A. Absence Notes & Absence Request Forms (ARF)

Real-Time Data Access

Unique Schools has direct API access to:

• AM Session Roll Call
• PM Session Roll Call
• Class Roll Calls

Absence Notes sync immediately (no delay).

Late Sign-Ins and PTL Sign-Outs sync immediately.

Daily ARF Process (Semi-Automated)

At an agreed time with the school, the Attendance Form Management (AFM) Team:

• Pulls unexplained absences directly via API.
• Sends Absence Request Forms (ARF) to parents.

This is semi-automatic:
Data retrieval is automated via API, but ARF sending is manually triggered by the AFM Team. This will soon be automatic. 

Write-Back Process (Absence Notes)

After ARFs are sent:

• AFM Team presses Write-Back to sync absence notes to Tyro.
  • Sync order:
    • AM Session + AM Classes
    • PM Session + PM Classes (in afternoon)
• We only write-back where:
  • Mark is Unexplained Absence
  • Mark is Blank

Automatic Adjustments

Any notes submitted after initial write-back (same day or previous days) are written back automatically.

End-of-day overwrite correction:

• System re-runs write-back to correct any teacher overwrites.

B. Late Management

Digital Sign-In Device Integration

If student signs in via Digital Sign-In Device:

• With note → Explained Late
• Without note → Unexplained Late

Present marks are overwritten where necessary.

Smart Late Detection (Tyro Advantage)

Because we have class roll access:

• If student:
  • Marked Absent in AM Session
  • Then marked Present in next two classes
• System will:
  • Convert AM Absent → Late
  • Cancel ARF
  • Generate Late Note Request automatically
• This significantly reduces “Please Checks”.

Additional Late Rules

• If Late Note exists in advance → ARF will NOT be sent.
• Late Note Requests auto-created where:
  • Student bypasses tablet
  • Teacher marks late directly in Tyro
• End-of-day overwrite correction is performed.

C. Permission to Leave (PTL)

Fully automatic integration:

• PTL pushed automatically to Tyro on the day.

Comment section updated at each stage:

• Note Approved
• Student Signed Out
• etc.

ARF Suppression Rule

If PTL note:

• Is within 30 minutes of AM/PM session roll call
  → ARF will NOT be sent.

D. 7-Day Monitoring Logic

System checks Tyro attendance changes within last 7 days.

Example:

• Present → Changed to Absent Unexplained
  → ARF created automatically
• Absent → Changed to Present/School Activity
  → ARF cancelled automatically

Checks occur:

• PM Session time
• 4:00 PM daily

ARF sending will soon be fully automated.

E. Team Manager Integration

Full write-back to:

• Session Roll Calls
• Class Roll Calls

School Activity codes synced automatically.

Codes must be mapped by Unique Schools Team.

A. Absence Notes & ARF

Integration Characteristics

• Access via Wonde API.
• Up to 1 hour delay.
• Only session roll calls accessible.

Daily ARF Process (Semi-Automated)

• AFM Team pulls unexplained absences via Wonde API.
• Manually triggers ARF to parents.

Write-Back Process

After ARFs:

• AFM Team presses Write-Back.
  • Syncs to:
    • AM Session Roll Call
    • PM Session Roll Call (afternoon)
• We only sync where:
  • Unexplained absence
  • Blank

Automatic Adjustments

• Retrospective notes auto-written back.
• End-of-day overwrite correction performed.
• Only session roll calls can be corrected.

B. Late Management

Digital Sign-In Device

• Syncs with Session Roll Call only.
  • With note → Explained Late.
  • Without note → Unexplained Late.
• Present marks overwritten if necessary.

Limitations vs Tyro

No class roll call access.

• Cannot detect:
  • Present in later classes
• Therefore:
  • No automatic AM Absent → Late conversion logic.

Additional Rules

• Late Note in advance → No ARF sent.
• Late Note Requests auto-created if:
  • Teacher updates session roll to Late.
• End-of-day overwrite correction applied.

C. Permission to Leave (PTL)

Manual Process:

• AFM Team manually:
  • Enters sign-out code.
  • Adds comment.
• No automatic PTL push to VSware.

ARF Suppression Rule

If PTL note:

• Within 30 minutes of session roll call
  → ARF will NOT be sent.

D. 7-Day Monitoring Logic

System checks session roll call updates for 7 days.

• If:
  • Present or another code → Changed to Absent
    → ARF created
  • Absent → Changed to Present/School Activity/another code
    → ARF cancelled
• Checks occur:
  • PM session time
  • 4:00 PM daily

E. Team Manager Integration

Partial write-back:

• Session roll call only.
• School Activity codes written to session.
• Codes must be mapped by Unique Schools Team.

All Attendance Actions

Handled manually by AFM Team:

• Absence Notes
• Absence Requests
• Late Sign-Ins
• Permission to Leave
• Write-backs
• Corrections
• There is:
  • No automatic data pull
  • No automatic write-back
  • No 7-day monitoring automation