Absences (students)

The student absence are entered in the roll call sheet (observed absence) or directly from the timetable grid (planned absence).

Configuration

Define the authorizations for the teachers

Go to the tab Resources > Teachers > Authorization profiles.
Select the profile in the list on the left.
On the right, deploy the categories Absenteeism and Roll call sheet.
Tick the authorized actions.

Define the authorizations for administrative users

Prerequisite You must login as the SPR.

Go to the tab File > User administration.
Select the user group on the left.
Select the category Student absences.
Tick the authorized actions.

Define the authorizations for the staff in Student Administration mode

Go to the tab Resources > Staff > Authorization profiles.
Select the profile in the list on the left.
On the right, deploy the category Absences and tardiness and Roll call sheet of the Study Hall and the staff.
Tick the authorized actions.

Define the information published on the Webspaces

Publication of the absences on the Webspaces (parents, students, teachers, etc.). (See below)

Configure the management of the half-day absences

Prerequisite You must be a user from the group Administration or PEC.

Go to the menu Parameters > absences and roll calls > Options.
Specify Midday reference, according to which the half-days are defined.
For the counting of half-days of absence, you choose between:

Gross half-days: a half-day is counted even if the student is only absent one hour
Calculated half-days: the half-days are calculated according to the duration of the absence. If the half-day is four hours and the student is absent for two hours, PRONOTE counts half of the half-day for the absence.

Recover the absences from another application

Prerequisite You must be a user from the group Administration.

The command Imports/Exports > PARTNERS > … allows you to recover the absences and tardiness entered in:

ARC-EN-SELF (Arc-en-Self)
ARD ACCESS (ARD GEC)
COBA
Scola Concept
TURBOSELF (TurboSelf)

Modify the sealing date for the entry of absences for the semester

By default, the entry of events in Student Administration is automatically sealed at the end of the semester (date specified in the menu Parameters > institution > Official periods).

Prerequisite You must be a user from the group Administration.

Go to the tab Resources > Classes > Sealing of the periods.
Select all the classes that have the same sealing date.
Click on the button atop the column Stud. Admin. for the concerned semester.
In the popup window, modify the date from which the Student Administration elements must not be counted for this semester.

Entry of absences

The staff or teachers can enter the absences from a Client PRONOTE or from their Webspace on the Internet. They are entered in the timetable grid or roll call sheet.

Enter an absence in the timetable grid

The entry in the timetable grid allows you to quickly enter an absence known in advance.

Go to the tab Absences > Entry > Grid of absences and tardiness.
Select the student in the list on the left.
Click on the concerned week on the top ruler.
Select Absence.
Select a motive in the drop-down menu or leave Motive not yet known.
Click-drag on the days when the student is absent: the absence appears in the color of the motive.

Note: to shorten or delete the absence, click-drag on the time zone.

Open/Close an absence that increases as time goes by

Prerequisite The entry for open absences must be authorized in the menu Parameters > absences and roll calls > Options.

Go to the tab Absences > Entry > Grids of absences and tardiness.
Select the student in the list on the left.
Click on the slot where the absence begins.
PRONOTE proposes to open the absence: click on Yes.
The absence will increase as time goes by.
To close the absence, click on the button that is displayed at the end of the absence.

Enter a student's absence for a course or Study Hall

Roll call sheet

Enter an absence for the half-board

Half-board

Enter an absence for boarding school

Boarding school

Enter a student's absence for an internship

Prerequisite The option Authorize the entry of an absence during the days of an internship must be authorized in the menu Parameters > absences and roll calls > Options.

Go to the tab Absences > Entry > Grids of absences and tardiness.
Select the student in the list on the left.
Click on the concerned week on the top ruler.
Select Absence.
Select a motive in the drop-down menu or leave Motive not yet known.
Click-drag on the days when the student is absent: the absence appears in the color of the motive.
The number of absence hours entered in the internship period is displayed in the column Absence (in hours) of the tab Internships > Trainees > List.

Visualization of the absences

Know how many students are absents from the institution this morning

Daily dashboard

Edit a list of absences for the day, week, etc.

Go to the tab Absences > Entry > List of absences and tardiness.
Highlight the concerned weeks on the ruler and/or specify a period on the top right.
To only display the absences of a course, click on the button on the top right and in the popup window, un-tick the tardiness and other types of absence.
The list of absences can be sorted in any column. This way, with a tick on the title of the column you can find:
- the administratively unsettled absences (click on the column SA);
- the absences without a motive (click on the column Motive);
- the absences of a student (click on the column Name);
- the absences for a subject (click on the column Subject), etc.

Follow-up of the absences

Notify the guardians

You publish the absences in real time on the Parents Webspace: the parents are informed when they connect to their Webspace. To inform them without waiting for them to connect to their Webspace, you can send an e-mail or SMS.

Prerequisite The parents must have an e-mail address/cellphone number specified, accept these communication channels and the institution must be subscribed to a SMS service.

