Sessions and attendance

Each activity course meets in sessions: a start, an end, a room or field and a label such as “Tuesday practice” or “Home game vs Lincoln”. Sessions are Scheduled, then Delivered when they take place or Cancelled when they do not.

Coaches record attendance for every enrolled learner at each session: Present, Absent or Excused, with the time it was recorded. There is one attendance record per session and learner; recording again corrects it. The attendance review page brings exceptions to the front: attendance that is overdue, stalled, unassigned or due this week, so coaches and the coordinator can act before a pattern of absence becomes a dropout.

• Sessions per course. Each course’s sessions carry their times, place and label.
• One attendance line per learner. Corrections update the existing line.
• Exceptions surfaced. Absences and missing attendance are visible for follow-up.

Agree when attendance must be recorded, for example by the end of practice. Agree what counts as Excused, such as a medical note or a school trip. Agree who follows up repeated absences and how families are contacted. Agree how cancelled sessions are made up.

Junior Varsity Soccer practices Tuesdays and Thursdays, 15:30 to 17:00, on Field 2. On September 16 the coach records 19 present, two absent and one excused for a dental appointment. One of the absent learners also missed the previous Thursday. Both absences appear among the attendance exceptions, and the coordinator contacts the family the next morning.

On September 25 a storm cancels practice. The session is marked Cancelled and no attendance is recorded, so no one is marked absent for it. A make-up session is scheduled for Saturday.

Rehearse this before go-live: record attendance twice for the same learner and session and confirm one line remains, and cancel a session and check no absences appear for it.

• Session Calendar — Scheduled and delivered sessions by start and end with place and label.
• Scheduled Sessions — Upcoming sessions still to be delivered.
• Attendance Exceptions — Absent and excused records by session and learner.

• Session to reviewed result: Deliver sessions and record outcomes.

Plan the rollout with your coaches.