Reports: Generate an Attendance Report

With the Custom Report Library feature, you can generate attendance reports by students or by classes. The feature offers a variety of search query options for the report, such as filtering by attendance or register codes, sections, courses, marking periods, attendance range, and other similar options. For example, you could create a report for all students who have more than three unexcused absences for a particular class or the entire school, or generate a report of all classes with students who have 30 or more tardies.

Only the default TeacherPlus Management Site manager account has automatic access to the Custom Report Library, where search query reports can be generated. To give access to this area to other admin or special accounts, select the check box Management Reports when first adding the user in the User Account dialog box. To give access to accounts already created, click to edit the account from the Create User Accounts page (View Gradebooks > Create User Accounts), and select the check box Management Reports at the bottom of the dialog box. (Remember to click Done.)

1. Click Reports, and then click Custom Report Library, and then click Add Report.
2. Give the attendance report a name in Report Name.
3. Select one of the following from the Query Ondrop-down list:
   • Attendance by Student: Generate a list of student attendance records. For example, you can generate a list showing all students who have more than three absences in a single class, or less than 10 absences in all classes.
     
   • Attendance Totals by Class: Generate a list of class attendance records. For example, you can generate a list showing all classes having greater than 30 tardies or less than 15 absences.
     
4. Do one of the following:
   • Click Attendance Code, and specify an attendance value to narrow down your search. For example, someone looking to generate a report for students with more than three unexcused absences would select Greater than 3 ABSENCE UN.
     

     Attendance Codes are the descriptive codes used to provide clarification on the student’s absence or tardy. For instance, based on the note provided by the student’s parent, the office will often change the A for Absent to AE for Absence Excused or the T for Tardy to TU for Tardy Unexcused in AdminPlus.

   • Click Register Code, and specify an attendance value to narrow down your search. For instance, someone looking to create a report of students with seven or more tardies would select Greater than or equal to 7 TARDY.

     When you select Register Code, you can further refine the search by Excused, Unexcused and/or Undefined codes. Register Codes are the master codes which Attendance Codes link to. For instance, the Absence, Absence Excused, and Absence Unexcused Attendance Codes typically link to the Absent Register Code. This provides versatility in reporting, as searching on a Register Code will return results for any Attendance Code that links to it.

5. If you selected Attendance Totals by Class in step 3, click a Section option to search in.
6. If you selected Register Code in step 4, select any of the Include options (Excused,  Unexcused, and/or Undefined) to further filter the register codes.
7. Optional: To include withdrawn students in the report, select Include results for withdrawn students.
8. Do any of the following:
   • Filter the report by section by selecting Section Filter, and selecting which sections to use.
     
   • Filter the report by course by selecting Course Filter, and then selecting a course filter option.
     
   • Filter the report by attendance date range or marking period by selecting Attendance Date Range Filter, and selecting the date range or marking period(s).
     
     
9. Select which demographic fields to include in the report by selecting the fields in the Available Fields area, and then clicking to transfer the fields to the Selected Fields area.
10. Do one of the following:
    • Click Save to store the report in the Custom Report Library.
    • Click Save and Run to generate the report and also to save it to the Custom Report Library. A dialog box appears with the generated report.
11. Once the report appears, choose between the Detailed or Summary option at the upper-left corner of the report.
    The Detailed option shows individual records for each instance of an absence or tardy per student. The Summary option displays the total count of absences or tardies per student.
12. Optional: Save the report as an Excel spreadsheet by clicking Save to Excel at the bottom of the report.