Absences (headmaster)

Headmasters have to have a quick overview of everything that happens in school to make the right decisions. This tutorial shows headmaster’s possibilities to get information about absences and possibilities to handle problems before they become insurmountable.

  1. The main tool for absences is Absence journal. It is possible to find in All Journals section on the school’s page. The number on the journal’s icon shows unhandled absence notes from parents and gives an overview of form-master work with them.
  2. After opening journal headmaster sees yellow mark behind student’s name with a number of unhandled notes for that student. Absences are displayed by day and lesson number. Each column represents a lesson per day. Absences with reason are green and absences without reason in red. Unhandled absences are marked with “?”.
  3. Click on the child’s name opens detail view. Headmaster ha no rights to add reasons.
  4. Absences reports could be opened in Reports window. Headmaster should open sub-folder Absences. All reports can be filtered by terms or collect for the whole school year. Absences reports show only data for current study year.
    • Attendance call list gives overview daily absences with student and parents contact information. It gives a possibility to call home to explain, why the child is absent. Headmaster sees all students, who are absent.
    • Attendance report gives students absences number by class total and collects a number of absences with and without reason. Click on class number or selection from filter gives absences by students.
    • Attendance Type report gives an overview of absences by types (for example: how many absences were because the student was ill). Absence reasons classificatory is determined by each school accordant school rules. Click on class number or selection from filter gives absences by students.
    • Dropout Students report gives warning about students, who have been absent without reason more lessons than school rules allow. To get this report about all students, headmaster have to order it. It usually takes a few seconds to collect data. If the report is ready, the headmaster will get an e-mail about it. In the report is shown student name, class, lessons of absence without reason, number of held lessons, % of absences. All ordered reports st
  5. Headmaster can open Discipline list. It gives an overview about students, who have been absent without reason over school set the border at least during one-quarter of the school year (September-October; November-December; January-March; April-June). For every student, headmaster can see connected social worker’s name.
  6. A Student’s Card can be opened from the Gallery on the school’s page. Here form-master and headmaster see the same information as home in a newsfeed. It is possible to open Homeworks window, have a look to Record Book, view information about Interviews and open Grades Analytics.
  7. An important part of Student Card is a student’s profile. On the first page is displayed student’s personal and contact information. For each student form-master or headmaster can add a connection with the social worker as a related person. Person, who get rights to see student’s information same way as form-master sees has to be a staff member and have a social worker’s role. Parents get notification about the set connected to the newsfeed.
  8. Headmaster, Form-master and social worker can add notes to a student’s card. These notes are seen over the years and collect so important information about student’s development and problems. If adding a note, it is possible to choose, what kind of discipline action it is an additional explanation. A note is by default accessible for school and for home, but it can be draft – accessible only for users with school roles. Parents get notification about a new note to the newsfeed.
  9. Headmaster, Form-master and social worker can add documents to a student’s card. These documents are seen over years and collect so important information about student’s development and problems. A document is by default accessible for school and for home, but it can be draft – accessible only for users with school roles. Parents get notification about a new document to the newsfeed.
  10. A parent gets information about all newly related persons, added notes and documents to his/her news feed. There is a link to move to student’s card and open documents or read notes.

Absences and reports for Form-master

Form-masters work with absences in school. This tutorial shows form-master possibilities to handle absences.

  1. The main tool for absences is Absence journal. It is possible to find in My Classes section on the school’s page. The number on the journal’s icon shows unhandled absence notes from parents.
  2. After opening journal Form-master sees yellow mark behind student’s name with a number of unhandled notes for that student. Absences are displayed by day and lesson number. Each column represents a lesson per day. Absences with reason are green and absences without reason in red. Unhandled absences are marked with “?”.
  3. Click on the child’s name opens detail view, where Form-master can confirm absence note or discard it. While Form-master chooses to discard note, he/she can add an explanation.
  4. It is possible to add absence reason without parent note, form-master should click on link “+Add absence reason”. If absence reason engages more absences than one lesson, all lessons what are inside its time range will get the same reason.
  5. Another possibility to add absence reason is on the Classes page. Open class daily activities page and open Absences tab. Here is a possibility to add a reason.
  6. Absences reports could be opened in Reports window. Form-master should open sub-folder Absences.
    • Attendance report gives students absences overview and collects a number of absences with and without reason.
    • Attendance Type report gives an overview of absences by types (for example: how many absences were because the student was ill). Absence reasons classificatory is determined by each school accordant school rules.
    • Dropout Students report gives warning about students, who have been absent without reason more than school rules allow.
  7. All reports can be filtered by terms or collect for the whole school year.
  8. Lateness in marked with yellow in Absence Journal. It is possible to add reason to lateness too.

Managing Absence notes

  1. Parent finds a button to send information about his/her child’s absence reason to school on his/her page and also from a child’s page. The absence note is not accessible to children.
  2. The parent selects child and fills the absence’s start and end day. He/she inserts text about the reason for absence and send a note to school. It is possible to send multiple notes about the same absence.
  3. Form-master sees a number of unconfirmed notes if he/she opens My classes filter on the school’s page. Form-master opens class Absences Journal and sees yellow marks next to these children names, who have unconfirmed notes. Click on the child’s name opens detail view, where Form-master can confirm absence note or discard it. While Form-master chooses to discard note, he/she can add an explanation.
  4. When parent logs in eKool again, he/she can see in feed Form-master’s action with absence note – was it accepted or discarded, what were explanations.
  5. Full overview about sent notes and absences parent can open full view clicking in “show all” link in Quick References. A new window is opened and their parent can find all absences and notices over a school year.

Working with Journals: add absences

  1. Open journal
  2. To mark who where absent you need choose the pupil and lesson from the grid and click, then a new detailed screen will be opened (same one as the one you can use for changing a grade) and you just need to uncheck the “Present” check-box and choose the absence type from the drop-down list. First of reasons is usually “default” reason, is set by the administrator. All students who are not absent, get automatically mark “present” into the database.
  3. To remove absence, the teacher has to click on absence cell and click again on “Present” checkbox.
  4. It’s also possible to mark absences after opening lesson column (click on the column title) and adding absence marks to different students at once. If Form-master has confirmed absence notes, the absence reason is added.
  5. It’s also possible to collect confirmed absences to make easier find out absent students, the teacher has to click on the “Get Absences” button. If a student is actually present, is possible to delete collected reason.