Tool Search: Cross-Site Enrollment
Recording attendance for students enrolled in Cross-Site Courses is performed the same way attendance is normally taken at a school, using one of the many available attendance tools in the product, e.g., Attendance Wizard, Classroom Monitor, and Student Attendance.
The same workflow can be followed for teachers recording attendance:
- The teacher of the Cross-Site Section at the Serving School records attendance for their class.
- The Attendance Office assigns Attendance Codes to the absences or tardies through the Daily Attendance Tool or modifies student attendance data through the Attendance Entry Wizard or the student's Attendance tool.
- At the Home School, the Attendance Office can see attendance entries from the Serving School and may need to adjust the Attendance Codes accordingly to match their codes.
- All attendance entries for a student enrolled in a Cross-Site course display on the portal.
Parents/guardians only need to contact the Home School to report their student's absence. Attendance records posted at the Home School display at the Serving School as well.
Attendance recorded at the Serving School is the school of record.
See the following for more information:
Student Attendance Display
Attendance information recorded at the Home School and the Serving School displays on the student's Attendance tool for the date and period in which it was recorded and can be viewed by users at the Home School and Serving School when proper tool rights are assigned.
Student Attendance Tool - Cross-Site Absence
A Cross-Site Indicator displays next to the event at the Home School; hovering over that entry shows which school recorded it.
When teachers record attendance, they are only choosing an Attendance Status of Absent or Tardy. The Attendance Office is responsible for assigning an Attendance Code to the attendance entered by the teacher.
Attendance Codes DO NOT transfer from one school in the district to another school. This means the Home School may have different Attendance Codes than the Serving School.
Both the Home School and the Serving School need to reconcile the Attendance Codes for the Cross-Site Students.
Student Attendance Display of Minutes
The Attendance Information period grid displays the start and end times of each period, as well as the duration of each period. Periods that include lunch time display a Lunch indicator.
Duration, Lunch Indicator for PeriodsAttendance Logic for Cross-Site Students
As mentioned previously, the Serving School is the school of record for attendance data. When the Serving school has provided an Attendance Status or reconciled the attendance record, regardless of whether the Home school has sent any initial attendance, the Home School is no longer able to update that attendance record.
- Any initial status of absent or tardy coming from the Home School is accounted for in the Serving School unless the Serving School has already applied a status.
- Attendance status changes cannot be made at the home school once the Serving School has entered or reconciled the status.
- When the Serving School has already added their own status or reconciled the status, any additional changes from the Home School are limited to changing the code associated with the status set by the Serving School. These changes do not affect the Serving School's attendance record.
The following tables define what occurs when Cross-Site students' attendance is entered at the Serving School and at the Home School, and vice versa.
Serving School Enters Attendance Information
Entering attendance for a Cross-Site Student at the Serving School is no different than entering attendance for non-Cross-Site Students.
| Serving School | Home School |
|---|---|
| Classroom Attendance (Teacher Entry) - New Attendance Entry | |
| The teacher records attendance for Cross-Site students enrolled in their classes from the Teaching Center or the class roster.
Teachers can assign a value of A (Absent) or T (Tardy) and enter a Comment when known.   Once saved, that record displays on the student Attendance tool.
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A new attendance record is created for that student at the Home School.
This is reflected on the student's Attendance tool as a status of A or T, displayed in yellow (since there is no excuse associated with that entry) and with the Cross-Site indicator in black. Hovering over that entry lists any comments the teacher entered, who entered them, and the date and time they were entered.  |
| Classroom Attendance (Teacher Entry) - Change to Entered Attendance | |
The teacher modifies previously entered attendance for the class, changing a Cross-Site student's attendance from Absent to Tardy or Tardy to Absent, or Present to Tardy or Absent, and updates the Comment as needed. The teacher can also update an attendance record from Absent or Tardy to Present.
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These changes are pushed to the Home School, and the attendance record is updated.
The Cross-Site indicator displays the updated entry. Hovering over that entry displays any comments the Serving School teacher entered, along with the date and time it was entered.  When the attendance entry is changed from Absent or Tardy to Present, a P (for Present), the record is deleted at the Home School, since the student is no longer considered absent or tardy. The attendance record at the Home School CANNOT be modified. |
| Classroom Monitor (Attendance Office) | |
The Attendance Office enters attendance for the teacher, choosing either A or T (or P) for the students, and enters Comments when known.
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An attendance record is created for that student at the Home School.
This is reflected in the student's Attendance tool, with a status of A or T, displayed in yellow (since there is no excuse associated with that entry), and with the Cross-Site indicator in black. Hovering over that entry displays any comments the attendance office at the Serving School entered, along with the date and time it was entered.  |
| Section Attendance (Attendance Office) | |
The Attendance Office enters attendance for the teacher, choosing either A or T (or P) for the students, and enters Comments when known.
