IN BRIEF:
The Record Future Absence wizard in the Office Portal allows staff to create and manage expected absences for students. Absences can span multiple days or be set for a single date, and staff can specify whether they apply to an entire day or specific times.
Overview
The Record Future Absence feature enables staff to log absences in advance for a student’s class enrollments. This helps instructors prepare for absences, ensures accurate attendance tracking, and facilitates makeup token management if applicable.
Future absences can cover a single date or multiple days and can be marked as excused if needed.
Accessing the Feature
- From the STUDENTS page, locate the student for whom you want to record a future absence.
- Select the Attendance icon (checkmark) to open the Attendance view.
- In the upper-right corner, select Record Future Absence.
- The Record Future Absence wizard will open in a new dialog window.
Step-by-Step Instructions
Creating a Future Absence That Spans Multiple Days
- In the wizard, answer “Yes” to “Will this absence span multiple days?”
- Select each day the student will be absent.
- Set the Start and End dates.
- (Optional) Clear All Day to specify start and end times if the absence does not cover the entire day.
- (Optional) Enter a comment explaining the reason for the absence.
- (Optional) Enable Excused Absence to automatically mark the absence as excused when attendance is recorded.
- Select Save & Close to submit or Cancel to discard.
Creating a Future Absence for a Single Date
- In the wizard, answer “No” to “Will this absence span multiple days?”
- Select the date the student will be absent.
- (Optional) Clear All Day to specify start and end times if the absence does not cover the entire day.
- (Optional) Enter a comment explaining the reason for the absence.
- (Optional) Enable Excused Absence to automatically mark the absence as excused when attendance is recorded.
- Select Save & Close to submit or Cancel to discard.
All Day vs. Specific Hours
- When All Day is checked, all class enrollments on the selected dates will be affected.
- When specific start and end times are entered, only the classes meeting within that time window will be marked absent.
Troubleshooting & FAQs
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Can I edit or delete a future absence?
- Yes. Open the student’s Attendance view, select the Absences tab, then locate the absence and choose Edit or Delete.
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What if the wrong classes are affected?
- Ensure that All Day is unchecked and that the correct start and end times are entered.