Capturing Tardy Infractions - (Modules List)

Capturing Tardy Infractions - (Modules List)

In the Control Panel, click on Modules.  Make sure Tardy Management is toggled to the “On” position.  You will have several options to input Late to School (LTS) and/or Late to Class (LTC) infractions into Pass. You can choose one or a combination of the following options.

Option #1 - CSV Upload

Option #2 - Teacher Pass (TCH)

Option #3 - Kiosk

Option #4 - Student Late Pass (SLP)

Option #1 - Upload LTS and LTC files

For LTC or LTS infractions, schools can upload that information via a CSV file directly via SFTP or into the Pass system.  (Sample LTC/LTS files can be found in the system.) Follow the steps outlined below.  

Step 1:  Create LTS or LTC CSV files

Before uploading the file(s), you will first need to create the file. Under the Control Panel, click Tardy Settings → Tardy Upload. Under Tardy Upload Settings, download the sample file that you will be using:  LTS Sample or LTC Sample. Below are screenshots of the two example files.

Late to School (LTS)

The LTS file consists of five columns:

• Student name - first and last name (separated by a space)

• Student email

• Student number (optional)

• Time of arrival (i.e. 10:25 am)

• Date (mm/dd/yyyy format) Single-digit months and days will require a leading zero (0). See illustration below.

Late to Class (LTC)

The LTC file consists of six columns:

• Student name -  first and last name (separated by a space)

• Student email

• Student number (optional)

• Teacher name

• Time of arrival (i.e. 10:25 am)

• Date (in this format - mm/dd/yyyy)  Single-digit months and days will require a leading zero (0).  See illustration below.

REMEMBER:

• If you are creating a CSV file to upload your tardy infractions, please double check the information, especially the names of students and adults.

• A misspelled name will be entered into the system and can not be edited later. However, a misspelled student’s name will be corrected IF the email is correct.

Step 2:  Choose your file upload method (SFTP Upload or Manual Upload).

Choice #1 - SFTP File Upload (Individual School)

SFTP File Upload (Individual School)

With your file created, on the Upload LTS and LTC files page:

• Click SFTP Upload.  

• On the SFTP server, a sub folder entitled "tardy_file_uploades will be created under your school's name.

• Access our SFTP server.  

• Locate your Pass folder (school name)

• Upload the file to your school’s or sub-folder labeled “tardy_file_uploads”

Additional Info:

• Please consult your district IT personnel if you desire to automate the upload process to our SFTP server.

• Please reach out to the Help Desk if you need your SFTP credentials.

Choice #2 - Manual Upload

With your file created, on the Upload LTS and LTC files page:

• Click Manual Upload (1)

• Click "+ Upload tardy data by CSV file" (2) in the top right corner.

• On the white popup, click Select Type (LTS or LTC) (3).  

• Click Select a file to upload and select your tardy file (4)

• Click Submit (5)

Once the file has been uploaded, you can easily track the status of the file on the table below.  

• “PROCESSED” - The data on the file was processed successfully, and the tardy infractions are now recorded in your system.

• “FAILED”  - There was a problem with the data in the file.  Please review the data, make the necessary corrections, and re-upload the file.

If the file FAILED, you will receive a popup detailing which lines of the file contained errors. Review the file, make the necessary changes, and re-upload the file.

Option #2 - Teacher Pass

The school can allow the Teacher Pass (TCH) to have two checkboxes that allow an Admin to designate the TCH pass as a LTS or LTC pass.

The school can further decide to (1) allow All Adults to see the LTS or LTC buttons on a TCH pass and to access Tardy Reports and Tardy Detentions & Appointment List.

OR (2) allow only specific teachers/staff (in addition to Admins) to see the LTS or LTC buttons on a TCH pass and to access Tardy Reports and Tardy Detention & Appointment List.

If the second option is chosen, click the Add Adults button, click + Assign button in the top right corner, type or select the names of those adults from the dropdown menu, and then click Allow. You can also click Tardy Settings, click Tardy Adults, click the + Assign button, type or select the names of those adults, and then click Allow.

Option #3 - Kiosk 

Admins can allow students to mark passes created on a Kiosk as LTC and/or LTS.  Check the LTC and/or the LTS boxes as shown on the screenshot below.

Important Note:  If this will be your first time using a kiosk, please see our Pass Admin Guide or Pass Training videos for details regarding the setup and use of the kiosk.

For a student to create an LTC/LTS pass on a Kiosk, the student will click on New Pass, select the Destination (Teacher’s name) from the dropdown menu or favorites, add the reason for the tardy, click the appropriate LTS/LTC option, and then click Submit.  

On the next screen, the student will add the corresponding User Authentication information (enter email and passcode, swipe their card, or scan their Barcode/QR code).

The adult will then enter their PIN and click Approve OR Approve the pass from their Dashboard.  A LTS badge or LTC badge will appear to the left of the student’s name, indicating that this is a tardy pass.

When the student arrives to class, that adult will END/KEEP the student’s pass, and that student’s tardy infraction will be recorded in the Pass system.

Please Note two (2) items:

1. Any adult who interacts with that pass can edit it to remove the LTC/LTS or switch it if they are allowed access in Modules as well.

2. Any adult who has access to Tardy Management will have the ability to filter passes on both the Dashboard and History tabs.

Option #4 - Student Late Pass (SLP)

Admins can allow students to mark passes as LTC or LTS from the student’s device. Under the Tardy Management Module on the Modules page, check the LTC and/or the LTS boxes as shown on the screenshot below.

From the student’s Dashboard, the student will click Create Pass (1). On the Create Pass screen, the student will click Late (2), choose the teacher/location (3) (typically the adult for which the student is late), add a Reason (4), click Late to School or Late to Class (5), and then click Submit (6).  The student’s Late pass will automatically be approved and simultaneously ended by the system (7).