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An attendance record is created for that student at the Home School.
This is reflected in the student's Attendance tool, with a status of A or T, displayed in yellow (since there is no excuse associated with that entry), and with the Cross-Site indicator in black. Hovering over that entry lists any comments the attendance office at the Serving School entered and the date and time it was entered.  |
| Attendance Entry Wizard (Attendance Office) | |
The Attendance Office modifies the attendance for the student to assign Attendance Codes and add Comments when necessary.
 When viewing the student's Attendance tool at the Serving School, the record is updated to include the assigned Attendance Code.  |
The Status of A or T still displays, along with the Cross-Site indicator. Since there is no excuse or Attendance Code associated with the entry at the Home School, it displays in yellow. Any comments the Serving School added are noted in the hover text.  The existing attendance record is NOT assigned the Attendance Code from the Serving School. The Home School needs to audit the attendance entries and assign appropriate Attendance Codes to those events. |
| Daily Attendance (Attendance Office) | |
The Attendance Office updates the attendance record to assign the appropriate Attendance Code for the student.
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The Status of A or T displays, along with the Cross-Site indicator. Since there is no excuse or Attendance Code associated with the entry at the Home School, it displays in yellow. Any comments the Serving School added are included in the entry's hover text.
 The attendance record is NOT assigned the Attendance Code from the Serving School. The Home School needs to audit the attendance entries and assign appropriate Attendance Codes to those events. |
| Student Attendance (Attendance Office) | |
The Attendance Office enters attendance for JUST the periods where the student attends classes at the Serving School, using the Attendance Codes in use at the Serving School.
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The Status of A or T still displays, along with the Cross-Site indicator. Since there is no excuse or Attendance Code associated with the entry at the Home School, it displays in yellow. Any comments the Serving School added are included in the hover text of the entry.
 The attendance record is NOT assigned the Attendance Code from the Serving School. The Home School needs to audit the attendance entries and assign appropriate Attendance Codes to those events. |
Home School Enters Attendance Information
In this scenario, the parent/guardian has notified the Home School that their student is absent (or late) for the day (or a period).
When a Cross-Site student has an Attendance event that is recorded by the Home School, or when an Attendance event is deleted, that information is pushed to the Serving School.
Because the Home School initiates the Attendance entry, no further action is needed by the Home School UNLESS the Serving School changes the status. Then the Home School record changes to match the Serving School status. In this situation, the Home School needs to reconcile the record again.
The Serving School needs to reconcile the Attendance entry by selecting that school's Attendance Code for the event. For example, when the Home School assigns a Tardy/Unexcused event for the student because they were 10 minutes late, the Serving School may call it Excused because their time to change it to an Unexcused Tardy is 15 minutes.
Record Attendance for Cross-Site Students
The following scenario records attendance for a student enrolled at West High School for the entire day (Home School), except for one class, when they attend East High School (Serving School).
On the Enrollment tool, notice West High School's primary enrollment and East High School's Cross-Site Enrollment.
Cross-Site Enrollment Record
The student's Schedule for the current quarter shows course sections at both West High (the Home School) and East High (the Serving School with the Cross-Site indicator).
Cross-Site Schedule Display
Record Attendance at the Serving School
The teacher at the Serving School records attendance for their class, recording either A for absent students or T for tardy students. Cross-Site students display in the roster like any other student, but with a Cross-Site indicator.
Teacher Attendance for Cross-Site Students
The teacher can click on their names and view Student Details and Contact Information.
Once the attendance is entered and saved, the student's Attendance record is updated to reflect the entry. Since there is no excuse associated with the teacher's attendance record, the attendance event displays in yellow (until an excuse is added by the attendance office).
Viewing the student's attendance at the Serving School looks like this:
Student Attendance Display at the Serving School
Attendance Office staff at the Serving School can modify the entry to assign an Attendance Code to the event, in accordance with school and/or district policy. This can be done through any of the standard attendance tools available to them, such as Daily Attendance.
Viewing the student's attendance at the Home School looks like this, with the Cross-Site indicator next to the entry, and the hover text indicates it was recorded at the serving school:
Student Attendance Display at the Home School
Record Attendance at the Home School
When a student is known to be absent or tardy, a standard practice is for a parent/guardian (or, depending on district policy and age, the student) to contact the school's Attendance Office to report the student as out or late for a specific reason. This practice does not change for Cross-Site students.
Starting at the Home School, the student is marked absent for classes at both the Home School and the Serving School. This alerts the Serving School teacher that the student is out for the day.
