Centralised entry of attendance data in New Zealand schools

The following process outlines a model for centralised entry of attendance data that can be suitable for schools in New Zealand, with some modifications to suit local conditions.
 

Note: Information on using Synergetic is displayed in italics (including hyperlinks, if online).

Also, see Attendance codes for New Zealand schools.

Teachers
Teachers either:

• Take the morning roll and send the class list to the Attendance Officer.
• Take the afternoon roll call and send the class list to the Attendance Officer.
• Mark attendance for each period during the day and send each class list to the Attendance Officer. Alternatively, for decentralised data entry, see Recording class attendances - Teachers.

Teachers can also:

• Provide a class trip schedule to the Attendance Officer.
• Mark class trip attendance manually and provide results to the Attendance Officer, using a runner or by telephone.
• Provide a remedial teaching schedule to the Attendance Officer.

Note: Co-curricular activities can be maintained using Staff Schedule Maintenance. See Maintaining co-curricular activities in the Curriculum manual.

Attendance Officer
The Attendance Officer:

• Enters attendance data from the class lists received. See Recording class attendances - Attendance Officers.
• Checks for any classes that have yet to be marked and contacts the responsible teachers. See Checking for classes not yet marked.
• Files the hard copy class lists, as set out in the Education School Attendance Regulations 1951.
• Records absences and expected absences for individual students, as required. See:
  • Recording absence slips
  • Recording late sign ins
  • Recording a student signing in manually
  • Recording a student signing out manually
  • Recording a student's expected arrival
  • Recording a student's expected departure
  • Recording a student's expected departure and return
  • Recording all day absences
  • Recording excursions
  • Recording a student signing in automatically
  • Recording a student signing out automatically
  • Recording student movements using default absence type codes.
• Checks against the class trip schedule that all class trips are marked for the day.
• Records class trip absences. See Recording group absences in bulk.
• Follows up unexplained absences for the day. See Following up unexplained absences.
• Escalates to other staff members any unexplained absences that remain unresolved, as required by the school's policy.
• Hands over any unexplained absences to Truancy Services if students have more than 40 half days of continuous absence.