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Attendance 2015

ailAttendance processes involve several steps which may take some time. For the process to work effectively all steps should be completed to avoid redundant notifications and insure all students receive due process. You may execute the processes as frequently as you like but once a week should be sufficient beginning in the second or third week of the new year. Screenshots are provided the first time a task is explained and referenced thereafter. 

Process 1 Overview - Courtesy E-Mail Procedure after 2 unexcused absences:
Once the school year is underway check each week for students with 2 or more unexcused absences. Use the following process to send a courtesy email.
  1. Find students that have exceeded the minimum threshold that have not yet received a courtesy email. Use Quick Info - Attendance - Attendance Policy Courtesy eMail.
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  3. After verifying the list is correct click on the Update Database Link to insert a value into Notice1 the Courtesy note field.
  4. Make Filtered Selection to work with the selected student group and send the email.
Process 2 Overview - Academic Impact Notice:
At the end of each academic term (Quarter or Trimester) check for students who's poor attendance is adversely affecting academic performance.
  1. Find students that have exceeded the minimum threshold and grades are being impacted, that have not yet received a notice. Use Quick Info - Attendance - 2 - Academic Impact Warning.
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  3. After verifying the list is correct click on the Update Database Link to insert a value into Notice2, Academic Impact note field.
  4. Make Filtered Selection to work with the selected student group and send a Progress Report email using SchoolMessenger.
  5. Choose Print Reports from the Functions Menu (Lower Left).
  6. Use School Messenger to securely deliver the PDF to students.
Process 3 Overview - Educational Neglect Referral:
Working with school administration identify students showing a pattern of non attendance and disregard of WCSD's attendance policy. Insure that notice of Academic Impact was delivered, interventions implemented and parent conferences scheduled.
  1. Find students that have exceeded the minimum threshold and grades are being impacted, that have not yet received a notice. Use Quick Info - Attendance - 3 - Educational Neglect Referrals.
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  3. After verifying the list is correct click on the Update Database Link to insert a value into Notice3, Educational Neglect note field.
  4. Make Filtered Selection to work with the selected student group. Working with school administration send a registered mail to parent or guardian.
Process 4 Overview - View all Notices:
  1. Find students that have exceeded the minimum threshold and grades are being impacted, that have not yet received a notice. Use Quick Info - Attendance - 4 - List all notices sent.
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
Process 5 Overview - Clear Old Notices and Archive to start New Year:
  1. Find all students with a notice from the previous year. Use Quick Info - Attendance - 5 - Educational Neglect Referrals
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  3. Click on the Update Database Icon to complete the process. When the process is complete close the small pop-up window.

Process Detail Information

Process 1 Detail - Courtesy E-Mail Procedure after 2 unexcused absences:

Step 1 Find students that have exceeded the minimum threshold that have not yet received a notice. 
Select Quick Info from the left menu on the main PowerSchool Page.


Open the Attendance reports and choose 1 - Attendance Policy Courtesy eMail.


Enter the cut off point for the Attendance Points Query, the notice you wish to send 1 - 3 or 0 for show only sent notices or 4 for all students over the set limit. Set the remaining three variables to further limit the search.



Step 2 
Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.


Step 3 After verifying the list is correct click on the Update Database Link. This will update PowerSchool's Notice1 Field.


Step 4 Make Filtered Selection and Send the Email
  • Click on the Button on the step left called Make Filtered Selection.
  • Click on the PowerSchool Logo to return to the main page.
  • Choose on Send E-Mail from the Function Menu on the bottom left of the PowerSchool Home Screen. In the example below it is followed by (122). 122 is the number of students records in your current selection.
  • Enter a Subject and a message for the parents then Send. We suggest you compose the message using a word processor and save it to use each time. Please include the PowerSchool URL psa.washk12.or so parents can view their students information.

