Closing Attendance Register Termly

This post, Closing Attendance Register Termly, in one sentence

This post, Closing Attendance register termly; provides step-by-step guides on how to correctly close students’ attendance registers for every term.

This guide is for schools and teachers that use the traditional (manual) attendance register. However, schools and teachers that use modern attendance system can also benefit from this post. Since modern attendance systems are merely an automated version of the traditional, learning – or remembering – how the traditional system works can help you identify missing features in your existing automated attendance system.

Introduction to Closing Attendance Register Termly

Closing attendance register termly is similar to stocktaking in mainstream businesses. According to accounting tools, stocktaking means counting and calculating the amount of goods you still have at the end of a trading period. No business can sustainably grow without minding their stock.

Similarly, sustainable school growth also requires that schools are intentional about their “stocks”. This means counting and calculating the number of students you still have at the end of each term. And using this to prepare reports to support administrative decisions.

Why is it Important to Close Attendance Register at the end of each term?

The importance of closing attendance register termly cannot be overemphasized. Three of such importance are:

1.      To Project Work Coverage

One of the key data that we obtain from closing attendance register is the length of the term. This takes into consideration all the holidays and observances during the term. Knowing this will enable supervisors to project the extent of work that a teacher could possibly have done during the term.

A shorter term means lesser coverage. And a longer term means teachers could have possibly cover more corresponding to the curriculum.

2.      To explain individual learner’s academics

Generally, data from attendance registers are key indicators of a learner’s approach to studies/schooling. Closing attendance register helps teachers to summarize these indicators for the term. Was a student more regular in school this term than the previous? Is the reverse the case? How does this correlate to the learner’s academic performance?

Closing register for the term helps you to get the answer to these questions. And as I explained in a previous post, a falling regularity is an indication that something is wrong somewhere. And a dutiful teacher or an intentional administrative will be able to quickly arrest the situation – if necessary.

3.      To determine growth or loss

The single most important piece of data from closing attendance register termly is the average attendance for the term. This is the piece of data that enables teachers and administrators to spread attendance trends over the entire term.

The average attendance for the term shows the attendance per day throughout the term. Any class that has an average of less than 50% per day is already heading for problems. More than that, it also says more about the teacher in that class.

In addition, many school managers take the cumulative average attendance of the whole school for the term. The result of this is a reflection of the internal happenings in the school – whether good or bad; growth or loss.

Education supervisors may ask questions about the average attendance for the term. And based on the explanation, it is may be an indicator of the quality of education in the school.

How to Close Attendance Register for the term

There are basically five steps in closing attendance register for the term.

  1. Calculate individual student’s total attendance for the term
  2. Bring forward individual student’s total attendance for the previous term
  3. Calculate individual student’s cumulative attendance
  4. Calculate the total class attendance for the term; also, for boys and girls
  5. Calculate the average attendance for the term

Let’s discuss each of these with examples.

Individual Student’s Total Attendance for the Term

This is the first step in closing attendance register each term. In earlier post, I discussed how to mark attendance register. What I didn’t include however, was the weekly total at the farthest right of the attendance sheet.

Each student’s row has 10 columns each per week from week 1 to week 15. This is where teachers mark the daily attendance as I discussed earlier.

After the 15th week for marking daily attendance, there are additional 15 single columns. The columns have number 1 to 15 corresponding to the number of weeks. And the columns have common title – Weekly Total (see picture below).

Closing Attendance Register Termly - Weekly Total Bank
Columns for Weekly Total

Weekly total

The weekly total is the total number of times a child is present for each week. Teachers calculate the weekly total attendance every week alongside the weekly class percentage attendance. To get the weekly total for each student, simply count have times the child was present for that week. Remember that you are to record each day present twice – morning and afternoon. Therefore, if a student is present throughout the week – i.e., from Monday to Friday; then the weekly total of such student will 10.

Look at the example below (click to see full image).

Register Design with Sample Data
Register Design with Sample Data

From the graph sheet, the first student – Adim Andrew – was present for four days in week 1. He was absent on Tuesday. Since school opens twice (morning and afternoon) per day, it means Andrew’s total attendance for the week is 8.

How to Count Weekly Attendance Total
How to Count Weekly Attendance Total

The teacher writes this at the far right, under number 1 of the weekly totals.

Week 1 Weekly Total for first student
Week 1 Weekly Total for first student

The same goes for the second and third students – Allan Francis and Anayor Akpan respectively. They were present for the five days of week 1. Hence, their weekly total both 10.

