Fully Automated Teacher’s Attendance Register in Excel, OpenOffice Calc & Google Sheets to manage and monitor attendance for School Staff.
Moreover, this template generates teacher-wise and month-wise reports based on specific criteria. It also consists of 3 printable Teacher attendance sheets.
Additionally, this template consists of 8 types of different heads to mark the presence or absence of the teachers. These heads include sick leaves, paid leaves, vacation duty, leaves, and half days. It also allows the user to mark vacations and general holidays.
Thus, this template can be helpful to School admins, Principals, Vice Principals, and owners of small schools to keep a bird’s eye on the teaching staff.
Download Teacher’s Attendance Register Template (Excel, OpenOffice Calc & Google Sheets)
We have created a ready-to-use Teacher’s Attendance Register Template with predefined formulas and VBA codes. Just insert the data regularly and it will automatically calculate the working days and payable days for you.
In case, you want to customize any of the above templates feel free to contact us. You can hire us for our services on Fiverr or directly contact us at firstname.lastname@example.org.
How To Use Teacher’s Attendance Register Template?
Teacher’s Attendance Register is a fully automated attendance register that records attendance and generates attendance reports based on multiple criteria.
Record attendance of your teaching staff in just 3 easy steps:
- Enter the year and select the month.
- Mark attendance for each date from the dropdown list for each teaching staff.
- Save data to the Yearly Attendance Record with a click of a button.
That’s all the user needs to do.
Furthermore, the template consists of two “Save Data” and “Clear All”. At the end of each month, just click on “Save Data” and it will automatically transfer the data to the School Yearly Attendance Record sheet.
To record the attendance for the new month, click on “Clear All” and it will clear the contents of the Teacher’s attendance sheet.
Moreover, the template consists of predefined formulas. It automatically counts the number of presents, half-days, and all types of leave for each teaching staff.
You can download this sheet in three different spreadsheet programs; Microsoft Excel, Google Sheets, and OpenOffice Calc. Instructions to use each type of spreadsheet program are given in the below section.
This template consists of 5 sheets: Teacher’s Attendance Register, School Yearly Attendance Record, and 3 different types of Printable Attendance Sheets.
Let us understand the working of each template in detail.
Teacher’s Attendance Register Template
The Teacher’s Attendance Register consists of the following sections: Header Section, Teacher’s Information section, Attendance Section, and Monthly Attendance Summary Section.
The header section consists of:
Year: Insert the year manually.
Month: Select the month from the drop-down list.
Date: This row consists of 31 days of the month. It automatically turns grey based on month selection. For example, if you select February, the columns of the last two or three days will turn grey.
Type of Day: This row defines whether it is a working day or holiday. For each Sunday it automatically turns the type to “H”. Formula used here is=IF(E8=”Sun”, “H”, “W”).
Week Days: Displays the day of the month based on the selection of year and month against each date. Formula used here is =IFERROR(TEXT(DATE($C$6,$C$4,E$6),”ddd”),””).
Each Sunday column fills in orange automatically with the help of conditional formatting.
In case, you want to mark Saturday and Sunday both as a week off then you need to change the conditional formatting by following these steps:
- Go to the “Home” tab. Navigate to “Conditional Formatting” in the ribbon area under “Styles”.
- Click on the “New Rule” option.
- Insert the same rule for =E$8=” Sat” and select apply to $E$8:$AK$60. This will fill your Saturday columns with orange.
Teacher’s Information Section
Insert ID and Teacher’s name. This is a one-time entry and only changes when a teacher leaves or a new teacher is recruited. The month column is auto-updated based on the selection of the month in the header section.
All the cells in this section consist of a drop-down list. The drop-down list has been created using the Data Validation option. Mark the attendance against each teacher by selecting the correct option from the drop-down list.
This dropdown list consists of the following heads:
Select “P” for full-day Present, “L” for Full day Leave (Unpaid Leave), and “H” for Holiday (Weekends).
“HD” for Half Day Presence. Every company has a different Half-day policy. Some mark for an actual half-day working and some even mark latecomers as a half day.