From the Student Attendance tool:
- Click New. The Attendance Information editor displays.
- Select the appropriate Attendance Code from the dropdown list for the periods.
- Enter the appropriate Comments for the student's absence.
- Click Fill Down to apply the selected Attendance Code and Comments to all periods.
- Click Save when finished. The entry displays in the main view of the Attendance tool.
The student's Cross-Site Course is scheduled during Period 2. The new attendance event displays the Cross-Site indicator, with hover text showing the Attendance Code, comments, and who entered the entry.
From the Attendance Entry Wizard
- Verify the Date is correct. It displays the current date automatically, but can be changed for a future attendance entry.
- Choose the Daily Mode.
- Search for the Student by entering the Last Name, First Name, and any other identifying information that is needed.
- Select that student so they are listed in the C. column.
- Select the appropriate Attendance Code and Comments.
- When existing attendance information is entered for the student:
- Choose to Append Comments, Overwrite Comments or Leave Existing Comments Unchanged.
- Determine whether existing attendance entries should be overwritten or left as is by marking or clearing the Overwrite Existing Data checkbox.
- Click Save Attendance when finished.
Attendance Wizard Entry for Cross-Site Student Absent All Day
The Serving School can see the Attendance Entry made by the Home School on the Student Attendance tool. The hover text indicates it was made by the Home School.
The Attendance Office can use the Daily Attendance tool to update this entry and select an appropriate Attendance Code for the Serving School records.
- Click the Attendance entry for the Cross-Site Student.
- Select the appropriate Attendance Code from the dropdown list for that entry. The Comment entered by the Home School is already entered.
- Click Fill Down to apply that code to other Cross-Site Periods they may be scheduled for at the school.
- Click Save when finished.
The Daily Attendance list of entries now displays the Attendance Code instead of the Absent entry.
Daily Attendance View AFTER Assigning Attendance Code
The Student Attendance tool also updates to list the Attendance Code. The hover still indicates the entry was recorded by the Home School.
The teacher of the Cross-Site Course can also see that the student has already been marked absent for the day.
Teacher Attendance - Absent Cross-Site Student
Additional Cross-Site Attendance Logic
Additional logic is used when Cross-Site Enrollment is between multiple districts. The steps to record attendance are the same.
The Serving School is the school of record. Because of this, the following attendance tools have added logic to prohibit Home School users from modifying attendance data once the Serving School has processed it:
- Student Attendance - The Excuse field only includes codes with the same Status as the locked Attendance record. Options in the dropdown to change the status are disabled.
- Attendance Entry Wizard - In Edit mode, the options available in the code field are related only to the status set by the Serving School. Note that options are NOT disabled here, so users can select another status; however, the changes are not saved.
- Section Attendance - An alert displays stating that Section Attendance cannot be edited for Cross-Site Mapped sections.
Present Minutes
Present minutes can be updated at the Home School from the student attendance detail by modifying the value in the Present Minutes column for the period where the student was marked absent AFTER the Serving School has recorded attendance or reconciled attendance. The Serving School can also update the present minutes. This can only be done on the Student Attendance tool.
When a student is marked absent for part of the Cross-Site Course, the present minutes are transferred, along with the attendance record, to the other school based on the value recorded at the school taking attendance, taking into account the section total minutes at both schools.
| Attendance Logic | Logic |
|---|---|
| Present Minutes are transferred from the Serving School to the Home School | When present minutes at the Serving School are less than the section total mapped minutes at the Home School, present minutes at the Home School are set to be equal to the present minutes entered at the Serving School. When the present minutes at the Serving School are greater than or equal to the section total mapped minutes at the Home School, present minutes at the Home School are set to be equal to the total section mapped minutes at the Home School. When the Home School section spans multiple adjacent periods, then:
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| Present Minutes are transferred from the Home School to the Serving School | When transferring present minutes from the Home school to the Serving School, the same logic used in the Serving School to Home School transfer applies when attendance has not yet been taken at the Serving School. |
| Tardies | When a student is marked Tardy at the Serving school, as many periods as necessary are also marked as Tardy at the Home school to accurately reflect the student's actual present minutes. |
Present Minutes Updated at the Home School | Administrators at the Home school should modify the present minutes under these conditions:
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Other Attendance Tools
Attendance can be recorded for Cross-Site students through any available attendance tools, following district procedures and policies. These tools are as follows:
The functionality of those tools has not changed; rather, the addition of Cross-Site indicators displayed next to student names to identify Cross-Site students in the Serving School, where necessary.
Daily Attendance Tool - Cross-Site Students
Section Attendance - Cross-Site Students
