Supplemental Attendance
June 2, 2017
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Initial Set-Up
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Supplemental Attendance Programs (ATP)
Supplemental Attendance Sessions (ATS)
Session Calendar (ATC)
Session Staff (ATR)
Session Students (ATA)
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Security
Add Codes To Code Table
Add Students On The Sessions Page
Link MST Section/Link Teacher*
Copy Or Move Students
Add Students With Aeries Analytics™
Participation Reasons
Drop Or Delete Students
View Session List In Programs Page
Grade Reporting Integration*
Supplemental Attendance Data
Supplemental Attendance By Student
Teacher Portal
Teacher Portal Attendance
Daily View/Scanning
Weekly View
11. Supplemental Attendance Reports
Supplemental Attendance Audit Report
Supplemental Attendance Class List
Supplemental Attendance Class Roster
Supplemental Attendance Report
Print Supplemental Attendance Report (CCLC/ASES and
ASSETs)
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New or updated information
Supplemental Attendance
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Supplemental Attendance enables schools to track positive attendance programs in a negative
attendance school. Below are some of the benefits to using Supplemental Attendance in Aeries®.
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Sessions can be created in any type of Aeries® school – High School, Elementary, Middle
Schools and Continuation schools with positive attendance.
The session calendars are not tied to the school calendars. Saturday school and every day
tutoring sessions can be created.
Attendance can be submitted in the Teacher Portal.
Attendance can be scanned in using bar code scanners in Aeries or the Teacher Portal
Grade reporting is available for sessions. Teachers can give grades to students in their
sessions. The grades will print on the secondary report cards.
Students can be in enrolled multiple sessions at one time.
Student’s classroom attendance is completely separate from the Supplemental Attendance
session attendance.
The Supplemental Attendance Programs page is used to create Supplemental Attendance
Programs, examples are Tutorial, Detentions and Credit Recovery. These programs are district
defined. The Supplemental Attendance Sessions page is used to create the sessions for the
various programs and can have separate calendars than the school calendar including weekend dates.
Initial Set-Up
Supplemental Attendance uses the following tables:
ATA - Supplemental Attendance Assignments (Students)
ATC - Supplemental Attendance Calendar
ATD - Supplemental Attendance Data – times entered for students
ATP - Supplemental Attendance Programs
ATR - Supplemental Attendance Staff
ATS - Supplemental Attendance Sessions
STF - Staff
Supplemental Attendance
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Security
The security permissions for the Supplemental Attendance pages can be set up through the
Security page by the System Admin. Assign the appropriate permissions to users.
Teachers can be assigned permissions on the Portal Groups Security page. If the Program option
of Allow Walk-ins is on, Insert to Supplemental Attendance Student Assignments is needed in
addition to permissions to Supplemental Attendance Data.
Add Codes To Code Table
Certain information can be set up prior to creating the Programs. The codes for the following optional
fields can be set up in Update Code Table (COD):
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ATP.TY
Program Attendance Type
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ATP.TG
Program Status Tag
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ATP.UC1-UC8
Program User Codes
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ATS.TG
Sessions Status Tag
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ATS.UC1-UC8
Session User Codes
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ATA.PR
Student Participation Reason
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ATD.CD
Attendance Data Comment Code
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The forms and reports can be accessed from the Supplemental Attendance node on the navigation
tree.
Supplemental Attendance Programs (ATP)
Supplemental Attendance Programs are District-owned and include basic data and a few options.
The options will apply to all sessions for the program. To add a Program, click the mouse on the Add
button on the page. The cursor will display in the Program ID field. Enter all the Program information
and click the mouse on the Insert button when completed.
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Program ID Enter a Program ID. There is a 6-characters maximum. This is a required field.
Program Name Enter a Program Name. This is a required field.
Attendance Type codes can be set up from the Update Code Table form for field ATP.TY.
This is an optional field.
Seats Maximum number of students for this Program. This is an optional field
Grade Range Low and High grade for this Program
Tag when a Program is tagged as inactive new sessions cannot be added
Start Date/ End Date Optional fields that ensure attendance is not entered outside of the
date range for all sessions with this Program. Session date range will default to the Program
date range but can be changed.
User Fields Dropdown codes can be set up in the Update Code Table form
Notes Comments detailing the program can be entered.
Allow Walk-Ins This option allows any student in the school to walk into a session of this
program without being scheduled into the session. Leaving the option turned off means that
the student must be scheduled into the session to attend a session in this program.
