Spreadsheets

Attendance

Instructions

Rosters

Instructions

Attendance

PLEASE READ

Any cells filled with blue, usually have formulas and are programmed to update automatically. Please do not change any formulas without backing up your sheet first.
Adding or removing any columns may cause formulas in cells filled with blue not to function properly or not calculate the correct data. If you need to remove a column, HIDE it instead. You can do this by right-clicking on the column name at the top, and selecting "Hide Column."
Instructions and a download link are available after the preview of this spreadsheet.

Daily Attendance

Click this link to make your copy of the Daily Attendance.

Instructions

Keep a blank copy of this spreadsheet so you always have a template to use every year.
1. Go to file, make a copy of your template, and name it "Attendance [current school year]".
Enter student information and instrument. If this class does not require an instrument, I recommend hiding columns C and F.
Changing the dates
1. Double-click the cell and select the correct date. This will update the date for the rest of the classes.
2. You can rename the classes. They do not need to remain, "Class 1, Class 2," etc...
Adding dates
1. Go to a full week in the middle of the sheet. select the column letter at the top, then hold shift and click the blank column at the end of the week. There should be six columns in total selected.
2. Left-click on the selected columns and select "+ Insert 6 columns right."
3. You will need to enter the dates you need in the blank fields.
  1. You can do this by double-clicking in the blank cells at the top of each column.
4. You can add another divider by selecting the column letter and copying and pasting the divider from the previous week.
5. Adding columns at the end of the sheet may cause the formulas in columns D, E, and F not to calculate the data you enter in those cells. The filter may also not carry over to the new cells.
Removing dates
1. If there are too many dates and you do not need as many dates, hide the dates you do not need,
2. Again, removing or deleting columns may cause formulas to function incorrectly.
Adding classes
1. If you need to add classes, go to the bottom of the spreadsheet and duplicate and rename as many sheets as you need.
Adding rows for student names
1. If you need to add more students to a class, select a row or two on the left of the sheet and then right-click.
2. Select Insert X rows either above or below. You will see that it creates the two rows, but the formulas do not insert automatically.
3. There are two ways to add the formulas to these empty cells.
  1. Select the cells above and copy and paste them to the empty cells.
  2. Select the cells above the empty cells.
  3. There will be a blue orb on the bottom right of the cells you've selected.
  4. When you move your mouse over it, the cursor should change to a large plus sign.
  5. Click and drag that orb down past the empty cells.

Glossary of Terms

What do the different initials mean in the drop-down? (If you change any initials, they will not count into the totals unless you change the formula. Do not change any formulas without backing up your sheet first. )

If a student is present, just leave the field blank.
1. LE - Late Excused
2. LU - Late Unexcused
3. AE - Absent Excused
4. AU - Absent Unexcused
5. I - Missing Instrument
6. M - Missing Music
7. I/M - Missing Instrument and Music
8. No School - No school that day. The entire column will turn gray.
What happens with the different initials?
1. Any initial that has EXCUSED does NOT add to the Late or Absent Totals.
2. Any initial that has UNEXCUSED DOES add to the Late or Absent Totals.
3. If you choose I or M, it will add one point to the I/M column.
4. If you choose I/M, it will add two points to the I/M Column.
5. If you use the "No School" option for any student, the entire column will turn gray.
Whenever the date is the current date, the entire column will turn green.

Things you can change:

You can change the instrument list by clicking the dropdown and then clicking the pencil at the bottom.
1. Once you have made changes, you can edit the selected cell or ALL the dropdowns.
You can change the dates. Double-click on the dates and a calendar will pop up.
The instruments have a number at the front so you can sort them in score order.

Recommendations:

After every week, hide the week. This will help the formulas calculate faster and keep the current information easier to access. You can always unhide this information later if you need it.
If you need to add days, go to the far right and copy and paste the existing cells.

Rosters

PLEASE READ

Any cells filled with blue, usually have formulas and are programmed to update automatically. Please do not change any formulas without backing up your sheet first.
Adding or removing any columns may cause formulas in cells filled with blue not to function properly or not calculate the correct data. If you need to remove a column, HIDE it instead. You can do this by right-clicking on the column name at the top, and selecting "Hide Column."
Instructions and a download link are available after the preview of this spreadsheet.

Rosters

Click this link to make your copy of the Rosters.

Instructions

Copy and paste the names and instruments from the attendance sheet above.
1. If you do not use the attendance spreadsheet but still want to use the roster spreadsheet, you will have to type all the names.
Changing Date
1. To change the date double-click cell D1 on the Class 1 sheet (or the first class) and select the correct date. This will update the date for the rest of the classes.
2. You can rename the classes. They do not need to remain, "Class 1, Class 2," etc...
Adding Dates
1. Because there are no formulas in this spreadsheet, You may add columns to the right of the only column with a date.
2. If you do add dates, the function of class 1 controlling the dates on the other sheets will not work. You will need to add and change the dates manually for each class.
3. Having one sheet for each class for as many days as you need is the easiest solution.