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Declaring an absence (administrator / teacher / student)

Who can declare?

Role For whom? Initial status
Administrator Teacher, class, student or staff member accepted by default, editable
Teacher Themselves only pending
Student Themselves only pending
Staff Themselves only, if the Staffing module is active pending

Class absences are administrative operations: creating and modifying them is restricted to administrators.

Form fields

The Declare an absence button opens the form. Saving is done with Add.

  • Entity: visible to administrators; other roles can only declare their own absence.
  • Date range: start date and end date. For a one-day absence, use the same date. If the end is not filled in through the interface, Omniscol uses the end of the school year as a technical limit: do not use this to record a genuinely open-ended absence.
  • Time range: all day by default, or specific time slots.
  • Optional filters:
    • Class to restrict a teacher absence to certain classes.
    • Subject to target only the lessons of a given subject.
    • Assignment for staff absences, if the Staffing module is active.
  • Reason: chosen from the list provided; administrators can also enter a custom reason.
  • Comment: short free text.
  • Status: only administrators can freely set the status (accepted status by default). For other roles, the request takes the pending status and awaits validation by an administrator; the requester can however switch their own request to the aborted status to abandon it.

How-to

First teacher absence

  1. Open the Teachers tab of the Absence management module.

  2. Click Declare an absence.

  3. Select the teacher concerned if you are an administrator. A teacher declaring their own absence cannot select another teacher.

  4. Enter the dates. For a single day, use the same date as start and end.

  5. Leave All day or define the time slots concerned if the absence covers only part of the day.

  6. Choose the reason, add a comment if needed, then save with Add.

  7. If the absence is accepted and concerns a teacher, open the substitution management with Substitute management to assign a substitute or define a substitution rule.

Validating a pending request

When a teacher, a student or a staff member declares their own absence, the request is pending. Administrators can accept or reject it from the accepted and rejected shortcuts, or by opening the record.

Later changes

  • An administrator can change the dates, the times, the reason, the comment and the status.
  • The requester can modify a future absence that belongs to them; the change puts the request back to the pending status.
  • The requester can abandon their own request.

Visibility

The fact that an entity is absent can be visible in the timetables or in the Absences module, depending on viewing rights. The details of the reason, the comment, the creation metadata and the status are not exposed in the same way to all roles: non-administrator users do not necessarily see the details of other people's absences.

See also

See also