LINC-ED provides a number of reports, graphs and groups to assist with monitoring attendance for the whole school, a class or an individual. The trick is to know which feature to use for your analytical needs.
This article will explain what is available and when it would be most useful.
Attendance Auto Groups
Under Groups and Classes > Auto Groups you will find the Attendance Auto Groups.
These will automatically populate with students as their attendance levels match the auto group criteria.
The Attendance auto groups on the left will populate based on a student's Absent percentage. e.g If their Absent percentage drops to 90% he/she will automatically appear in the 90% Attendance group and so on.
The Late auto groups on the right will populate based on a student's Late percentage. e.g If their Late percentage rises to 10% they will automatically appear in the 10% Late Group and so on.
Checking these Auto Groups regularly will provide you with your first attendance alert mechanism.
The Attendance Tracker is the first premade report in the List Builder.
It provides Present and Late Percentages for each student per term. Because this has filtering features, it can be used to analyse a particular Gender, Class or Ethnic grouping. The columns can also be sorted to get the highest or lowest percentages to the top of the list.
The Attendance Tracker can be run for a previous year, but be aware that the Year Level and Class will be the student's current details, not the previous year.
Download as a csv and work in Excel to produce more advanced statistical information i.e. percentages by class, ethnicity etc.
Attendance Analysis Report
The Attendance Analysis Report is found by selecting any group or class from Groups and Classes. Because it is present for any group, it can be run for a Class, a Learning Hub, an Ethnic or Year Level Group (using the Auto Groups) or the Whole School by using the 20xx Current Students Auto Group.
It provides a full attendance breakdown for each student in that group. It can relate to the entire year to date or a single term.
Sorting or filtering the columns will provide you with very useful data i.e. sorting the ? column will show you which students have unmarked attendance, sorting the T column will show you who has Truant codes entered, sort the Absent % column to find your students with the highest Absent rates.
Once again we have provided you with the Class, Year Level and Ethnicity to allow more refined filtering.
Like the Attendance Analysis Report, the Attendance Graphs can be located under any group. To find the Attendance Graphs go to Group and Classes and select your Class, Group or Auto Group. Click on Group Data Sheets to see the attendance graphs for each term in the current year.
NB - these are not available for a previous year.
The Absence/Late Report will provide you with a list of those students in a group or class who were absent or late on any given date. This is particularly useful if you are invoicing a school activity and you need to know who was absent.
To find the Absence/Late Report go to Groups and Classes and select any group. To check the whole school, select the current year's whole school auto group. Click the Absence/Late Report button.
Enter the date required at the top of the screen and click Change the date.
This will display those students who were absent or late in that group, for that day.
Attendance Details for an Individual
Every individual student has an attendance graph and an attendance list showing their absences and reason for the absence. This is useful for truancy officers or letters to parents.
To find the individual reports, search for the student using Quick Links and select his/her HOME page.
Scroll down the page until you locate the attendance graph(s).
The Individual Attendance Report can be downloaded to merge into a letter and the graph can be snapshot inserted at the top.
These reports can also be run as a class set from the group menu.
Attendance Term Audit by half day count
At the end of each term it is a good idea to print the Attendance Term Audit half day count for your school. This is often requested when an attendance audit is carried out at your school.
You will find this report in the premade report section of the List Builder. Select the term from the drop down list on the left of the report.
NB - If running for a previous year, the year levels and classes will not be accurate so it is best to run this immediately on completion of the term.
Attendance Term Audit
This report is directly above the previous report in the List Builder. It provides the full detail per day for each student. Because of its size, it is very difficult to print but it is still very useful.
Use this report for checking data and also for obtaining an exact student count on an historical day or range of days in a previous year.
To do this:
- Run the report for the Term in question.
- Download as a csv.
- Remove all columns except the particular day you require.
- Sort the spreadsheet by that column so that spaces all go to the bottom. The number of student with data, reflects the number of students with attendance on that day.
The Weekly Rolls can be found by selecting Admin Tools > Menu > Weekly Rolls.
Click the week required to create a downloadable csv file. Click Download to download the file to your computer. The file will open in Excel and has one sheet per class showing the full attendance for that week.