Unexplained Absences

An unexplained absence describes a student absence from school without a valid reason. These can be followed up by email or via SMS.

Notifying Parents of an Unexplained Absence

a. Sending an email

• Click on the Students tab in eSIS and select Absence Events Maintenance from the drop down menu

• In the Set Absence Events Search Criteria select Unexplained Absence from the drop down list under Absence Type
• Click OK (2)

The Absence Events Maintenance window will be opened displaying a list of students with an unexplained absence.

• Right-click on a student and select Email Record (to send to parents of that student only) or Email All Records (to send to parents of all students in the list):

• Tick the checkbox next to Send to Parents (1)
• Select the template to use (if one has been created. Creating a template is discussed in Part C) (2)
• Edit the recipients of the email if needed by clicking on Edit... (3):

• Click OK:

The Email Authentication window is displayed.

• Select the account from which to send the email (use the Find... option to send the email using a different user)
• Click OK:

• Click Yes to confirm that you want to send the email:

A summary of emails sent is provided.

• Click OK.

A copy of the email will be added to the Correspondence tab in Community Maintenance in eSIS.

b. Sending an SMS

• Follow the instructions above until you right-click on the name of a student with an unexplained absence
• Select SMS Record (to contact the parents of the selected student) or SMS All Records (to contact the parents of all students in the list):

• Tick the checkbox next to Send to Parents (1)
• Select the template to use (if one has been created. Creating a template is discussed in Part C) (2)
• Edit the recipients if required by clicking on Edit... (3):

• Click OK to send the SMS:

Once sent, a copy of the SMS is added to the Correspondence tab in Community Maintenance in eSIS.

c. Creating a message template

In the Send email or Send SMS window, click Edit Template to create and/or edit available templates:

• Enter the details including Name and Description (1)
• Create the message including any Merge Fields (2). Note: A list of fields can be found in the Send Email/Send SMS screen.
• Click Save (3):

Different templates can be created for different purposes. These can be accessed via the drop down Template menu available from the window that opens when an email or SMS is to be sent.