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Attendance Collection Method
o Only allow teachers to mark a student as Present or Absent. Start and End times will
be set based upon the session’s start and end time. Start and End times cannot be
edited with this option on.
o Allow teachers to modify each student’s start and end time. When a student is marked
Present, the system will save the session start and end time but will allow teachers to
edit them.
Restrict Times will allow users to either limit the data entry to the defined session times or
allow for entry before and after the session times. Option applies to the Teacher Supplemental
Attendance page (daily and weekly).
Supplemental Attendance Sessions (ATS)
The Supplemental Attendance Sessions are School-owned and include more in-depth information
including room assignment and session start and end times. There are 3 tabs on the Sessions page
for the Calendar (ATC), Staff (ATR) and Students (ATA).
To add a new session, click the Add button. The session will automatically be assigned a number.
Enter the session information and click the Insert button.
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Session Name Enter a specific Session Name. This is a required field.
Program ID Choose a Program ID from the dropdown of Programs. This is a required field.
Room This is an optional field.
Grade Range Low and High grade for this session
Tag Warns and prevents data from being entered or changed if the session is tagged as
Inactive. Any value can be entered.
Class ID Can be used to group multiple sessions together. Reports can be grouped by Class
ID.
Linked MST Section or Linked Teacher Section number from the Master Schedule in a
Secondary school or Teacher # in an Elementary school. Can add all students from the section
into the session. For an Elementary school, can add all students from a teacher’s class into a
session. This is an optional field.
Start Date/ End Date Optional fields that ensure attendance is not entered outside of the
date range. Session date range will default to the Program date range but can be changed.
Start Time and End Time Minutes will be calculated based on the Start and End times. Start
Time and End Time are required fields.
Note: if the session is a required hourly program, create multiple sessions for 60 minutes or
less. Example: for a session that is 2 ½ hours, create 2 sessions of 60 minutes and another
with 30 minutes. Use the Class ID field to link the sessions together.
Max Maximum number of seats for this session
User Fields - Dropdown codes can be setup from the Update Code Table form
Notes – additional information can be entered in the Notes field.
Supplemental Attendance
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Session Calendar (ATC)
To create dates that a session meets, click the mouse on the Calendar (ATC) tab on the sessions
page. Click the mouse on the Add Dates button.
The following will display. Select or deselect the days of the week the session meets and enter the
date-range. Sessions can meet on any day including Saturday or Sunday. Click the mouse on the Add
button.
The Calendar for this session will now display on the Sessions page on the Calendar (ATC) tab.
NOTE: Because Supplemental Attendance session calendars are not tied to the school calendar, after
creating the calendar, manually uncheck any dates that the session will not be meeting. Example:
school holidays or minimum days.
Session Staff (ATR)
Click the mouse on the Staff (ATR) tab to enter the staff for this session. Click the mouse on the
Add New Record button.
Enter the Staff ID or use the Search icon for a Staff Lookup. Select the Staff member that will
oversee this Session and click on the Save icon.
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Multiple staff members can be assigned to a session. The staff will now display on the Staff (ATR)
tab.
To delete a Staff record, click the mouse on the Delete icon.
Session Students (ATA)
There are several ways to add students to a session:
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Add by student numbers or Perm IDs on the Students (ATA) tab
Add by Master Schedule section number for a secondary school or Teacher # for an
elementary school. This will add all students in a section or a class.
Add with “Allow Walk-ins” option during Sign In or scanning
Add with Aeries Analytics™
Add Students On The Sessions Page
Click the mouse on the Students (ATA) tab to enter the students for this session. The Effective
Date defaults to today and will be the Start Date for the students. Change the Effective Date
before adding students if the session Start Date is not today.
Click the mouse on the Input button and the following input form will display. Enter student numbers
or ID numbers separated by spaces and click the mouse on the Insert Students button.
Click the mouse on the Load Students button to display students scheduled in the session.
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The Add New Record button can also be used to add students. Enter the Student number or use the
Search icon for a Student Lookup. Select the student and click the mouse on the Save icon.
Link MST Section/Link Teacher
To add students by Master Schedule Section Number enter the section number in the Linked MST
Section field.
For an Elementary school the field is labeled as Linked Teacher. Enter the teacher #.
After the Section or teacher number is populated, click the mouse on the Students (ATA) tab. When
linking a teacher number, Verify the Effective Date on the right side of the page. This is the start
date that will be used when adding the students. The Effective Date will default to today but can be
changed before adding students.
When linking an MST section, the Course Attendance (CAR) table will be used to populate Start
and End Dates, so the Effective Date is not utilized.
Click the mouse on the Add Students from Linked Teacher button to add the students. In a
secondary school, the button will be labeled Add Students from Linked Section.
