In this article you can find current information on the attendance codes and how to use them, including for planned absences and distance learning, plus a link to our guidance on attendance reporting.
- Student Profile: Action: Attendance: Administer All Students - edit attendance marks from the Bulk Edit Marks pages, open registers and change register settings
- Teaching: Administer - create, edit or delete timetable slots, import from TimeTabler, assign someone as the academic lead or to one lesson to be able to take the register
- Academic Structure: Administer - add courses and assign staff as the academic lead
- Student: Communications: Administer - send communications from the lesson dashboard
If you don't have the permission to complete an action, you can ask one of your school staff to give you the permission using these instructions.
Managing timetabling and taking attendance
For students who are not attending school, you may be running online classes or supplying work to them. The DfE is not currently collecting information on attendance for online classes and work. As such, any students who are not physically present on-site due to covid-related absences should be marked with the correct absence code, regardless if they are attending online classes.
We advise only marking students as present if they are physically in school to prevent safeguarding issues (e.g. in case of a fire evacuation).
Although it is not currently possible to track attendance for online classes in Arbor, we integrate with a number of distance learning providers - you can see how to set up a connection here. You can also join the discussion in the Arbor Community to see how other schools are managing online classes.
These are the codes currently available for use in registers and interventions: Covid-related attendance codes to use for 2021/2022
The DfE have recently updated their guidance around recording covid-related attendance. Please see our guidance here: Should we stop using the X attendance codes for Covid-related absence?
Teachers can access the registers in the usual way, and input present, absent or late marks. If your school restricts the attendance marks available to teachers, you can also use the Bulk Edit Marks pages to edit any student marks (once the register has been opened), and you can also use these attendance marks in planned absences.
Need to give someone access to take the registers? Follow the instructions in this article: Giving permission for other staff to take attendance registers
Filling in marks for students not attending
You can use planned absences for students who are absent due to Covid-19.
If a whole class has been sent home due to potential contact within the school or who are undergoing testing, you will need to mark any classes that are not running with the correct absence code. The quickest way to do this is to add a planned absence for the students for the full duration they will not attend school for with the correct Covid-related absence code as the pre-fill mark.
Whenever the class is due to take place, you will need to open the register for the planned absence marks to pull through as this will not update marks automatically. Go to Students > Attendance, click into that class' register and click the Open Register button to open it and pull through the marks. You can then edit marks from the Bulk Edit Marks pages.
Reporting on attendance
For full details of how to get figures you'll need for the DfE's form, and how to report on Covid-related attendance over time in this article: Reporting on Covid-19 attendance
Communicating with students and guardians
Academic leads can send emails or SMS directly from the lesson dashboard of a class to quicklynotify them of any changes. You can see how to communicate with students and guardians here.
You can also continue to use the Covid-19 Dashboard to follow up with students who do not come in if you have the School: General Admin: Administer permission.
The filters on the Students tab will be set to display all your year groups plus identified vulnerable groups from your Settings tab.
- Click the arrows in the Mark column to group certain marks together
- Tick the boxes next to the students to follow up with
- Click the blue pencil and select the method you’ll use to message primary guardians.
You’ll then be taken to the New Mail Merge creator, where you can draft and send your message from, with these student’s primary guardians selected as the recipients. You can also use communication templates from this page, click here for more information.