Hello. So I am new to this job and the person prior to me never used the clock in/out feature in PS. They use a paper sign in/out sheet and simply marked the student absent or present based on the amount of time they were present that day. We are still doing this in daily attendance but when I enter a student as checking out early or coming in late and it creates a clock in/out note in their daily attendance, it is counting that day as an absence. Thats not correct if the student has been present for majority of the day. Let me give an example...Student A comes in on time and has a great day. Then after lunch something didn't settle with her right and her stomach is upset. She calls her mom and goes home at 2:00pm. I go in at the end of the day and clock this student out at 2:00pm. I enter 7:55 (start of our day) as the clock in and 2:00 for her clock out (our end of day is 3:00pm). I also leave her as "present" for the day because she was present for more than our 195 minute threshold. Our total day is 425. So in her daily attendance chart, I see that on this day she was present but did check out at 2pm for an upset stomach. Now when I go in to calculate her ADA, she (assume she has no other absentees) has an ADA of missing one day. She was not absent that day so why is it calculating that way??? She should have 0 absentees. To clarify I have checked to be sure all my attendance codes are correct in my setup. Can anyone help me??? Or am I doing something wrong?
Thank you for reaching out in the PowerSchool Community!
Can you confirm you are using the default conversion on the Full Time Equivalences : Time to Day? We also suggest using Meeting Attendance because if you are using Daily attendance, it only takes a single record for attendance per day. Here's an article with more information on How Attendance Minutes based on Attendance Codes Work.
If you have the suggested conversion and attendance set up above, and are still continuing to experience difficulty, we recommend submitting a ticket with the PowerSchool Support Team so they can take a closer look at your setup and determine the root cause.
Yes, I am using Daily attendance and my FTE was set up as "Time to Day." Late last night I finally decided to change it to "Code to Day" and it fixed my problem!! I had no idea what "time to day" meant...so I am assuming (and maybe you can confirm) that "time to day" was calculating anything less than a full day as an absence? Code to day is going to just calculate whatever code I enter? Is this correct?
We have just switched over to PowerSchool and I'm having trouble tracking the ins and outs as well. I have it set up as Code to Day, but I must not have something else setup correctly. I was told if I had it set to Daily it would only count them as absent or present, no in between. I'm wondering if my conversion isn't correct?? Its 0 for absent and 1 for present codes.
You have to have the "daily" and "meeting" feature turned on. But you set you FTE up as "Code to Day" and "Daily." I sign them in and out and then go by the total minutes present (for TN you must be present 195 mins a day to be counted as present). If they are under the 195, I code them as a U in my bridge period. If they are over the 195, I code them as present in my bridge period. I hope this answers your question.