Student Absences (Lists/Emails)
Overview
The ‘Student Absences (Lists/Emails)’ allows you to:
Generate a report (PDF) of student absences using multiple selection criteria.
Generate an export (Excel® or Word®) of student absences using multiple selection criteria.
Generate emails to students and/or parents using multiple selection criteria, e.g. all students who were 'Late for School' during a specified date range.
Save your selections so that this list/email template can be reused and will become available in your 'My Saved Lists' program.
Once it is saved in your 'My Saved Lists' area, it can be used to:
View student profiles.
Generate communications via email, SMS, or Notifications.
This program can be accessed by navigating to Staff Kiosk Listings.
My Saved Reports
If you previously saved a configuration of this listing, use the ‘My Saved Reports’ drop-down to pre-populate your preferred filters. See the ‘Save this Report as’ section below for more information.
Student Searching
Firstly, you need to determine your student selection.
Use the 'Student Selection' drop-down list to include:
All students.
Students in the Year Group(s) for which you are the 'Head' or an 'Administrator'.
Students in the House(s) for which you are the 'Head' or an 'Administrator'.
Students in your PC/Tutor Group (if applicable).
Students in your subject classes.
Use the following programs to assign staff to the following roles:
Role | Menu Path |
Head of Year | Use TASS.web Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab. |
Year Administrators | Use TASS.web Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab. |
Head of House | Use TASS.web Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab. |
House Administrators | Use TASS.web Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab. |
PC/Tutor Group Teachers | Teachers are allocated to PC/Tutor Groups using TASS.web Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry or TASS.web Student Admin > Teacher Records > Teacher Information > Teachers. Students are allocated into PC/Tutor Groups in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab or TASS.web Student Admin > Student Records > Student Information > Student Grid Entry. |
Use the 'Student(s)' quick search if running the report for a single student or a small number of students. Only students who match the 'Student Selection' that you chose directly above will be available.
Absences Filters
Next, use these fields to filter by student absence attributes, e.g., Absences of a particular 'Absent Type' or absences within a specified date range.
To filter based on absences with an 'Acceptable' or 'Unacceptable' reason, use the 'Reason' drop-down list.
Exception Criteria
Further filter the results according to the number of occurrences of the Absence Type and/or Reason.
Select the ‘Absence Type‘ and/or ‘Reason’ from the drop-down list, then enter your requirements into the ‘From’ and ‘To’ fields.
The ‘From’ field must contain a number 1 or higher.
The ‘To’ field may be left blank if no maximum applies.
The absence types and reasons that appear in the Exception Criteria menu list will match those selected above from the 'Absence Filters'. Results will include only the students who meet the criteria, and will list only their absence records for the Absent Types and/or Reasons selected within the date range entered.
Where no ‘Absence Type’ or ‘Reason’ Filters are applied above, all options will appear in the Exception Criteria menu list. Results will include only the students who meet the criteria, and will list all of their recorded Absence Types and Reasons within the date range entered.
Sorting
By default, this list will sort the data by student name.
Use the drop-down list to select an alternative sorting option.
One primary and four secondary sorts are available (use 'Then by').
Where applicable you can also use the following icons to:
 | Determine if the sort order is ascending or descending. |
 | Determine if subtotal is to be included based on the sort order. |
 | Determine if a page break is to be included based on the sort order. |
Export To
These include:
Export to PDF.
Export to Excel®.
Export to Word®.
Generating Emails.
Formatting Options
Use these options to enhance the appearance of your report.
The first drop-down list in this section of the screen allows you to determine whether the report will display the students' 'Given Name', 'Preferred Name' or 'Both'.
The second drop-down list lets you format the listing in landscape or portrait mode.
Additional Fields
Select 'Additional Fields' to include in the listing by highlighting them with a mouse click. The 'Student Code', 'Surname, 'Given or Preferred Names' and 'Year Group' fields are automatically included and are not available for selection.
Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key while clicking, enables multiple selections.
The Additional Field for ‘Lessons Missed' displays data only when the ‘Absent Date’ is yesterday or earlier, as it requires a full day's data to check a student's lessons and calculate the total.
Report Title
Use the Report Title field to change the title used in the listing. The default title is ‘STUDENT ABSENCES LISTING’.
Save this Report as
Enter a Report Name in this field to save the filters that you have selected on this page as a saved configuration that you can access later, via ‘My Saved Reports’ at the top of the screen within this program and also via Staff Kiosk Listings > My Saved Lists.
This listing/email program has extensive selection options. These options can be saved as a 'My Saved Report' for later reuse.
You can use the 'My Saved Reports' drop-down list to access your previously saved templates.
You can delete a previously saved template by selecting it from the 'My Saved Reports' drop-down list and clicking the 'Delete' button.
To delete a saved list, do so via the listing/email program that you used to create it. Use the column 'Menu Option' to identify the program used.
You can modify a previously saved template by selecting it from the 'My Saved Reports' drop-down list, making the necessary changes to the report options, then clicking 'GO'.
Your saved reports can't be accessed by another user and vice versa. This is because each template is dependent on the individual user's security permissions.
Your saved reports will also become available via 'My Saved Lists' on the homepage menu or via the 'Listings' top menu.
Staff Kiosk can automatically generate this report on scheduled days and times and send it to staff via email. Refer to the ‘Maintain Schedules’ section of the Staff Kiosk Listings > My Saved Lists article for more information.
Click ‘GO’ to generate the listing.