NOTE: While a Session is linked to an MST section, changes to CAR will automatically sync to the
Supplemental Attendance Students (ATA) table.
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A verification message will display, click the mouse on the OK button.
Click the mouse on the Load Students button to display students scheduled in the session.
NOTE: The Start date can be adjusted manually for each student on the Students tab. Click the
mouse on the Edit icon to the left of the student record to change the date.
Copy Or Move Students
Students can be moved or copied to other sessions by using the Move or Copy buttons on the right
of the page. To tag a student, click the box to the far right of the student record. Enter a session
number from the New Session dropdown.
Click the appropriate Move or Copy button:
• Move All – Will drop all students from the session and move them to the new
selected session.
• Move Tagged - Will drop tagged students from the session and move them to
the new selected session.
• Copy All - Will Copy all students from the session to the new selected session.
• Copy Tagged - Will Copy tagged students from the session to the new selected
session.
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Add Students With Aeries Analytics™
Students can also be added to existing sessions through Aeries Analytics™. On the Analysis
Dashboard page, right click on the applicable graph to View Students.
The following student list will display with a Create Supp Att Records button at the bottom of the
page. Use the check mark in the 1st column to select or deselect all or selected students to be added
to the session. Click the mouse on the Create Supp Att Records button after the students are
selected.
When the Create Supp Att Records button is clicked the following page will display. Click on the
Program dropdown to display all the existing sessions for the Program. Select the appropriate
Session. Verify the Start date and change if necessary. Enter a Stop Date if applicable. A
Participation Reason can also be selected.
Click the mouse on the Submit button and a message will display asking if you wish to create ATA
records for the selected students. Click the mouse on the OK button to continue or on the Cancel
button.
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Participation Reasons
After students have been added to a session, Participation Reason codes can be assigned to the
students. Participation Reason codes are optional and can be used to tag students with the reason
they are in a particular session. Reports can be grouped or sorted by the student’s Participation
Reason.
On the Students (ATA) tab, click the mouse on the Edit icon to the left of the student record and
select the code from the Reason dropdown. Below is an example of some codes that can be added to
the Code table.
NOTE: See Initial Set-Up for setting up Dropdowns to the Code table for the Reason field.
Drop Or Delete Students
Students can be dropped or deleted from a session. To Drop a student click the mouse on the black
triangle in the Stopped column. A message will display confirming that you wish to close the
enrollment. Clicking the mouse on OK will add a Stop Date to the record as of the Effective Date.
To Delete the student from a session, click the mouse on the Edit icon to the left of the student
record and click on the Delete icon.
NOTE: Students with attendance previously submitted (ATD records) cannot be deleted.
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View Session List In Programs Page
After all the tabs have been completed for the session, the Supplemental Attendance Programs
page will now display all sessions for the selected Program.
Click the mouse on the Calendar icon under the Meets column to view this Session’s calendar:
Grade Reporting Integration
In a secondary school, the Supplemental Attendance Session Data (ATS) form has options for
Grade Reporting.
The Create in Grade Rptg option will allow the session to be included in the Initialize New Grade
Reporting Cycle process. Check the box to use this feature.
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The Grd Rptg Course field will display a drop-down from the Courses table. Select or type the
appropriate Course ID.
The Grd Rptg Teacher field will display a drop-down from the Teachers table. Select or type the
appropriate Teacher Number.
When the Grade Reporting process of Initialize New Grade Reporting Cycle is run, the students
in the session tagged with Yes in the Create in Grade Rptg field will be included in the GRD table as
period 10. It will include students with Supplemental Attendance data within the grade reporting daterange and automatically calculate Grade Reporting Days Enrolled, Days Present, and Days Absent
based on data in the Supplemental Attendance tables.
If the Grade Reporting Option Enable Hours on Grades/Transcript is turned on, then Grade
Reporting Hours (GRD.HR) will automatically be calculated based on data in the Supplemental
Attendance Data (ATD) table. This will affect GRD records that are associated with Supplemental
Attendance sessions via either the Linked MST Section field or the Create in Grade Rptg field.
Supplemental Attendance Data
Attendance can be entered for students using the Supplemental Attendance Data page by Admins
and Users with the appropriate permissions. Click the mouse on the Attendance Data (ATD) tab.
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The Attendance Date will default to today. The date can be changed to submit attendance for a date
other than today.
Session Time Start and End times will default to the times defined for the session
Use Current Time Start and End times will be the current time
To sign-in a student, click the mouse on the Mass Sign In button. The following form will display.
Enter the student or ID number and click the mouse on the Go button.
