Understanding Attendance Code Settings in openSIS
Overview
When creating or editing an Attendance Code in openSIS, administrators can configure several settings that determine how the code behaves during attendance entry and reporting.
These settings help control:
- Who can assign the attendance code
- Which attendance code is selected by default
- How attendance is classified for reporting purposes
Understanding these settings ensures that attendance data remains accurate and consistent across the institution.
Accessing Attendance Code Settings
To configure Attendance Code settings:
- Navigate to:
Settings > Attendance Settings - Select an Attendance Category.
- Create a new Attendance Code or edit an existing one.
The Attendance Code configuration screen includes:
- Title
- Short Name
- Allow Entry By
- Default for Teacher & Office
- State Code
Allow Entry By
The Allow Entry By setting determines which users can assign the attendance code during attendance entry.
Teacher & Office
When selected:
- Teachers can assign the attendance code.
- Administrative office staff can assign the attendance code.
Common Examples
- Present
- Absent
- Tardy
- Late
- Half Day
This option is typically used for attendance statuses that teachers record during daily attendance.
Office Only
When selected:
- Only authorized office staff can assign the attendance code.
- Teachers cannot select the attendance code.
Common Examples
- Unexcused Absence
- Administrative Attendance Adjustments
- Verified Attendance Corrections
This option helps maintain administrative control over certain attendance statuses.
N/A
When selected:
- The attendance code is not intended for standard attendance entry permissions.
This option may be used depending on institutional attendance policies and workflows.
Default for Teacher & Office
The Default for Teacher & Office option determines which attendance code is automatically selected during attendance entry.
Enabled
When enabled:
- The attendance code becomes the default attendance value.
- Users do not need to manually select the code for every student.
Example
Many institutions configure:
Presentas the default attendance code.
Teachers then only need to update students who are absent, tardy, or late.
This significantly speeds up attendance entry.
Disabled
When disabled:
- The attendance code is available for selection.
- It is not automatically selected during attendance entry.
Most attendance codes should remain disabled unless they are intended to be the default attendance status.
State Code
The State Code determines how an attendance code is classified for attendance calculations and reporting.
State Codes help standardize attendance reporting across the institution.
Present
Attendance codes mapped to Present indicate that the student attended school or class.
Examples
| Attendance Code | State Code |
|---|---|
| Present | Present |
| Tardy | Present |
| Late | Present |
Although the student may have arrived late, they are still considered present for attendance reporting purposes.
Absent
Attendance codes mapped to Absent indicate that the student was not present.
Examples
| Attendance Code | State Code |
| Absent | Absent |
| Unexcused Absence | Absent |
These codes contribute to absence-related calculations and reports.
Half Day
Attendance codes mapped to Half Day indicate that the student attended only a portion of the school day.
Examples
| Attendance Code | State Code |
| Half Day | Half Day |
This classification allows institutions to track partial attendance separately from full attendance and absences.
Example Attendance Configuration
| Attendance Code | Allow Entry By | Default | State Code |
| Present | Teacher & Office | Yes | Present |
| Absent | Teacher & Office | No | Absent |
| Tardy | Teacher & Office | No | Present |
| Late | Teacher & Office | No | Present |
| Half Day | Teacher & Office | No | Half Day |
| Excused Absence | Teacher & Office | No | Absent |
| Unexcused Absence | Office Only | No | Absent |
Institutions should configure attendance codes according to their attendance policies and reporting requirements.
Why Attendance Code Settings Matter
Proper configuration helps institutions:
- Improve attendance accuracy
- Standardize attendance entry
- Support attendance reporting
- Reduce attendance entry errors
- Ensure compliance with institutional attendance policies
Best Practices
- Configure only one attendance code as the default attendance value.
- Use Office Only permissions for attendance statuses requiring administrative approval.
- Review State Code mappings carefully.
- Maintain consistent attendance definitions across the institution.
- Periodically review attendance settings to ensure they align with attendance policies.
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