Select “SL” for Sick Leave are those leaves that a school grants teachers in case of illness. Generally, sick leaves per month differ based on the type of teacher. If the teacher is on a contractual basis, the sick leaves might be less.
Usually, most organizations allow 24 days a year which is 2 days of sick leave per month. If a teacher is severely ill then he can observe more in one month. But this should not exceed the total number of sick leaves per year.
Some schools count it monthly and some count it on yearly basis. The school administration cannot deduct salary for sick leaves if they are under the allowed limit.
Select “PL” for Earned Leave or Paid Leave. Paid Leave is also known as Privilege Leave. It is the long leave that teaching staff is entitled to observe annual vacation or travel needs. The teacher has to priorly inform the school for observing the Paid Leave.
Usually, the Labour Law entitles an employee to 20 days annually. These leaves differ based on the size of the School, location, and designation of the Teacher.
Usually, schools allow a maximum of 20 days of Paid Leave per year. You can encash or carry forward the balance of Paid leaves to next year.
“VD” stands for vacation duty. The teachers are entitled to work during vacations to prepare Student’s Report Card and Results. These types of duties are counted as present.
“V” stands for Vacation. Mark the school vacation days with “V”. Usually there are 3 vacations in Indian schools: Diwali Vacation, Christmas Vacation, and Annual Vacation.
In the end, the columnar total displays the daily strength of the present teaching staff based on markings. It shows the total number of staff present on that particular date using the COUNTIF Function.
Monthly Attendance Summary
Attendance Summary displays the total attendance of each staff against each head. Each column here also uses the COUNTIF function to calculate the total attendance under each head.
Total working days are calculated based on the following formulas:
P + HD + L + VD + V + SL Taken + PL Taken
Whereas, Days Payable are calculated based on the following formula:
Working Days – (HD/2) – L – SL – PL
Moreover, the formula above divides half-days 2 to get the actual attendance. The template doesn’t count Holidays while calculating total working days as they are weekly day-offs.
Sick leaves and Paid Leaves are calculated after deducting the allowed limits. If it is below the limit the column will display a “0”(zero). In case it is higher than the allowed limit, then after deducting the allowed limit the balance is displayed.
The template consists of two “Save Data” and “Clear All”. At the end of each month, just click on “Save Data” and it will automatically transfer the data to the School Yearly Attendance Record sheet.
To record the attendance for the new month, click on “Clear All” and it will clear the contents of the attendance sheet.
School Yearly Attendance Record
This sheet is a replica of the Teacher’s Attendance Register. It consists of the same headings. This sheet is auto-populated. Hence, you don’t need to make any entries on this sheet.
Important Note: Openoffice Calc and Google Sheet users need to copy the monthly attendance data manually to the yearly attendance sheet.
Yearly Teacher’s Attendance Reports
In addition to this, you can generate teacher-wise, and month-wise reports using the filter option.
Just click on the filter button and select the criteria. See the image below:
Printable Teacher’s Attendance Formats
Below given are 3 ready-to-use Printable Teacher’s Attendance Formats. Click on the button below each image to download the respective printable version.
In case you want to enter the names of teachers and other relevant details, excel sheets for each printable sheet are given in the template sheet. Just edit according to your need and print them.
Teacher’s Daily Timesheet Printable Format
Some schools manually log attendance separately for each day. This template is useful when you have multiple sections of school like Primary, Secondary, and Higher Secondary sections.
Teacher Weekly Attendance Printable Format
Similar to daily attendance, many schools log attendance on a weekly basis. Thus, this template can be useful to such schools.
Teacher’s Monthly Attendance Printable Format
This is the replica of the template. You can use this sheet to manually log the attendance of the teaching staff for a complete month.
Benefits of Maintaining Teacher’s Attendance Register
In India, keeping a record of teachers’ attendance is mandatory in every school. Additionally, the following are beneficial uses for this register:
- In order to handle the teachers’ wages.
- To provide over the records as and as requested by the government.
- Keep an eye on the teaching staff.
- Assists the administration in taking the practical and essential steps to ensure the smooth operation of the institution.
- Based on the history of the teacher’s regularity aids in defining the school’s hiring policy.
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