Mass Sign Out will not display if the Program Attendance Collection Method option of “Only
allow teacher to mark a student Present or Absent” is used. The session Start and End times
will default.
NOTE: To enter attendance with a hand-held scanner, click the mouse in the Stu/PermID field on
the Sign In/Sign Out form with the scanner connected to the computer. With the cursor in
the Stu/PermID field a barcode of the Student number or Permanent ID number can be
scanned
The Attendance Data (ATD) tab will display students’ start and stop times for the session.
The Students (ATA) tab will display students’ start and stop dates for the session.
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Supplemental Attendance By Student
Supplemental Attendance data can also be viewed by Student by selecting the Supp ATT by Student
node on the Navigation Tree. This page will display Supplemental Attendance Data and Assignments
associated with a particular student. The page will display the Session information with Start and Stop
dates as well as Start and End Times and Minutes. This page is currently Read Only and found at the
School level.
A Display Sessions for a Single Date option allows the information to be displayed for the student
by a certain date. The Quick Print button does a quick print of the information.
Teacher Portal
In order for teachers to submit Supplemental Attendance though the Teacher Portal, the Staff
ID used on the Supplemental Attendance Session (ATR) must be associated to a Teacher record.
Teacher Portal also requires security User Account associated to the Staff ID.
The Portal Options form will display Supplemental Attendance Options on the Attendance tab.
Enter # Days Teachers Can Back Post or Forward Post if applicable. Click the mouse on the Save
button.
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Teacher Portal Attendance
When the teachers log into the Teacher Portal, Supplemental Attendance will be listed in the
navigation tree. Click the mouse on Supplemental Attendance and the following screen will display.
Two views are available for teachers: Daily view and a Weekly view.
All the sessions the teacher is assigned to will display in the Session dropdown. Click the mouse on
the session to select it.
There are several ways to enter attendance in Teacher Portal:
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Daily Supplemental Attendance page
a. Enter by Class List
b. Enter by Student Number
c. Scanning using hand-held scanner to scan ID cards with bar codes.
Weekly Supplemental Attendance page
Daily View/Scanning
To enter attendance by a class list on the Daily Supplemental Attendance page, click the mouse on
the Sessions dropdown to select the session. Then click the mouse on the Present radio button if
the student is present. When the mouse is clicked on the Present radio button, the start and end
times will default based on the times defined for the session.
To enter attendance by student number or perm ID, enter a student number or perm ID in the
Student ID box and hit the Enter key. If the option Allow Walk-ins is selected for the Program, a
student number or ID number can be entered for a student not enrolled in the session.
NOTE: SCANNING - To enter attendance with a hand-held scanner, click the mouse in the Enter
Student ID field on the Daily Supplemental Attendance page with the scanner connected to the
computer. With the cursor in the Student ID field a barcode of the Student number or Permanent ID
number can be scanned.
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Weekly View
The Weekly Supplemental Attendance page allows teachers to take attendance for students a
week at a time. Click the mouse on the Weekly Supplemental Attendance link and the following
page will display.
Click the mouse on the Present radio button if the student is present. When the mouse is clicked on
the Present radio button, the start and end times will default based on the times defined for the
session.
The navigation buttons can be used to change to different weeks.
Supplemental Attendance Reports
The reports available for Supplemental Attendance are Supplemental Attendance Audit Report,
Supplemental Attendance Class List, Supplemental Attendance Class Roster, and the
Supplemental Attendance Report that includes a Supplemental Attendance Summary Report
option.
An additional report, Print Supplemental Attendance Report (CCLC/ASES), can be found in View
All Reports in the district database in Aeries Client. This report will display current and baseline
data for students in a select Intervention Program and Supplemental Attendance Program. It is not
yet available in Aeries Web Version.
Supplemental Attendance Audit Report
The Supplemental Attendance Audit Report will print students with various errors in Supplemental
Attendance data. The report can be sorted by Session.
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Supplemental Attendance Class List
The Supplemental Attendance Class List will print a class list. An option form will display when
running the class list. The Class List can be run for specific sessions or all sessions. The sessions can
be grouped by Section Number or Class ID.
The Class List will only include students enrolled on the report date. The following Class List will
display.
Supplemental Attendance Class Roster
The Supplemental Attendance Roster will print class rosters. There are various Roster types and
options available.
The following options are available for a Supplemental Class Roster.
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Roster Type
o 4 Weeks will print 4 calendar weeks. Students with attendance will have an X on the
date
o 1 Week will print 1 calendar week with actual attendance for each day
o 1 Day can be used as a Sign In/Sign Out sheet. Attendance submitted will not print
o 10 Days will print 10 consecutive session days, not calendar days
Attendance Units
o Minutes report will print minutes per day
o Hours report will print hours
o Days if student attended a session, a 1 will print.