Copy the text below as a basis for the Courtesy eMail:

Dear Parent:

Please be aware that as of the date of this letter, your son/daughter, has two or more unexcused absences. While this may seem insignificant, if allowed to continue, it may affect your child’s educational performance. Please note that a parent may excuse a child for: an illness, family emergency, a scheduled health care visit or scheduled family event (please refer to WCSD Policy 2900). Research supports that students who miss less than five times per year are more successful in school. 

For more information please review your students progress using PowerSchool (https://psa.washk12.org.) If you need help creating an account please contact the school.

Sincerely,

  • For students without email addresses mail choose the Report (letter) that corresponds to the search executed in Step 1 from the "Which report would you like to print?" pull down and click Submit.

  • When the report is complete click on blue Completed link to view the report. If the Report Que reports running click the blue Review link to see if the process is complete.


  • The report is now a PDF file and can be printed and saved. We recommenced you save reports for verification at least until the end of the next term.
  • Print the document for mailing. If window envelopes are used labels will not be necessary.
Process 2 Overview - Academic Impact Notice:
At the end of each academic term (Quarter or Trimester) check for students who's poor attendance is adversely affecting academic performance.
  • Step 1 Find students that have exceeded the minimum threshold and grades are being impacted, that have not yet received a notice. Use Quick Info - Attendance - 2 - Academic Impact Warning.

  • Step 2 Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  • Step 3 After verifying the list is correct click on the Update Database Link to insert a value into Notice2, Academic Impact note field.
  • Step 4 Make Filtered Selection to work with the selected student group and send a Progress Report email using SchoolMessenger.
  • Step 5 Choose Print Reports from the Functions Menu (Lower Left).
  • Finally use School Messenger to securely deliver the PDF to students.

Delivering a Document

 Important: Only those features that you have been granted access to will display. For access to additional features contact your system administrator.

Deliver Your Document

Once you've created your Document, you can deliver it from the main Secure Document Delivery screen. While this is similar to any other Broadcast, you won't need to make a list of recipients. The recipients are matched automatically using the ID numbers which were found in your PDF file.

  • Find the Document you wish to send from the list in the My Documents window.

  • Click the Send Email next to the Document to create a Delivery email message. The report will be attached to this email message.

  • Be sure to select the Require Password button if you wish to require recipients to enter a password when viewing the Document. The password will automatically be set to their ID number. For example, the password on a report card will be the student's ID number.

  • Create an email message in the Email Details section. Recipients will receive this message with their portion of the Document attached.

  • Click the Send Now button when you're done. Your Document will begin being delivered immediately.

  • At this point, the Document delivery becomes like other email Broadcasts and you can view the delivery results by creating an Email Log report.   


Process 3 Overview - Educational Neglect Referral:
Working with school administration identify students showing a pattern of non attendance and disregard of WCSD's attendance policy. Insure that notice of Academic Impact was delivered, interventions implemented and parent conferences scheduled.
  1. Find students that have exceeded the minimum threshold and grades are being impacted, that have not yet received a notice. Use Quick Info - Attendance - 3 - Educational Neglect Referrals.
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  3. After verifying the list is correct click on the Update Database Link to insert a value into Notice3, Educational Neglect note field.
  4. Make Filtered Selection to work with the selected student group. Working with school administration send a registered mail to parent or guardian.
Process 4 Detail - Courtesy E-Mail Procedure after 2 unexcused absences:
  1. Find students that have exceeded the minimum threshold and grades are being impacted, that have not yet received a notice. Use Quick Info - Attendance - 4 - List all notices sent.
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  3. Or from the main PowerSchool search screen type Notice# = 2015-09-18@ substitute 1 through 3 for # sign and  the date you wish to check after the = sign. Click search. Ie.: notice1 = 2015-09-18@
  4. Using either method you will now be able to list, print or browse through the students who match the query.
Process 5 Overview - Clear Old Notices and Archive to start New Year:
  1. Find all students with a notice from the previous year. Use Quick Info - Attendance - 5 - Educational Neglect Referrals
  2. Print the Report using the Printer Icon near the top right of screen. Verify and file the report for future reference.
  3. Click on the Update Database Icon to complete the process. When the process is complete close the small pop-up window.
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