Go to the tab Absences > Mass Mailing > Mass Mailing of daily absences and tardiness.
If necessary, use the filters atop the screen to reduce the list of some absences.
If default standard letters/SMS have not been specified for the motives (Absence motives) you must indicate which one you want to use: select the absences, right-click and choose Modify > Standard letter/SMS.
The column Date due allows you to enter the date when the mail should be sent this way it can be rapidly found on the appropriate day (it is displayed in red).
Select all the events to be taken into account, right-click and choose on the button Send mail/SMS to the selection or Mass mailing.

Note: you can also alert the parents from the dashboard of the day (Daily dashboard).

Verify or specify the absence motive

Go to the tab Absences > Entry > List of absences and tardiness.

If the parents have given a motive from their Webspace , it is displayed in the column Reason. If you do not see this column, click on the button on the top right of the list to display it (List). To accept the given motive: right-click on the absence and choose Modify > Accept the parents' reason as the motive. The absence is automatically marked as settled administratively (column SA).
If the motive was transmitted to you by another means , double-click directly in the column Motive. If you do not see this column, click on the button on the top right of the list to display it (List).

Enclose a medical certificate for an absence

Go to the tab Absences > Entry > List of absences and tardiness.

If the parents are authorized to justify an absence from the Parents Webspace, they can directly load the medical certificate from their Webspace.
If the certificate has been send by e-mail or has been scanned, double-click in the column . If you do not see this column, click on the button on the top right of the list to display it (List).

Note: the maximum size for attached documents is specified by an administrator in the menu Parameters > communication > Mail/SMS/Messaging service.

Modify the status of an absence

The status of an absence (Justified/Unjustified, Health Yes/No, Outside the institution Yes/No) by default depends on its motive (Absence motives), but you can modify them manually.

Go to the tab Absences > Entry > List of absences and tardiness.
Double-click in the appropriate column: justified, O.Inst., Health. If you do not see these columns, click on the button on the top right of the list to display them (List).

Settle an absence administratively

According to the absence motive (Absence motives), the absence can be settled administratively by default. If it is not, you must settle if manually so that the absence can be removed from the tally of unsettled absences.

Go to the tab Absences > Entry > List of absences and tardiness.
Double-click in the column SA (Settled Administratively). If you do not see this column, click on the button on the top right of the list to display it (List).

Summary of the absences

Edit the summary of absences of a student

Go to the tab Absences > Summary per student > List of absences and tardiness per student.
Select the student in the list on the left.
Highlight on the ruler the concerned weeks and/or specify a period on the top right.
Select the absences to be taken into account in the drop-down menu and indicate the way to count the half-days. According to what is specified in Parameters > absences and roll calls > Options, the Half-day reports corresponds to Gross half-day or to Calculated Half-day (Half-day).
The summary can be printed, sent by e-mail or edited in a PDF format. For this, click on the button in the tool bar.

Edit a summary of absences per class or per level

Go to the tab Absences > Summary per student > Summary of the absences, tardiness, visits to the infirmary.
Click on the button and only tick the wanted class or level.
On the left, configure the absences to be taken into account.
Highlight the concerned weeks on the ruler and/or specify a period on the top right.
Double-click on a class to display the details per student.
The summary can be printed, sent by e-mail or edited in a PDF format. For this, click on the button in the tool bar.

Display the absences in the report card

Include the absences in the report cards

Go to the tab Report cards > Mock-ups > Specification.
Select a mock-up in the list on the left.
Go to the tab Footer.
Tick Number of 1/2 day absences and eventually Specify the unjustified 1/2 days and Display the missed course hours.

Indicate that an absence must not appear in the report card

The fact that an absence is counted or not in the report card depends by default on the absence motive (Absence motives) but you can manually correct the number of counted half-days in the list.

Go to the tab Absences > Entry > List of absences and tardiness.
Double-click in the column 1/2d Reports and enter 0 so that the absence is not counted in the report card. If you do not see this column, click on the button on the top right of the list to display it (List).

Publication of the absences in the Webspaces (Parents, Students, Teachers, etc.)

Publish the absences in the Webspaces

Go to the tab Communication > PRONOTE.net > .
Select the Webspace in the drop-down menu and explore the possible options in the following rubrics:
- In the Parents Webspace: Student Administration > Summary,
- In the Teachers Webspace: Absenteeism,
- In the Students Webspace: Student Administration > Summary,
- In the Student Administration Webspace: Absences and tardiness,
- In the Company Webspace: Student Administration > Summary.

Do not publish some absences

Go to the tab Absences > Entry > List of absences and tardiness.
You must specify a motive for these absences that does not include the publication ( Publ. = N) (Absence motives).

Authorize the parents to justify the absences from the Parents Webspace

Go to the tab Communication > PRONOTE.net > .
Select Parents Webspace in the drop-down menu.
Select Student Administration > Summary in the tree structure.
On the right, tick Authorize the parents to justify the absences (reason, commentary and supporting evidence via attached document).
From their Webspace, the parents can justify the absence from the homepage.