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Absentee Overview

EdSmart’s Absentee Module is your tool to automate and streamline the administration of absence notifications and responses between schools & Parent Guardians on a daily basis. The Absentee Module reads absentees automatically from your Student Management System and sends communications to Parent Guardians of absent students each morning via email and/or text message (SMS). This communication allows Parent Guardians to submit the reason for absence. Returned forms are available within a student’s record. See below for the Absentee Flow:This article covers the following topics:

  1. Absentee Flow

  2. Absentee Notifications

  3. Restrictions to the Absentee Module

  4. The Parent Guardian Experience

  5. Viewing Parent Guardian Response

  6. Edit the Parent Guardian response

  7. Adding a Internal Absentee Code

Absentee Flow:

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Info

Absentee notifications

Absentee notifications are sent to Parent Guardians guardians to view as an Email and or SMS based on the communication channel preference set in the Student Management System. See below for schedule details:

Absentee Notification schedules

Setting in UI

Slip notifications

9:00AM, 9:30AM, 10:00AM… 3:00PM

Frequency

Every 30 minutes, starting at 9:00AM and finishing at 3:00PM

Total number of notification sent in a day

13 Notifications.

Note

Restrictions to the Absentee Module Restrictions

Notification schedules and absentee configurations are preset at the head office and cannot be altered at the user level. If you attempt to access these settings, a message will indicate that changes are not permitted on your account.

Additionally, you might see a message stating that absentee slips are not enabled. Please be assured that this is a standard notification and does not impact the functionality of the absentee slips. The feature is active and available for use as per the system's configuration.

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Info

Edit the Parent Guardian response - This allows the user to update a Parent Guardian response on behalf of the Parent Guardian. This is required when the Parent Guardian rings the school to provide absentee reasons. Within the responses page (see below):

  1. Select the Edit Button - this displays a the form for the school staff to add/edit the Parent Guardian response.

  2. Add/Edit the Parent Guardian response

    1. Add a reason for update: e.g. Parent Guardian called the school

    2. Attendance Type:

      1. Explained - Sickness/incapacity

      2. Other Reason

    3. Enter Other reason: Holiday

    4. Intended Return date: Select the date from the date picker

    5. Acknowledge on their behalf

    6. Save Response

Info

Adding a Internal Absentee Code - Staff can edit a Parent Guardian Guardian absentee response with an internal Absentee code within the platform. To do so:

  1. Edit Response

  2. Select from the list of Internal absentee codes

  3. As per DECYP guidance transfer these codes to Edupoint to ensure records are matched.

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