Advice for ICON Schools

Due to the decision by the Premier to combat the spread of the coronavirus (COVID-19), which includes the decision for students to learn from home where they can, the following instructions are provided to support ICON schools to maintain accurate attendance records.

If schools know which students will be learning from home in advance, a bulk absence event can be created.

Recording Bulk Absences during the COVID-19 pandemic

To reduce workloads for teachers and administration staff, student absences due to the COVID-19 pandemic can be completed in bulk in eSIS to reflect students learning from home during Term 2. To do this:

• Click on the Students tab

• Select Absence Events Bulk Entry:

• Creating Bulk Absences

• In the Students module click on Absence Events Maintenance:

The Absence Events Bulk Entry window will open:

• Use the drop down menus to select the students required. Leaving the selections blank will select all students in the school. Selections can also be made based on year level/s.

Once selections have been made a list of students meeting the selection criteria is created

• Remove any students from the list who are attending school in person by highlighting the student and clicking on the arrow in the middle of the image to move the student to the left hand side of the page where they are NOT to be processed:

• Click Accept and Create Absence Events:

The Create Bulk Absence Events Absence Slip window will appear:

• Select All Day Absence

• Select Absence Type S06 Pandemic

• Select the required dates. To cover all of Term 2 the first day of Absence should be 15/04/2020 and the Last Day of Absence should be 26/06/202:

• Click OK:

• Once complete, a message will appear confirming the Absence Events have been created:

• Click No to finish:

When a teacher attempts to mark the roll all students learning remotely from home will be listed as an All Day Absence with Pandemic listed as the reason.

Individual students who subsequently attend school can have their status changed by the teacher marking the roll or by the Attendance Officer by superseding the event in the usual way.

Student Absences for reasons other than the Pandemic

In the situation where a student has had an absence event already created for them e.g. Pandemic, and the class teacher has been informed on a day that the student is sick or unable to learn from home or is absent from a remote learning session where the attendance is taken, this information should be provided to the school's attendance/administration officer. The attendance/administration officer will then need to supersede the existing event.

Instructions for doing this can be found on the Recording Absence Events page under 'Superseding Absence Events'.

Recording Absence where a whole class has been sent home early

This following explains the process for sending home a whole class early without having to sign each student out individually.

8. In the Create Bulk Absence Event screen, select the Absence Event Type (Mode) of ‘Sign Out’

9. Update the Date and Time fields so that they are correct

10. Select the appropriate Absence Type

11. Enter a comment for further context

12. Press Ok:

NOTE: If the attendance has already been taken prior to the creation of the bulk absence and created a series of slips, unsubmit and resubmit the attendance to accept the absence event and clear the slips, rather than superseding each slip individually.