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Mar 16, 2021

This Week’s Insider Info

Carol Kavanagh

Carol Kavanagh

School Support Executive

Carol has almost 3 years experience working with the support team and has come across every type of query you can imagine. She is an expert in all things VSware from timetables to term reports and everything in between. In this post, she discusses this week’s most popular support query.

Retrieving Historic Attendance for a student has been a common query from schools within the last two weeks. The snow may have clouded over the country, but it hasn’t clouded over our thinking caps. It is important to note that if the attendance for a certain academic year is required, say the 2014/2015 academic year, then the school would need to change into this academic year in VSware.

To do this, follow the below steps:

Click into the academic year beside the Advanced Search option on the top of the page. This will bring up a whole list of academic years that exist in VSware for your school.

Click onto the cog/wheel and choose ‘Just Me’. This will bring you into the 2014/2015 academic year. You can then click into the Attendance Tab on the top menu bar. You will see a list of options on the left-hand side. The ‘Simple Attendance’ tab retrieves one of the handiest reports on a student’s attendance. You will see the different filter options where you can choose.

– The class the student was in in 2014/2015 (if you don’t know this, you don’t have to tick a class).

– Enter in the start date and end date for your report (a handy tip here is to choose the academic year first and then the date within the month).

– Enter in the student’s name under the ‘Individual Student’ filter and pick their name up in the drop down.

– You can choose the year group they were in in 2014/2015, but don’t worry, if you don’t know this you can leave it blank.

– Under the ‘Attendance Code’ filter, you can tick the attendance codes you wish to retrieve the report on. Even if you choose to leave this filter blank it will still give you a report.

– Then simply hit Go!

This report will give you individual dates along with an overall report for absence and late days for this student. It will even tell you what part days the student was absent for. You can export this report to PDF format and print it out.

Another useful tab is the ‘Individual Attendance’ tab. This basically does what it says on the tin but throws in some bar charts too. It will retrieve an individual student’s attendance report based on late and absent attendance codes.

Don’t forget to change back into the correct academic year when you are finished, using the same steps as above.

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