Managing Future Absence

Use the Future Absence tab in the Registration module to mark a student's planned absence onto their registration record. Administration staff may find this function useful to process requests for off-site work experience and overnight school trips.

Also use this tab for managing and displaying existing future absence entries.

Absence marked on a registration record through the Future Absence tab can be overwritten in a when taking the school register in a registration period. When a future absence entry is overwritten in a registration period, no record is kept of the future absence.

To use the Future Absence tab, follow the steps below:

1. Open the Registration module and select the Future Absence tab:
   

   The Future Absence tab can be set up to suit your school and may appear different to the example shown.

2. Use the filters available to select the group of students that you want to work with:
   
   Fewer records on display reduces the time it takes to update any changes made to them.

   Click here for more help on using filters.

   Filter	Use to filter student registration records by...
   School Structure	Your school structure, such as year group and boarding house. Use these filters, for example, to display Year 10 students from a selected boarding house.
   Pastoral	Student tutors, such as form tutor and year group tutor. Select to display an absent tutor's students. The attendance for all of this tutor's students can then be marked on the records displayed.
   Academic	The academic set up of your school, such as subject and set. Use these filters, for example, to display students who study art in the top set.
   Group	Groups of students. These are custom groups which are set up in the Pupil Manager module. Choose from shared groups or your own custom groups. This is useful if you want to check the registration for a preselected group of students, such as a school trip group.
   Search	Surname. Select an individual student's registration records to be displayed.

   Click to remove the filters applied to records.

3. Select the dates that you want to work with:
   

4. Choose to:

   View a future absence.

   1. In the top left of the screen, select either:

      Grid.

      The Grid display provides a graphical view and limited detail of future absence:

      

      • Scroll horizontally through the dates displayed to see the highlighted future absence.
      • Click on the student's name to display the Student Information window.

      or

      List.

      The List display provides a detailed view of future absence:

      

      • Future absence is listed in date order along with the reason/absence code for the absence. Each day of the absence is listed separately, so for a student who is marked absent from Monday to Friday there would be five entries listed.
      • Click on Student Name, Form, Year or Boarding House in the header to group records as you wish.
      • Click on the student's name to display the Student Information window.
   2. Click  to view note details of the future absence, this is only available in the List display option:
      
   Add a future absence.

   1. In the top left of the screen, select the New display option:

      

   2. Either:
      
      • Use the checkbox against each registration record to select students individually.
        or
      • Use the checkbox in the registration list header to select all the students listed.
      
   3. Click Mark Selected Students Absent. The Create Future Absence window is displayed:
      
   4. Use  to scroll to another year, if required.
   5. Select the dates of absence.
      Either:
      
      • Select individual dates in the window. You can select multiple dates if required.
        or
      • Select multiple dates consecutive dates. Hold down the left mouse button down and scroll over date in the Create Future Absence window.
        or
      • Select the same days each week:
        
        1. Click .
        2. Click  to select the end date of the duplicated absence.
        3. Click the first date of the absence in the Create Future Absence window.
        The absence is duplicated for the days selected up to the end date selected. This is useful for a student with regular weekly appointments.

      Click to clear the selections made in the Create Future Absence window.

   6. Click Next.
      This window is displayed:

      

      The Information section provides you with details of the records you have selected to mark with future absence.

   7. Complete the Times section of the window, as required:

      Field	Explanation
      Start	Use the drop down boxes to enter the start time of the absence.
      End	Use the drop down boxes to enter the end time of the absence.
      Time Range	Select whether the absence will occur:  Daily; at the same start and end time each day. This is useful for recording absence when a student is returning to board each evening. Or when the absences do not follow on from each other, for example, a student will be absent every Monday morning for a month.  Total; span the total amount of days selected from start time to end time. This is useful when marking time off for a term time holiday.

   8. Complete the Register section of the window, as required:

      Field	Explanation
      Absence Code	Use the drop down list to select an Absence Code.
      Registration Note	Use the free text box to enter a more detailed note about the absence. This note will be seen in each registration period that the student has been marked as absent.

      The details provided in the Register section are only seen in registers when Registration Rules and Registration Codes are set up to do so in the Configuration tab.

   9. Click Save & Finish.
      The absence is displayed in the Future Absence tab:
      

      An absence marked in the Future Absence tab can be overridden with another registration mark when a register is taken.

   Edit a future absence.

   1. In the top left of the screen, select the List display option:
      

      Future absence is listed in date order along with the reason/absence code for the absence. Each day of the absence is listed separately, so for a student who is marked absent from Monday to Friday there would be five entries listed.

   2. Click on Student Name, Form, Year or Boarding House in the header to group records as you wish.
   3. Click on the student's name to display the Student Information window if required.

   4. Click  on your selected student registration record.
      This window is displayed:
      

   5. Use the Edit Code drop down list to change the reason for the absence.
   6. Free type a note in the Edit Note box. This note will be seen in each registration period that the student has been marked as absent.
   7. Click Save & Close.

   It is not possible to change the dates and times of existing future absence. To change the dates and times of existing future absence, you will have to delete the existing future absence and create a new future absence.

   Delete a future absence.

   1. In the top left of the screen, select the List display option:
      
      Future absence is listed in date order along with the reason/absence code for the absence. Each day of the absence is listed separately, so for a student who is marked absent from Monday to Friday there would be five entries listed.

   2. Click on Student Name, Form, Year or Boarding House in the header to group records as you wish.

   3. Click on the student's name to display the Student Information window if required.

   4. Click  on your selected student registration record.
      You are prompted Are you sure you would like to delete this search entry?
   5. Click Yes. The future absence mark is deleted from the registration record.

   No log of future absence is kept on a registration record once a mark is deleted.