COVID-19: Reporting for MATs

Daily Attendance Reporting Template

Our new Covid-19 Excel reporting template gives you a comprehensive overview of all of your students' attendance each day. Unlike the out-of-the-box custom reports, this Excel template gives you a much more accurate picture of your MAT's attendance during Covid-19. The template filters your data to get percentages for only students who are eligible to attend, so students who are shielding or in a non-eligible year group won't count towards your statistics!

Please note: We spotted an error in the formulas in row C meaning Year 11 and 13 weren't included. This has been fixed in version 2 of the template.

So you can see your statistics for each day together, you could also create a master sheet where you copy across statistics for each day. This would allow you to do further analysis and reporting, such as creating graphs of attendance over time.

The report shows the total number of students in your MAT today including:

  • The total number of students in school today
  • How many students in school today are in Reception, Year 1, Year 6, Year 10 and Year 12
  • How many students in school today are EHCP, Children of Key/critical workers (custom group schools selected on their Covid-19 Dashboard), Children with social workers (custom group schools selected on their Covid-19 Dashboard), or Vulnerable
  • Numbers of marks and percentages for present, authorised absent, illness, shielding and self-isolating for all attending students and eligible year groups only
  • A breakdown of all the numbers above per school

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Step 1 - Download and open the template

Click here to download our template to your computer, then open it in Microsoft Excel. You must use Microsoft Excel, as you will not be able to create this report using Google Sheets.

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When you open Excel, you may see this pop-up. Click the Enable Maros button.

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Your template will then open.

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Step 2 - Create a live feed from each school

The next step is to create a live feed from the Covid-19 dashboard in each of your schools into the template. You can do this by logging into the school sites through the Group MIS.

Please note that you'll need to repeat the process below for each of your schools.

Once you've logged into your first school, go to Students > Attendance > Covid-19 Dashboard and select the Students tab.

Select which student groups to create your report for in the filters and Apply them. Please bear in mind some of your schools may have set up extra custom groups or classes of students to track here, so make sure you're including all the ones you need to here.

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Click the download button in the table and select Live Feed.

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Make sure you do not tick the Require authentication box. Copy the URL then click Save.

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To put your Live Feed data into Excel, take a look at this article to see how to set up a Live Feed to Excel using a Mac, or follow the instruction below for windows.

Returning back to your excel template, go to Data and select From Web. In the pop up paste in your live feed URL then click Ok.

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In the next pop up, select your table, then click Load.

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This will create a new tab for this live feed. Move the Overview tab so it is the left-most tab in the sheet.

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Return to the Overview tab, and repeat the process for each of your schools, so you'll end up with as many new tabs as you have schools.

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Finally, click the List All Schools button to pull all of your data into the main overview tab.

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Then select all the cells in the first row of your By School section. At the far-right of your selection click and drag downwards to apply to the rows below, bringing in all the data for your schools.

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Step 3 - Using the template each day

To see and analyse your data each day, you'll need to refresh your sheet. Open your file from yesterday and name it with the date you created it.

Then make a copy of the file and Save as with today's date.

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In the new file, go to Data and select Refresh All. Your data will then refresh to today's statistics.

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Custom Report Writer Attendance Reports

The DfE has now released further guidance for schools to help manage a phased return for schools from June 1st for Nursery, Reception, Year 1 and Year 6 and from 15th June for Year 10, Year 12 and post-16 year groups. Based on the guidance from the DfE, we've outlined some guidance for schools in this article: New guidance for wider school opening from 1st June

We have created 3 new Custom Reports that are available across all Group MIS sites to give you key information on the attendance codes being used across your schools. 

Any users with access to Custom Report Writer on the Group MIS can see these reports. To view this go to Analytics > Custom Report Writer and select one of these three reports.

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In each report, you'll see your schools alongside how many of each attendance code has been logged. You can see more about the attendance codes in the Taking Attendance section of this article.

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Previous guidance

In response to concerns around COVID-19, the Department for Education (DfE) has released some helpful resources outlining how schools should respond. Based on the guidance from the DfE, we've outlined some guidance for schools in this article.

For full details on what the virus is, how to help prevent it from spreading, what to do if someone is a confirmed case, take a look at the DfE's COVID-19: guidance for educational settings

DfE Helpline

For further questions about the Coronavirus, phone 0800 046 8687 Monday - Friday 8am - 6pm

For your reference, you can see any changes we've made in this version history:

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If you have a MAT MIS site, you can use these Custom Report Writer templates to report on the Coronavirus situation in your schools at the group level:

 

Student demographics reports

Our out-of-the-box report for vulnerable students

We have created a Custom Report that is available across all Group MIS sites. This is to give you contextual information based on students demographics. Any users with access to Custom Report Writer can see these reports. 

To view this go to Analytics > Custom Report Writer and the report is called Students with SEN and Key Worker Parents - COVID-19.

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Students with guardians who are key workers

If you want to identify which students have guardians are Key Workers, schools can use our out-of-the-box identifier, and you can then report on this field in a custom report on the Group MIS with our custom report.

This report shows all of your students where all of their primary guardians are Key Workers. 

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Students with Free School Meals

Click here to download the report.

This report shows only students who have Free School Meal, including their school and eligibility dates.

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Students with SEN Statuses

Click here to download the report.

This report shows only students who have a SEN status, including their school and any SEN needs. 

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Staff Child protection students

Click here to download the report.

This report shows only students who have been given a Child Protection Status.

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Staff absence report

We have created a Custom Report that is available across all Group MIS sites. This is to give you Staff Absence Information. This report shows all of your staff members who are absent due to the effects of the Coronavirus, as detailed in this article's section on Staff Absences. It also shows their school, details of their absence, how long the absence is ongoing, and the number of working days lost so far this term.

Any users with access to Custom Report Writer can see these reports. To view this go to Analytics > Custom Report Writer and the report is called Group Staff Absence Report for COVID-19.

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Our other available reports

Please note: As the DfE have advised schools to stop taking attendance in the normal way as of 23rd March 2020, these reports will only display data until Friday 20th March.

If you need to change the date range of these reports see our article Viewing, Editing or Scheduling a Report 

Reports showing student attendance codes 

I Codes Today report

Click here to download the report.

This report shows only students who have been given an I code today and shows their school, name, reg form, year group and the number of Roll Call marks today that have been I marks. 

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Y Codes Today report

Click here to download the report.

This report shows only students who have been given a Y code today and shows their school, name, reg form, year group and the number of Roll Call marks today that have been Y marks.

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Y & I Codes Today report

Click here to download the report.

This report shows students names alongside their school, reg form, year group, the number of Roll Call marks today that have been Y marks and the number of Roll Call marks today that have been I marks.

Top Tip: Click the column headers to sort your report if needed.

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Comparative attendance code reports

Number of Y and I Codes per school Yesterday vs Today Report

Click here to download the report.

This report is grouped by school, and shows the number of Y and I codes today and yesterday.

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Percentage Present, Y & I Codes per school Yesterday vs Today Report

Click here to download the report.

This report is grouped by school, and shows the percentage of presents today and yesterday, and the percentages of Y and I codes today and yesterday.

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Importing our other available reports

For all the reports below, click the link to download the report. Do not open the file

How to import your report

Go to Analytics > Custom Report Writer and select to Create new report. Click the option to Import a report.

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Click Browse to select the file from your computer then click Upload to import it into your site.

Don't worry that your file has 'fakepath' in its name. This is a completely safe file and this naming convention is used to protect the identity of the computer it was uploaded from.

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