Student Absences (Lists/Emails)

Overview

This is a multi-purpose program that 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 using email, SMS or Notification.

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.

Click here for an Administrator Note.

To allocate teachers into the following:

'Head of Year' and 'Year Administrators'

Use TASS.web program Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab.

'Head of House' and 'House Administrators'

Use TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab.

PC/Tutor Groups

Use TASS.web program Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry or Student Admin > Teacher Records > Teacher Information > Teachers.

Students are allocated into PC/Tutor Groups in 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 based on student absence attributes, e.g. Absences of a particular 'Absent Type' or absences in a specified date range.

Click here for information on using the Date Range Selector.

This tool makes it easy to specify a date range based on:

Today
Tomorrow
This Week (Monday to Sunday).
This Fortnight (Monday to Sunday).
This Semester.
This Year (Based on the current calendar year)

Alternatively, you can clear the dates and pick a new 'From' and 'To' range.

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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.

Note: ‘From’ field must contain the number 1 or higher. ‘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.
You can elect to generate emails to the students and/or parents based on your selections above. Click the 'Next' button.

Click here for information on generating emails.

How to Generate 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'.

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.

My Saved Reports

Click here for information on creating report templates and using 'My saved reports'.

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.