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Supervisor Attendance Guide

As a supervisor, you’re responsible for marking daily attendance for students in your assigned learning centre(s). This guide covers the complete daily workflow for attendance management.

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Your Attendance Responsibilities

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Daily (5-10 minutes)

• Mark attendance for all students by end of day
• Record late arrivals with arrival times
• Add notes for known absences
• Review your attendance dashboard

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Weekly

• Review weekly attendance for your centre
• Check for patterns (students frequently absent)
• Report concerns to administrator

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Daily Marking Workflow

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Step 1: Access Attendance

1. Log into Zion
2. Navigate to Attendance in sidebar
3. The marking interface opens

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Step 2: Verify Date and Centre

• Date: Defaults to today (change if marking previous day)
• Centre: Select your learning centre from dropdown

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Step 3: Mark Each Student

For each student in the list: Present (Green Button):

• Student is in class on time
• Click once to mark
• Status saves immediately

Absent (Red Button):

• Student is not present
• Click once to mark
• Consider adding a note if you know the reason

Late (Amber Button):

• Student arrived after school start
• Click to mark
• Optionally set arrival time
• Add note about reason if known

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Step 4: Use Bulk Actions

For efficiency when most students are present:

1. Click Mark All Present button
2. Confirm in dialog
3. Then individually mark absent/late students

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Step 5: Add Notes

For any student, add notes:

1. Click the notes icon on student row
2. Enter explanation (e.g., “Doctor appointment”)
3. Notes are visible to administrators

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Step 6: Verify Completion

Check the summary bar:

• Total: All students in your centre
• Marked: Students with status
• Unmarked: Students still needing status

All students should be marked before you leave for the day.

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The Marking Interface

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Student List

Students are sorted for efficiency:

1. Unmarked students first (no status yet)
2. Then alphabetically by first name

Each row shows:

• Student name
• Current status (or “Unmarked”)
• Notes indicator (if notes exist)
• Grade level

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Status Buttons

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Summary Bar

Real-time totals update as you mark:

• Total students
• Marked count
• Unmarked count
• Present/Absent/Late breakdown

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Handling Special Cases

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Late Arrivals

When a student arrives late:

1. Mark status as Late (amber)
2. Click time icon to set arrival time
3. Optionally add note with reason

Recording Time:

• Use the time picker
• Set actual arrival time
• This helps track patterns

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Known Absences

If you know why a student is absent:

1. Mark status as Absent (red)
2. Click notes icon
3. Enter reason: “Doctor appointment”, “Family trip”, etc.

Common Notes:

• “Parent called - sick”
• “Dentist appointment”
• “Family emergency”
• “School-approved absence”

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Correcting Mistakes

If you mark wrong status:

1. Click the correct status button
2. New status replaces old
3. Changes save immediately

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Previous Day Marking

To mark attendance for yesterday:

1. Click the date picker
2. Select previous date
3. Mark as normal

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Your Attendance Dashboard

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Accessing Dashboard

1. Navigate to Attendance → Dashboard
2. View your centre’s attendance metrics

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What You See

Today’s Summary:

• Your centre’s attendance rate
• Present/Absent/Late counts
• Comparison to school average

Absent Students List:

• Students absent today
• Quick reference for follow-up

Late Arrivals:

• Students who arrived late
• Arrival times

Weekly Trend:

• Last 7 days for your centre
• Visual trend line

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Viewing Alerts

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Your Centre’s Alerts

1. Navigate to Attendance → Alerts
2. See alerts for your students only

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Alert Information

Each alert shows:

• Student name
• Alert type (Warning/Critical)
• Consecutive absences
• 30-day absence rate

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What to Do

When you see an alert for your student:

1. Note the pattern
2. Talk to the student if possible
3. Inform administrator
4. Document any actions in notes

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Best Practices

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Timing

Morning Mark (Recommended):

• Mark attendance within first 15 minutes
• Most accurate for on-time vs late

Mid-Morning Update:

• Update any late arrivals with times
• Add notes for known reasons

End of Day Verify:

• Ensure all students marked
• Check summary shows zero unmarked

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Accuracy

• Mark in real-time: Don’t batch mark at end of day
• Be precise: Late vs Absent matters for tracking
• Use notes: Document known reasons
• Double-check: Verify before leaving

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Consistency

• Mark at same time each day
• Use consistent note terminology
• Follow same process daily
• Don’t skip days

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Common Issues

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Student Not Appearing

Possible Causes:

• Student not assigned to your centre
• Student deactivated
• Wrong centre selected

Solution:

• Verify centre selection
• Contact administrator if student should be there

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Cannot Mark Past Date

Cause: Midnight cutoff has passed Solution:

• Contact administrator for correction
• Mark current day on time going forward

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Status Not Saving

Possible Causes:

• Network issue
• Session expired

Solution:

• Check internet connection
• Refresh page
• Log out and back in

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Mobile/Tablet Usage

The attendance interface works well on tablets: Touch-Friendly:

• Large buttons (48x48 pixels)
• Easy to tap accurately
• Swipe to scroll

Optimal Use:

• Use tablet in classroom
• Mark as students arrive
• Real-time updates

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Exporting Your Data

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CSV Export

Export your centre’s attendance:

1. Navigate to Attendance marking page
2. Click Export button
3. CSV downloads automatically

File Contains:

• Student name and number
• Grade level
• Status (Present/Absent/Late)
• Arrival time (if late)
• Notes
• Summary totals

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Use Cases

• Parent meeting preparation
• Personal records
• Spot-checking data

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