Staff absentees
Staff Absentees
Overview
The Staff Absentees module is used to record and manage attendance data for all school personnel. It provides a centralised interface to track leave, reasons for absence, and replacement teacher requirements. This data is critical for school administration and is included in statutory exports such as SA-SAMS.
The Staff Absentees module is used to record and manage attendance data for all school personnel. It provides a centralised interface to track leave, reasons for absence, and replacement teacher requirements. This data is critical for school administration and is included in statutory exports such as SA-SAMS.
Navigation Path
My School > Staff > Staff Absentees
My School > Staff > Staff Absentees
Purpose of Feature
This feature ensures accurate tracking of staff attendance for payroll, operational planning, and compliance reporting. By documenting reasons for absence and the necessity of replacement staff, the school maintains a verifiable audit trail for human resource management.
This feature ensures accurate tracking of staff attendance for payroll, operational planning, and compliance reporting. By documenting reasons for absence and the necessity of replacement staff, the school maintains a verifiable audit trail for human resource management.
Step-by-Step Instructions
1. Initial Review
The landing page displays a summary of absentees already captured for the selected term. Review this list to avoid duplicate entries.
The landing page displays a summary of absentees already captured for the selected term. Review this list to avoid duplicate entries.
2. Capturing New Absentees
Click the Load Absentees button.
Select the relevant Employment Category (e.g., Department of Education, Governing Body, or Other) by clicking the blue eye icon next to the category.
Select the Monday of the week for which you wish to capture data and click Continue.
If entries already exist for that week, they will be displayed. To add a new entry, click Add a line.
Select the Staff Member from the dropdown menu.
Tick the checkbox for the specific Day(s) of the week the staff member was absent.
Select the Absent Reason from the list.
Note: Custom reasons can be managed at My School > General > Databases: Absent Reasons.
Complete the replacement and documentation details:
Replacement: Tick the checkbox if a replacement teacher is required.
Payment: Indicate who is responsible for the replacement's salary.
Documentation: Indicate if supporting documentation is required and describe the document type (e.g., Medical Certificate).
Notes: Enter any additional technical or administrative notes.
Click Continue to save the entries.
Click the Load Absentees button.
Select the relevant Employment Category (e.g., Department of Education, Governing Body, or Other) by clicking the blue eye icon next to the category.
Select the Monday of the week for which you wish to capture data and click Continue.
If entries already exist for that week, they will be displayed. To add a new entry, click Add a line.
Select the Staff Member from the dropdown menu.
Tick the checkbox for the specific Day(s) of the week the staff member was absent.
Select the Absent Reason from the list.
Note: Custom reasons can be managed at My School > General > Databases: Absent Reasons.
Complete the replacement and documentation details:
Replacement: Tick the checkbox if a replacement teacher is required.
Payment: Indicate who is responsible for the replacement's salary.
Documentation: Indicate if supporting documentation is required and describe the document type (e.g., Medical Certificate).
Notes: Enter any additional technical or administrative notes.
Click Continue to save the entries.
Frequently Asked Questions (FAQ)
Why are the date blocks greyed out when I try to capture an absence? This usually occurs if the selected dates fall outside the official staff term dates or during a school holiday. You must verify and update your school calendar settings at My School > General > Annual Calendar: Terms/Holidays.
Can I mark an educator as absent during school holidays? No. The system logic prevents marking leave during official school holidays as defined in the Terms/Holidays setup.
Is this information linked to SA-SAMS? Yes. All captured staff absentee data, including notes and replacement details, is formatted to align with SA-SAMS requirements for regular submission exports.
How do I add multiple staff members for the same week? Use the Add line button. This allows you to capture several personnel entries within the same weekly view before clicking Continue to save them all at once.
Why are the date blocks greyed out when I try to capture an absence? This usually occurs if the selected dates fall outside the official staff term dates or during a school holiday. You must verify and update your school calendar settings at My School > General > Annual Calendar: Terms/Holidays.
Can I mark an educator as absent during school holidays? No. The system logic prevents marking leave during official school holidays as defined in the Terms/Holidays setup.
Is this information linked to SA-SAMS? Yes. All captured staff absentee data, including notes and replacement details, is formatted to align with SA-SAMS requirements for regular submission exports.
How do I add multiple staff members for the same week? Use the Add line button. This allows you to capture several personnel entries within the same weekly view before clicking Continue to save them all at once.
Restrictions & Reasons
1. Employment Category Separation
Restriction: Absentees must be captured within their specific employment category (Dept vs. SGB).
Reason: This separation ensures that reporting and payroll data remain distinct for different funding bodies, which is a requirement for financial auditing and Department of Education submissions.
Restriction: Absentees must be captured within their specific employment category (Dept vs. SGB).
Reason: This separation ensures that reporting and payroll data remain distinct for different funding bodies, which is a requirement for financial auditing and Department of Education submissions.
2. Historical Data Integrity
Restriction: Users cannot delete an absentee record if it has already been included in a finalised statutory export.
Reason: This maintains a consistent audit trail and prevents discrepancies between the d6 database and submitted government records.
Restriction: Users cannot delete an absentee record if it has already been included in a finalised statutory export.
Reason: This maintains a consistent audit trail and prevents discrepancies between the d6 database and submitted government records.
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