NT - Exporting Attendance Data

NT - Exporting Attendance Data

Exporting Attendance Data from Compass

Compass attendance data can be manually exported any time throughout the year. This can be done annually, quarterly, monthly, fortnightly, weekly, daily or on an ad-hoc basis.  Exporting attendance data from Compass and importing it into your School Information System (e.g. CASES21/CHESS, Denbigh, Integris, etc.) is how you report your school's attendance data back to your governing body (e.g. Department of Education and Training).

Please refer to the 'How to manually export data from Compass' section of this article for details.

For Northern Territory Public Schools, Compass has the ability to automatically write-back attendance data into SAMSG2, removing the need for schools to manually export attendance data at regular intervals.  For information on this process, please refer to the section in this article ''Automatically Importing Attendance Data (for Northern Territory Public Schools only)."


Permissions

To manually export Attendance data, you will need access to the Attendance page under the Organisation menu (grid icon).  This requires the AttendanceBase permission.

For Victorian Public Schools who want to access the automatic write-back function, to set this up, you will need to access the Administration Tools menu and so will require the Configure permission.

For information on having permissions assigned for staff at your school, please refer to our Permissions article
 in the Knowledge Base.


Automatically Importing Attendance Data (for Northern Territory Public Schools only).

Compass has the ability to automatically write-back attendance data into SAMSG2, removing the need for schools to manually export attendance data at regular intervals.

Once enabled, Compass will export attendance data into SAMSG2 at approximately 6:30PM each school day (if you are unsure if this has been enabled for your school, please contact our Support Team). 
The attendance data for each xml import includes attendance data marked (created and updated) between 6:00PM previous day till 5:59PM current day Local NT time (GMT+9:30).

The SAMSG2 export will only contain attendance data for periods which have the SIS PEI column filled in.  The period code sent is populated with the value entered into the SIS PEI column.

     

            

 

To set which periods are included for attendance at your school, go to the Tools menu (cog icon) and select 'Administration Tools'.  From the list, click 'Configure Schedules'.
 

Ensure the displayed 'Year' is the current year and click to the 'Periods' screen.

    


Click the edit pencil icon for the listed periods that you need to assign a SIS PEI for and enter the number for that period to be referenced in the xml export.

     


Click 'Update' to save and continue to do this for all the listed periods that need to be included in the xml export (i.e. you may have 'Lunch' or 'Recess' periods listed and, as these are not used for Attendance purposes, you would not assign a SIS PEI number for these).

     


Click to 'Day 2' and repeat the process to assign SIS PEI numbers to the applicable periods. 

     

    


Continue to do so until each of the listed Cycle Days for your school has SIS PEI numbers assigned to the applicable periods.

     



Please Note: Any attendance data associated with suspensions in Compass (Extended Status Z, H) are not sent in this export as all suspension related attendance needs to be entered manually into SAMSG2.      


How to manually export data from Compass

1. Go to the Organisation menu and select Attendance from the drop-down menu.
2. Select the "Attendance Export" option from the Attendance Reports and Exports section.
     


3. Select the date range you wish to export and choose the appropriate Export Type. See below for details of each export type.
We generally advise schools to leave the Start Date as January 1st, as this allows any retrospectively added Notes/Approvals to be exported and imported and ensures that the attendance data is up to date.
 
4. A file download notification will appear. Save this to your computer (remember the location).

WARNING: Do not open this document in Excel before importing. Excel may change the file structure and prevent the file from importing.

After you have exported the attendance data from Compass you must import it into your School Information System.  



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