Taking Attendance

‼️IMPORTANT‼️

When taking attendance, you will be looking for certain information, especially if it's a student's first class with you:

Balance (allowed to swim)/Balance (not allowed to swim): If the family has an outstanding balance, it means that they have not paid for their swimming lessons yet and you should send them home. There may be several reasons for this, not limited to: their credit card has declined, we are still communicating with them about any medical conditions the child has, their registration has not been fully approved, etc.
- If you see an outstanding balance with no note from the office, send the student home and educate the parents that the office has instructed you to send them home due to an unpaid balance. They should check their email/email the office to resolve this.

*9 times out of 10, we will have already tried to contact the parent via email regarding their outstanding registration, so if they are checking their email, this should not be a surprise, or they have not flagged our emails as safe and they are going to their spam/junk.

- If you see an outstanding balance with a note from the office, simply do what the note says. In the example below, Dawn Thomas is allowed to swim, despite having a balance.
Negative or Zero Balance (allowed to swim): If the family's balance is zero, they are fully paid up for their lessons and may swim. If their balance is negative, it means they have a credit on file. A family can only have a credit on file if all of their outstanding fees have been paid, so a negative balance mans that the student may swim.
Medical Conditions: We will be including any relevant medical conditions in the roll notes as well moving forward so you don't need to click on the little red first aid kit, as oftentimes it says "none" (as parents are required to fill that field out).

Taking Attendance is Mandatory

It is mandatory for all coaches to record attendance for each class they teach. This includes coaches working their normal permanent shifts, as well as substitutes. Substitutes will be assigned to the classes they are covering online so that the classes show in their Coach Portal just like they would with any normal classes they teach.

How to Take Attendance

If you are not already familiar with how to use the Coach Portal, please read the Jackrabbit: Coach Portal tutorial before continuing as you must know the very basics.

Step 1: Log in to your coach portal and find your classes in the "Manage Activities" tab

All the classes you are working for the day will show up here, whether you are working your normal permanent shift, or subbing for another coach.

If you are subbing, you will be listed under the class as the substitute like this:

Subs will have access to everything that the normal coach has access to. If you are subbing, please don't fiddle with the students' skills!

Step 2: Click the "Attendance" button for the current class

To mark a student as present or absent, click the blue "Attendance" button for the class you want to record.

Step 3: Record Presents/Absences

There are a few ways to record attendance for your classes.

Record the entire class at once

Usually, your whole class shows up on time and ready to swim. Rather than marking each student as present, you can just click the "All Present" button at the top of the page. This will mark all students in the class as present.

Sometimes, your entire class doesn't show (this is common with smaller or private classes). If your entire class does not show, then just click the "All Absent" button at the top of the page.

Remember to click ✅Save or your attendance will not save!

Record each student individually

When only some of your students show up, you'll need to record present/absent individually. Simply go to the Present/Absent button to the right of their name and click on whichever one applies.

Present

If a student is present from the beginning of the lesson, just click the bigger part of the box that doesn't include the dropdown arrow. This will simply mark them as present.

Late

If a student arrives late, click the dropdown arrow next to Present and you can select the "Late" box. There are also options for "Left Early" and "Observing" - just ignore these.

Absent

If a student is absent, click the bigger part of the box that doesn't include the dropdown arrow. This will automatically mark them as absent for the day.

Note: There is an option to include a note about the absence, but this is not necessary and you can leave it blank.

Future Absence

If a parent lets you know ahead of time that their child won't be present at some date in the future, then you can record a future absence to save yourself some work next time. Do this by clicking the dropdown arrow and selecting "Schedule Future Absences"

Whichever one you choose...

Remember to click ✅Save or your attendance will not save!

Did you make a mistake?

If you ever make a mistake when recording an absence, you can click the "Undo" button at the top to undo your selection.

Attendance History

You can check the attendance history for any of your students by clicking "ATTENDANCE" under their name. You can sort by absences, presents, or everything. Dates with no icons next to them indicate that attendance was not taken that day (they were marked neither present, nor absent).

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