But look at the fourth student’s attendance – i.e., Emeka Okafor’s. His weekly total is 9.

Week 1 Weekly Total for first three students
Week 1 Weekly Total for first three students

Do you know why? That’s right. He was absent for just the afternoon session on Thursday. So, that means 10 minus 1 session; which is 9.

Now that we can work the weekly total, let’s go ahead and fill in the week 1 and 2 totals for all the students. You can try this independently. The final result should be as below:

Sample Attendance Sheet with Weekly Total for two weeks
Sample Attendance Sheet with Weekly Total for two weeks

How to Calculate Individual Student’s Total Attendance for the Term

Individual student’s total attendance for the term is the sum all of his/her weekly totals.

For example, in the sheet above; we marked the register and recorded the weekly totals for just two weeks. Assuming the school opened for only those two weeks that term, then the individual student’s total attendance for the term is the sum of the two weekly totals.

Therefore, for the first student – Adim Andrew; his total attendance for the week is 8+6 which is 14. Similarly, the total attendance of the second student – Allan Francis – is 10+8 which is 18. The teacher records this at the “Total

Can you work out the rest of the students’ total attendance for the term now? Great! At the end, you’re your sheet should look like this:

Closing Attendance Register Termly - Individual Student's Total Attendance for the term
Individual Student’s Total Attendance for the term

Importance Notice in Calculating the Total Attendance for the term

Firstly, the attendance sheet above is only a sample. Schools actually hardly open for just two weeks in a term. Instead, schools typically open for 11 to 15 weeks each term. This means that you will have to calculate individual student’s weekly total for at least 11 weeks each term. After this, you obtain individual student’s total attendance for the term by adding all the weekly totals from week 1 down to week 11, 12, 13, 14 or 15 as the case may be.

Secondly, teachers normally calculate the weekly totals at the end of each week. In fact, register managers verify the accuracies of your computations using the weekly totals. Immediately after calculating individual pupil’s weekly total each week, teachers also calculate the class’s total attendance for the week.

Total Weekly Attendance

Below the 15 columns for weekly totals of each student, you will find two other columns. The two columns are for “Times School Open” and “Total Attendance for each week” respectively. In my sample register above, the 15 columns run into these two columns (see areas with red borders below).

Attendance Register Showing Times School Open and Total Attendance per Week
Attendance Register Showing Times School Open and Total Attendance per Week

Times School Open

Times School Open refers to how many sessions the school had for each week. Teachers have to specify this at the end of every week. Good enough, this does not require much calculations.

Typically, schools have two sessions per day. This is why we mark each day twice. So, if school opens from Monday to Friday; then the total sessions will be 10.

Why? Monday to Friday is 5 days. Each day has two sessions. So, 2 times 5 is 10.

For instance, in the register above; school opened throughout the week during the first week. So, going down from weekly total column for week 1; under Times School Open, I have to write 10.

Attendance Register Showing Times School Open for Week 1
Attendance Register Showing Times School Open for Week 1

However, if for some reason; school opens for 4 days such as when there is public holiday for a day. Then times school open for that week will be 2 times 4 which is 8.

Going back to the sample register sheet again, you will notice that school opened for just 4 days during the second week. There was id-kabir holiday for one day. Hence, Times School Opened for week 2 is 8. Correspondingly, I wrote 8 in the week 2 column as below:

Times School Open for the Week 2 - if there is public holiday
Times School Open for the Week 2 – if there is public holiday

Total Attendance for each week

Total attendance for a particular week is the summation of all the students’ weekly totals for that week.

For example, the weekly totals for week 1 in the example above are 8, 10, 10, 9 10, 10, 8, 10, 10, 10, 10, 8, 8, 10 and 10. Therefore, to get the total attendance for week 1, we simply add these weekly totals which gives 141. This is what I will write as the total attendance for each week under week 1.

Closing Attendance Register Termly - Total Attendance for each week - 1
Total Attendance for each week – 1

Can you work out the total for week 2? That is going to be the sum of all the weekly totals for week 2. And this is equal to 6+8+8+8+8+8+8+8+8+8+8+6+6+8+8 = 114. This, I write under total attendance for week 2.

Total Attendance for each week - 2
Total Attendance for each week – 2

Note the tally

Observe that the total attendance for each week tallies with the total morning + total afternoon in working the percentage attendance for the week.

For instance, total attendance for week 1 – i.e., 141; is equal to total morning + total afternoon (71+70) for week 1. Similarly, total attendance for week 2 – i.e., 114; is equal to total morning and total afternoon (57+57) for week 2.

