Exporting Attendance

Easy Grade Pro allows you to export attendance over a network in just a few steps.
To prepare for the exporting of attendance:
Careful preparations are required before exporting can begin. These are listed next.
•
 Attendance Folder. A folder must be set up on a shared volume to hold the daily attendance export files. The pathname (name of folder, enclosing folders and volume) must not change once exporting has begun. The volume should be automatically mounted on each teacher's computer.
•
 Attendance Categories. Each teacher's gradebook must have the school's attendance categories and codes. Although these can be set by each teacher using the Class Options window, it is suggested that a gradebook template be set up and made available to teachers.
•

Export Attendance Format. Easy Grade Pro has a built-in export format for attendance. This format has the name Export Attendance and can be found under the Built-in Formats tab of the Export window. It has the following fields:

Field 1 Selected Date

Field 2 ID

Field 3 Last Name, First

Field 4 Selected Day's Attendance

If desired, you can create your own custom format. See the section Creating Formats for Importing and Exporting for help. In order for Easy Grade Pro to use your format, it must be named Export Attendance. It is best to include the format in a gradebook template.
•
 Calendar Settings. Attendance data cannot be recorded until calendar options have been set in the Class Options window.
•
 Export Attendance Tool. The Export Attendance tool is used to start the export process. It must be placed on either the tool bar or tool palette. To add the tool, press and hold on any occupied or unoccupied tool location. Select the Export Attendance tool from the menu that appears. It is best to include this setting in the gradebook template.
Export Attendance tool
•
 Gradebook Template. A gradebook template can be used to ensure that all teachers' gradebooks have the same settings. It also minimizes the work that teachers must do. First create a gradebook with the right settings. Then create a template of the gradebook. Refer to the section Exporting for help. Teachers should create their gradebooks directly from the template.
To export attendance:
Before you can export attendance, your gradebook must have the correct attendance categories and export format. The Export Attendance Tool must be on the tool bar or tool palette and the volume to receive your attendance data must be mounted on your computer. You must know the name to use for your export file and the location in which it is to be saved. Be sure to enter your attendance data in the attendance chart or seating chart first. Then follow these steps:
1 Click the Export Attendance tool. A small calendar will appear. This calendar will automatically display the current date but you may change this by clicking on another date. Click OK.
2 Easy Grade Pro will gather the attendance data for the selected date and present it in the Export Preview window. This window is used to verify the attendance data. Note that only students with attendance marks appear. Even if the preview window is empty, it is important to export so that a file is created indicating that attendance has been sent. Click the Export Records button.
3 If this is the first time that you are exporting attendance from the gradebook, the standard Save dialog window will open allowing you to name and save the export file. Use the unique name given to you. The location to save the file should be the attendance folder set up on a shared volume. Easy Grade Pro will remember the name and location and use them automatically in the future.
 

If you saved the file using the wrong name or location, you must reset Easy Grade Pro. To do this, click the Export Records button in the Export Preview window while holding down the option key. You will be able to reset the name and location.