Attendance Records

Schools can indicate which attendance codes can be associated with a behavior resolution, letting the attendance office and teachers know that the student is not in class because of a behavior incident.

Follow the steps in the table to link behavior events and attendance data.

TaskTool
Mark the appropriate attendance codes that relate to behavior resolutions.Attendance Codes (.1821 and previous)
Mark the appropriate behavior resolution types to allow for attendance modification.Resolution Types
Create a behavior incident, assigning events and participants.

Behavior Management

Behavior Referral

Enter a behavior resolution for one of the event participants.

Behavior Management

Student Behavior

Verify the entered behavior event and resolution, and mark the incident complete.Behavior Management
Verify the behavior event displays on the student's behavior tab.Student Behavior
Verify the attendance tab displays an entry for the behavior resolution.Student Attendance
Generate a report looking for any inconsistencies in linked behavior/attendance records.Behavior Attendance Audit Report

Marking the Display code in behavior resolution checkbox on the Attendance Excuse Detail editor allows students to be automatically marked absent for the duration of the resolution, if the student requires a behavior resolution that removes the student from attendance classes (i.e., out-of-school suspensions).

Only those attendance codes marked to display in behavior resolutions will appear for selection when assigning a behavior resolution to a student.

Step 1 - Attendance Code marked for Behavior

Create Attendance Codes

  1. Select the New icon.
  2. Enter a local Code (two or three characters in length).
  3. Select the appropriate State Code from the dropdown list.
  4. Enter a local Description that defines the entered code.
  5. Select the appropriate Status and Excuse for the state code selected.
  6. If appropriate, mark the Display code in behavior resolution checkbox.
  7. Click the Save icon when finished. The new attendance code will be listed in the Attendance Excuse Editor.

State-Specific Information

States may have approved attendance codes for districts to use. Review the information for your state in the Localization section of the Knowledge Base for more information

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