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Description: In this topic you will learn how to create Absent Entries and use the Absentee Report. If a individual is absent or attends a Description: In this topic, the user will learn how to create Absence Entries and use the Absentee Report. Create an absence entry if an individual is absent or attends only a partial day at a residential or parenting program, create an absence entry.
*Please note: Absence entries Absence entries are approved when the attendance when the attendance is approved. DCI will allow a user to create an attendance entry for a date for which an absent entry already exists. DCI will not allow a user to create an attendance entry for a date for which an attendance entry already existsAn attendance entry can be created for a date that already has an absence entry. An absence entry cannot be created for a date that already has an attendance entry.
Role Required: SuperuserSuper User, Supervisor
Permission Required: Residential Program Admin, Parenting Program Admin
Create an Absence Entry
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Log in to
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personal profile
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Click Home
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on the main menu
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Click Residential Programs or Parenting Programs on the submenu
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Create Absence Entries from the Residential or Parenting Program Profile:
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Use the filters to search for the program and click Search
Click anywhere in the program row to open the details page
Optionally use the filters by entering criteria and select Search. The table below the search box will update based on search criteria
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Select Actions button
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Select New Entry from the actions dropdown
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Fill out the Add New Entry form wizard
Select Absent for the Entry Type
The Residential or Parenting Program name will auto populate
The Account Type will auto populate
Enter the Client Name
Select the Service Code Check Box
Select the Check Out time
For partial days, select the time the client checked out and then add the time they checked back in
Select a reason for the absence or partial visit
Optional – add notes or attachments as required by your program
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Select Save
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Select Yes in the confirmation alert window to submit the entry
Click Actions
Select New Entry from the drop-down menu
Complete the Add New Entry form wizard
Entry Type: Select Absent from the drop-down
Program Name: The residential or parenting program name will auto-populate
Account Type: The account type will auto-populate
Client: Type and select the client's name
Service Code Checkbox: Select the checkbox for the service code
Check Out: Select the date and time the client left the program
Check In: Select the date and time the client checked back in to the program
Reason: Select a reason for the absence from the drop-down menu
Note (optional): Add a note if required by the program
Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program
Click Save and Yes to confirm
Create an Absence Entry from the Program Profile
Log in to the Residential or Parenting Program profile
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Click Home
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on the main menu
Click
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Clients on the submenu
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Click Actions
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Select New Absent
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from the drop-down menu
Complete
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the New
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Absent form wizard
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Click Save
Client: Type and select the client's name
Service Code Checkbox: Select the checkbox for the service code
Check Out: Select the date and time the client left the program
Check In: Select the date and time the client checked back in to the program
Reason: Select a reason for the absence from the drop-down menu
Note (optional): Add a note if required by the program
Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program
Click Save and Yes to confirm
Absentee Report
The Residential and Parenting Absentee Report will show the shows the Check Out and Check In times for theses absences and partial days. The Absentee Reports contain days along with the reason for the absence or partial day.
Log in to
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personal profile
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Click Reports on the
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main menu
Click COA Reports
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on the submenu
Select Residential Absentee
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Report or Parenting Absentee Report
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from the flyout menu
Enter desired
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criteria
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into the filters
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and click Search
The records will display in the table below the filters
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Click Download to open the Download Report Wizard
Select the column(s) to be displayed on the report
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Click the right arrow to add a column to the Selected Columns
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Click the double right
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arrows >> to add all columns to the Selected Columns
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Click the left arrow to remove the column from the Selected Columns
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Click the
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double left
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arrows <<
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to remove all columns from the Selected Columns
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Click Next
Select the format in which to download the report by clicking
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the Format drop-down
Format options include Excel, PDF, CSV, and Tab
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Delimited
PDFs have a
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ten column limitation
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Select the Layout from the dropdown
Layouts are: Portrait or Landscape
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Select Download
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If PDF is selected, the Orientation field will open
Select Portrait or Landscape from the drop-down menu for the PDF
Optional - Click the Save as Report Download Preference checkbox to save the report preference
Click Download
Import Residential Program Attendance Entries
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If absences If absence entries are entered into the into the system, the system will not generate attendance entries for attendance entries will not be generated for that day. Use the import Residential Residential Program Attendance Entries to import for dates with Import to import dates with absence entries. To learn how to import See the section entitled Residential Program Attendance Entries , see the “Admin Guide - Import Module” in the Help Center.
The fields needed for import:
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AccountID
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EntryReference
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StartDate
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in the SP (or FI) Admin Guide: Import Formats article for details.
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