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Absentee Overview

EdSmart’s Absentee Module feature is your tool to automate and streamline the administration of absence notifications and responses between schools & parents Parent Guardians on a daily basis. The Absentee Module EdSmart reads absentees automatically from your Student Management System and sends communications to parents Parent Guardians of absent students each morning via email and/or text message (SMS). This communication allows parents Parent Guardians to submit the reason for absence and anything else you need. 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 Feature

  4. The Parent Guardian Experience

  5. Viewing Parent Guardian Response

  6. Edit the Parent Guardian response

  7. Adding an Internal Absentee Code

Absentee Flow:

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Info

Absentee notifications

Absentee notifications are sent to parents 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 RestrictionsFeature

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

The Parent Guardian Experience

SMS - Parents Parent Guardians receive an SMS as per the notification schedule above.

  1. Parents Parent Guardians can respond in two ways

  2. This SMS notification will present two methods for parent Parent Guardian to respond:

    1. School’s Phone number - Parents Parent Guardians will be prompted to ring the school and explain the absence.
      Absentee SMS (Place holder image requires confirmation from DECYP)

    2. Form Link - Parents Parent Guardians will be presented with a Form URL which will direct them to an EdSmart form requiring submission of the unexplained absence. See image below:
      Absentee Form

Email - Parents Parent Guardians receive an email with the Absentee Form Link.

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Info

Viewing Parent Guardian Response - All absentee responses will be stored in EdSmart. This can be accessed via the Parent Guardian Slip in EdSmart. Viewing parent Parent Guardian slips also enables school staff to update the Internal Absentee Code.

  1. Select Parent Guardian Slips from the Navigation panel

  2. The Absentee notification slip will display here

  3. Responses Tab

  4. Viewing options:

    1. View a single student’s parent Parent Guardian response

    2. Export a list of all parent Parent Guardian responses into a CSV file (this export can take upto 15 minutes and will be emailed directly to the user’s email address.

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Info

Edit the parent Parent Guardian response - This allows the user to update a parent Parent Guardian response on behalf of the parentParent Guardian. This is required when the parent 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 Parent Guardian response.

  2. Add/Edit the parent 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 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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