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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 partial day at a residential or parenting program, create an absence entry.
*Please note: Absence entries are approved 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 exists.
Role Required: Superuser, Supervisor
Permission Required: Residential Program Admin
Create an Absence Entry:
Log in to your personal profile
Select Home on the main menu
Click the Residential Program tab or Parenting Program tab on the submenu
Select the Residential or Parenting Program by clicking anywhere in the row 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
Select Actions button
Select New Entry from the actions dropdown
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
Select Save
Select Yes in the confirmation alert window to submit the entry
Create Absence Entries from the Residential or Parenting Program Profile:
Sign in to the Residential or Parenting Program profile
Select Home on the main menu
Click Clients on the submenu
Click Actions button
Click New Absent from the actions dropdown
Complete the New Absent form wizard
Click Save
Click Yes in the confirmation alert window
Absentee Report
The Residential and Parenting Absentee Report will show the Check Out and Check In times for theses absences and partial days. The Absentee Reports contain the reason for the absence or partial day.
Log in to your personal profile
Click Reports on the Main Menu
Click COA Reports on submenu to open flyout menu
Click the Residential Absentee Report or Parenting Absentee Report in the flyout menu
Enter desired criteria into the filters (i.e. check out date, check in date), click the Search button
The records will display in the table below the filters
Click Download button
Select the column(s) to be displayed on the report
Select the right triangle button to add column to the Selected Columns
Select the double right triangle >> button to add all columns to the Selected Columns
Select the left triangle button to remove the column from the Selected Columns
Select the double left triangle << button to remove all columns from the Selected Columns
Click Next
Select the format to download the report by clicking the Format dropdown
Formats are: Excel, PDF, CSV, Tab delimited
PDFs have a 10 column limitation for report downloads
Select the Layout from the dropdown
Layouts are: Portrait or Landscape
Select Download
Optional - click the Save as Report Preference Checkbox if you would like to save this report preference in the future
Import Residential Program Attendance Entries:
If absences entries are entered into the system, the system will not generate attendance entries for that day. Use the import Residential Program Attendance Entries to import for dates with absence entries. To learn how to import Residential Program Attendance Entries, see the “Admin Guide - Import Module” in the Help Center.
The fields needed for import:
AccountID
EntryReference
StartDate
EndDate
The Partial Day Absent Entries User Guide shows users step-by-step how to enter partial day entries for Residential and Parenting Programs.
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