Group Report By:
o Session Name
o Session Number
o Section Number or Teacher Number for an elementary school
o Class ID
Print Signature Line will print a Teacher (and/or) Substitute Signature line on the bottom of
the roster
Signature on Time-In & Time-Out will print separate student signature boxes for time-in
and time-out. Otherwise, only one student signature box will print. (This option only applies to
the 1 Day roster type)
Print Shading will shade every other student on the roster
Reduce Line Height will reduce the height of the students’ lines so that more students can
print
Restart numbering on New Page will start the 2nd page of the session with new numbers
Hide Session times the Start and End Times of the session will not print on the roster
Sort on Participation Reason/Page Break on Reason
Number of additional lines can have additional lines to write in students
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The following is an example of a 10 Day Roster with the Attendance Units of Minutes.
The following is an example of a 1 Day Roster. It can be used as a Sign In/Sign Out sheet.
The following is an example of a 1 Week Roster with the Attendance Units of Hours.
The following is an example of a 4 Week Roster. X’s will print if the student has any attendance for
the date.
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Supplemental Attendance Report
The Supplemental Attendance Report will list all students and their attendance within selected
sessions for a date range.
The following options are available for a Supplemental Attendance Report:
• Start Date/End Date
• Limit Report By: Can group or limit by the following
o Session Name
o Session Number
o Section (secondary school) /Teacher Number (elementary school)
o Class ID
• Select Participation Reason(s) to combine with Blank Codes – will combine students
with selected Participation Reason codes with students with no codes
• Select Participation Reason(s) to exclude from the report – will exclude students with
selected Participation Reason codes from the report
• Attendance Units
o Minutes report will print minutes per day
o Hours report will print hours
o Days if student attended a session, a 1 will print
• Include YTD Totals – will print Year to Date totals
• Include Signature Line
• Sort on Participation Reason/Page Break on Reason – will sort students within each
session by Participation Reason Code. Students with no codes will be at the top of the
session.
• Print Supplemental Attendance Summary Report
The following is an example of the Supplemental Attendance Report.
The following is an example of the Supplemental Attendance Summary with the Print
Supplemental Attendance Summary Report option selected.
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Print Supplemental Attendance Report (CCLC/ASES and ASSETs)
There are two major changes to the 2015-16 CCLC/ASES/ASSETs reporting requirements:
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For the 2015-16 reporting period the regular day attendance must be reported for all students
enrolled in schools that receive afterschool funds from the After School Division. The
Supplemental Attendance Report (CCLC/ASES and ASSETs) has been modified to collect
this information.
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Continuous Quality Improvement (CQI) information will now be collected on a separate tab of
the reporting template provided by CDE. This information is not stored in Aeries and will need
to be hand-entered by the district.
The Print Supplemental Attendance Report (CCLC/ASES and ASSETs) is found in View All
Reports in District Aeries Client. It is not yet available in Aeries Web Version. This report
displays enrollment data for schools that run ASES, 21st CCLC, and ASSETs programs.
In order to properly run this report, students will need to have Intervention (INV) records for the
identified Intervention program and Supplemental Attendance Data (ATD) records for the
identified Supplemental Attendance Program. Only open Intervention records (no value in the
Intervention End Date – INV.ED) or Intervention records that have an end date in the school
year that the report is being run in will be reported.
NOTE: If INV.DD and INV.ED are not used (both NULL), then the INV.DT field will be
evaluated. INV.DT must be within the school year that the report is being run in
order to populate the Supplemental Attendance data in the report
The report calculates the students’ Days Attended as the report is run. The Update Student
Attendance/Enrollment Totals in View all Macros can be used to verify the attendance numbers
that are reported.
To run the Print Supplemental Attendance Report (CCLC/ASES and ASSETs), select it from
View All Reports and click on OK. The Supplemental Attendance report options form will display.
Select the schools to run the report for. Clicking on the school will change the option to Include from
Yes to No.
Select the Intervention Program Code and Supplemental Attendance Program to be reported.
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Select how to sort the report, either by Student Name or by Student Grade and then Name. Click on
OK to run the report.
The report will first list the students that did not participate in any CCLC/ASES or ASSETs programs
along with the number of days they attended school. The header will indicate that these students do
not have any Supplemental Attendance or Interventions records.
After all the students that did not attend the CCLC/ASES or ASSETs program have been listed, the
report will list the students that participated in the selected Intervention and Supplemental
Attendance programs with the number of days they attended school and the number of days they
attended the program.
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