Corresponding Weekly Totals
Corresponding Weekly Totals

This must always be the case. Otherwise, your entry has an error somewhere.

Bring forward individual student’s total attendance for the previous term

This is the next step in closing attendance register termly. It is to bring forward, individual student’s total attendance for the previous term.

I explained at the beginning of this post, that one of the essences of closing attendance register termly; is to enable us compare each student’s attendance trends over a period of time.

This is why we have to bring the total attendance for previous term forward. This helps us to compare the previous term’s attendance with the current – so as to determine any changes that may require special attention.

Since you already know what the total attendance for the term is. And how to calculate it too. Bringing forward the total attendance for the previous term is easy. Simply flip back the register to the previous term’s page. Check the total attendance for the previous term. And write it down under the bring forward column for the current term.

In my example, I am just going to write some arbitrary figures as brought forward. So, below is the current look of the sample attendance register that I am trying to close for the term.

Closing Attendance Register Termly - Brought Forward
Arbitrary Brought Forward of previous term’s total attendance

Please note that there is no bring forward for first term. This is obviously because there was no previous term in the new academic session – since first term begins the session.

Calculate individual student’s cumulative total attendance for the term

This is the third step in closing attendance register. The individual student’s cumulative attendance is the sum of total attendances for the current and previous term. It is as simple as that.

Taking the sample register above for an example, the cumulative attendance for the first student 14 + 96 which is 110. Cumulative attendance for the second student is 18+120 which is 138 and so on.

The teacher writes this at the last column which has the title “Cumulative Total Attendance”. Having worked this for all the students in the sample sheets, the result is as follow:

Individual Student's Cumulative Total Attendance
Individual Student’s Cumulative (Total) Attendance for the term

Total Class Attendance for the term

Second to the last step in closing attendance register termly is to calculate the total class attendance for the term. The total class attendance for the term is the summation of all the students’ total attendance FOR THAT TERM.

Note that the total attendance for the term is different from the brought forward and the cumulative total attendance. It is the first of the three, at the far right of the sheet.

Total Attendance Column - You add all the numbers in this column to get the total class attendance for the term
Total Attendance Column – You add all the numbers in this column to get the total class attendance for the term

From the sheet above, the total class attendance for the term is 14 + 18 + 18 + 17 + 18 + 18 + 16 + 18 + 18 + 18 + 18 + 14 + 14 + 18 + 18 = 255.

Alternatively, you can also get the total attendance by adding all the total attendance for each week. From the sheet above, this will be 141 + 114 which is the same 255.

You should write the total attendance in its box. This is just below the last three columns:

Where to Write Total Attendance for the term  after calculation
Where to Write Total Attendance for the term after calculation

Total Attendance for Boys and Girls

This is self-explanatory. In entering names of students into the register, teachers usually differentiate those of male from those of female students. They do this traditionally by entering names of female students in red ink. However, some teachers simply give a couple of rows between those of boys and those of girls as I have done in the sample sheets above.

Thus, it is easy to calculate the total attendance for boys and girls. To get that of boys, look under total attendance for the term; and add the total attendance of male students only.

From the sheet above, this gives us 14 + 18 + 18 + 17 + 18 + 18 + 16 + 18 + 18 = 155.

Similarly, to get the total attendance for girls, look under total attendance for the term; then add the total attendance of female students only.

From our sample sheets, this gives us 18 + 18 + 14 + 14 + 18 + 18 = 100.

Write the total attendance for boys and girls in the corresponding fields.

Total Attendance for Boys and Girls
Total Attendance for Boys and Girls

Average Attendance for the term

The last step in closing attendance register for the term is to find the average attendance for the term. And this is pretty straightforward.

The average attendance for the term is the total attendance for the term divide by the total number of times school opened for the term.

That is, (Total Attendance for the term)/(Number of times school opened).

From our sample attendance sheet, school opened for only two weeks – a total of 10 + 8 = 18 times. And the total attendance for the term is 255.

Therefore, the average attendance for the term is  255/18 which is equals to 14.17. We write this in its column as shown below:

Closing Attendance Termly - Average Attendance for the term
Closing Attendance Termly – Average Attendance for the term

From the average attendance for the term, we can deduce that out of 15 pupils in the class, at least 14 comes to school every day. And this is an excellent attendance for the class.

And with that, we have concluded the process of closing attendance register termly. Please let me know if you find this helpful.