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Description: In Description: In this topic, the user will learn how to create Absence Entries and create Absence Entries and use the Absentee Report. Create an absence entry if an individual Create an absence entry if an individual is absent or attends only a attends only a partial day at a residential or parenting program.
*Please note: Absence entries Absence entries are approved when the attendance when the attendance is approved. An attendance entry can be created for a date that already has an absence entry. An attendance entry cannot be created for a date An 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 attendance entry.
Role Required: Super User, Supervisor
Permission Required: Residential Program Admin, Parenting Program Admin
Create an Absence Entry
Log in to personal profile
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Click Home
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on the main menu
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Click Residential
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Programs or Parenting Programs on the submenu
Use the filters to search for the program and
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click Search
Click anywhere in the program row
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to open the details page
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Click Actions
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Select New
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Entry from the drop-down menu
Complete
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the Add New Entry form wizard
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Entry Type:
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Select Absent from the drop-down
Program Name: The residential or parenting
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program name will auto-populate
Account Type: The account
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type will auto-populate
Client: Type and select the client's name
Service Code
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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
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Reason: Select a
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reason for the absence from the drop-down menu
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Note (optional): Add a note
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if required by the program
Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program
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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
Client: Type and select the client's name
Service Code
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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
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Reason: Select a
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reason for the absence from the drop-down menu
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Note (optional): Add a note
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if required by the program
Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program
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Click Save and Yes to confirm
Absentee Report
The Residential and Parenting Absentee Report shows the shows the Check Out and Check In times for absences and partial days along days along with the reason.
Log in to personal profile
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Click Reports on the main menu
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Click COA Reports
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on the submenu
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Select Residential Absentee
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Report or Parenting Absentee Report
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from the flyout menu
Enter desired criteria into the filters and
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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
Click the
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right arrow
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to add a column to the Selected Columns
Click
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the double right arrows >>
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to add all columns to the Selected Columns
Click
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the left arrow
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to remove the column from the Selected Columns
Click the
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double left 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
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drop-down
Format options include Excel, PDF, CSV, and Tab Delimited
PDFs have a ten column limitation
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
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Preference checkbox to save the report preference
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Click Download
Import Residential Program Attendance Entries
If absence If absence entries are entered into the into the system, attendance entries will attendance entries will not be generated for generated for that day. Use the Residential Residential Program Entries Import to import dates with to import dates with absence entries. See the section entitled Residential Program Entries in the SP (or FI) Admin Guide: Import Formats article for details.
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