How do I set up automatic confirmation of school attendance?

Note: All employees, students and legal guardians can use this function. However, only authorized employees can configure this feature. These include: principals, education portal administrators and employees with the delegated role "Forms". Learn more about delegating roles in " How to assign roles to your school team ".

Configuring automatic confirmation of school attendance

The “Forms” widget

The automatic confirmation of school attendance is linked via the form directory of the education portal. This form is managed centrally by the Federal ministry of education and automatically displayed to all schools. You can find the form on the dashboard in the "Personal Area" widget area.

In the "Forms" widget, you will find at least the confirmation of school attendance. This widget contains links to all forms relevant to you, regardless of whether they were uploaded by the central office, the education authorities, or your schools. To learn how to upload your own forms for your organization, please refer to the help text at " Forms in the education portal ".

To open the configuration page, click the link Bestätigung über den Schulbesuch in the Forms widget. An overview page is displayed. Click Open web form.

Click the Customize settings for this document button.

You will now see the form, which can be used immediately to create a confirmation of school attendance. If you have a suitable role at several schools, you can select the desired school under "Select issuer". You also have the option of specifying in the "For submission to" text field whether the confirmation of school attendance should be issued for submission to a specific authority (e.g., government agency).

As a school employee, you can generate a confirmation of school attendance for all students. Therefore, you will see a selection of all students. Legal guardians can choose from their own children, while students can only generate the confirmation of school attendance for themselves.

To submit the form, you must check the box confirming that the information is correct.

Note: If you select the "Preview" checkbox, a PDF will be generated without being signed. This allows you to test whether your settings produce the desired result.

Configuration of the confirmation of school attendance

Under Specific settings, you can define the behavior of the confirmation of school attendance function.

Under Area settings, you can customize the letterhead for your school. Your school's address data comes directly from Schulen Online, so any changes, with the exception of the school name, must be made there.

Note: You can customize the name of the school directly in the education portal. For more information, see Information on "Base data" .

In the "Specific Settings" section, you can specify how the issuance of confirmations of school attendance should be regulated at your school. You have the following options to choose from:

Automatically sign and store in the document archive
With this selection, a confirmation of school attendance is automatically signed and made available for download in your personal document archive. Of course, you can also view all documents created in your school's official signature service and review them later.

Submit for electronic signature by the school
With this option, the confirmations of school attendance are generated and submitted to the school's official signature service for approval. All persons at the school who are authorized to approve receive a push notification about open signatures (once, until the next login to the education portal). For each confirmation of school attendance, you can decide whether to approve it or not. Once approved, the students receive the signed document in their personal document archive, as with the automatic option. Of course, you can also view all created documents in your school's official signature service and review them afterwards.

Direct download without electronic signature
In this case, only a draft document for the confirmation of school attendance is created. This document can be printed out and validated in the traditional way with a round seal and manual signature. Therefore, in this case, you can specify whether a specific name should be printed to the left or right of the round seal. This option therefore represents an "opt-out" from the automatic confirmation of school attendance.

Download generated confirmations of school attendance

Students can download their confirmation of school attendance from the dashboard under the "Personal Archive" widget. Legal guardians can also view their children's "Personal Archive".

As a school, you can view all generated confirmation of school attendance (with electronic signature) in the "Officially signed documents & deliveries" widget under "All documents".