Welcome to the Arbor eLearning module for Managing Attendance. This module is suitable for Admins.
In this module you will learn how to:
- Follow up on student absences.
- Edit marks in bulk.
- Manage incomplete registers.
- Create planned absences.
This module will take around 30 minutes to complete.
From this screen, you can use the filters to show only your chosen absence code. You can also perform bulk actions on the list of absences by using the blue pencil icon at the top-left of the table.
Choosing the Follow-up With Guardians option will allow you to send a follow-up email to the guardians of all students listed. A slide-over menu will show you the list of parents and guardians that will receive the follow-up, as well as a preview of the message and whether they will receive it via SMS or email. Once you're satisfied, you can then click the Send Message to Primary Guardians button. These follow-ups will then be visible on the Absentees by Date page, as well as the Communications Log.
You can edit what is sent in the Absence Follow-up Messages by going to School > Communications > Templates and selecting the Absentee Follow-up template.
- Bulk Edit Marks (for editing marks entered since you moved to Arbor)
- Edit Imported Marks (for editing marks migrated from your previous MIS)
Bulk Edit Marks
There are two different Bulk Edit Marks screens, Standard and Advanced. Other than cosmetic differences, these two screens function in a very similar way. The main difference in functionality is that the Advanced screen allows you to edit future marks for later today.
Along with other bulk actions, such as communicating with guardians, the main Bulk Edit Marks actions are:
- Bulk Change Marks
- Bulk Set Present
- Bulk Set Late
- Bulk Set Absent
You can select which students you want to edit the marks for using the tick boxes on the right, and then choose the relevant option from the Bulk Actions. To learn how about this in more detail, please consult the resources linked below.
Edit Imported Marks
If you need to edit marks that have imported over from your previous MIS, it isn't possible to do this in our Bulk Edit Marks screens. However, we have a dedicated area to editing these marks, which you can find by going to Students > Attendance > Admin > Edit Imported Marks.
Once you're on this page, you can use the filters at the top to determine the date and the group of students whose marks you want to edit. There is also a Bulk mode that can be toggled on and off, depending on whether you need to change the mark for one or multiple students.
Please note that if there are any marks missing, they can't be edited this way. To find out more about resolving this issue, as well as the rest of the Edit Imported Marks screen, please read the article linked below:
You will then see three tabs; Unopened, Incomplete, and Validation Errors, and the filters will default to the past seven days.
- Unopened - Any registers that haven't been opened yet will appear here.
- Incomplete - This tab will feature registers that have missing marks. This could be due to the register only being half-completed, or because a mark has been accidentally missed.
- Validation Errors - If there are any conflicts in your registers, they will appear on this tab.
On the Unopened and Incomplete tabs, you can also send reminder emails to the teachers responsible for those registers. You can do this by selecting the registers using the check boxes in the left hand column, clicking on the blue pencil icon, and then selecting Send Reminder Email. The system will show you a mock-up of the email, which you can then send by selecting the Send Reminder Email button at the bottom of the window.
Planned Absences can be added directly from the Attendance section of a student's profile, or by going to Students > Attendance > Absentees > Planned Absences.
Once you've reached the area you're adding the Planned Absence, you can click the Record Planned Absence button. The following window will appear:
If adding from the Planned Absences screen, you will need to specify the students or group of students. You can then enter the start and end date and time, the mark that you want to be pre-filled in the register, and any attendance notes.
You also have the option to set a repeating absence for recurring absences. You have the option to set this absence as daily, weekly, and every other week.
Finally, you can add any attachments to the planned absence that you need, and then select the Record Planned Absence button. This Planned Absence will now be visible on the Planned Absences screen, as well as the Attendance section of any affected student's profiles.
To learn more about planned absences, please look at the resources linked below:
Q1. Where can you edit the Absentee Follow-up template?
a. School > Communications > Setup
b. School > Communications > Templates
c. Students > Attendance > Absences > Absentees By Date
d. All of the above
B. You can edit any of the pre-defined Arbor communication templates, and create your own communication templates, from this screen.
Q2. True or False, you can edit marks for future dates in bulk from the Advanced Bulk Edit Marks screen?
False. While you can edit future marks, you must do them one at a time. This is why we recommend the Planned Absences feature for editing future marks.
Q3. There is a blank mark on the Edit Imported Marks screen, what has happened?
a. The register is incomplete in Arbor, and a reminder email needs to be sent.
b. The mark wasn't entered in my previous MIS, and must be entered in this screen.
c. The mark wasn't entered in my previous MIS, and I must now create a register to enter this mark into.
d. The register hasn't been taken yet
C. The mark wasn't entered on your previous MIS, and you will need to create a register in Arbor to fill this missing mark in. Please follow the guidance under the Add missing marks header on this article.
Q4. True or False, you can create a Planned Absence without a pre-filled mark.
True. Doing this will effectively add a note to the register, without marking the student as absent. However, please make sure to add a pre-fill mark if you want to automatically add their absence code to the register.
Q5. Which of these is not an option for repeating planned absences?
c. every other week
D. We do not have a function to add a monthly repeating planned absence.