Important Rules & Restrictions

Location & Geofence 

• Every check-in and check-out is verified against the school's geofenced boundary. A punch outside the boundary is refused unless the low-accuracy override path is used with all its conditions met. 
• Geofence radius must be greater than zero; a coordinate pair of (0, 0) is rejected as invalid. 
• A state-wide grace radius (configured on the current academic year) may extend the accepted area on top of the school's own radius. 
• Additional attendance points are capped by a DHE-configured maximum per school; reducing that cap soft-deletes the most recent extras. 

Timing & Buffer 

• Check-in buffer minutes cannot exceed the DHE-configured maximum for the current academic year (a system default is used when no state value is set). 
• Late-check-in and early-check-out remarks (10–50 characters) are required whenever the punch crosses the buffered window. 

Duplicates & Multi-Segment 

• One check-in and one check-out per day on the legacy model. A duplicate is rejected with a friendly message. 
• Multi-segment attendance allows up to eight check-in/check-out pairs per day and must be enabled at the server; older client builds are unaffected. 

Regularization Credits 

• Every school-admin regularization consumes one credit per date against the DHE configured monthly ceiling (default five). 
• DHE batch regularizations consume zero credits. 
• Regularization requires a reason. 

Leaves & Holidays 

• Approved full-day leaves are excused: excluded from the absent count and from the percentage denominator. 
• Half-day leaves are marked, but only full-day leaves count in the leave-days total for the monthly percentage. 
• A school-only holiday cannot be declared on a state national holiday. 
• Holidays are never hard-deleted; soft-delete preserves the audit trail. 

Duties 

• An employee with approved leave in the duty date range cannot be assigned to that duty. A duty cannot be assigned on a state-declared holiday. 
• If the "continue school" flag is set, the employee must check out from inside the school premises after the duty. 

Special Attendance 

• A special-attendance reason must be at least ten characters. 
• A request must be approved by DHE before it can be marked as attendance. Student Attendance 
• A student with no mark row under a submitted roster is considered present.
• Half-day and on-assignment are counted as attending; only absent and on-leave are counted as non-attending. 
• Attendance percentages are reported both against submitted days and against every expected working day, so reporting gaps are visible. 
• Days before a student was enrolled are excluded from every count and every percentage. National Holidays 
• Only one check-in per employee per national-holiday day, from inside the school premises, at any hour, with no check-out. 
• National holidays remain non-working days for every other purpose. 

GPS Accuracy 

• Accuracy is recorded on every punch, but a poor fix inside the geofence never causes a refusal. 
• A punch outside the geofence with a genuinely poor accuracy fix can be marked with the Low-Accuracy Override, only when precise location is asserted and the employee confirms a prompt.
• Every such punch is flagged for admin review. 
• A reported accuracy above the override ceiling is treated as a broken sensor and refused outright. 

Roles & Access 

• Employees can act only on their own records. 
• School Admins are scoped to their own school for writes; they can be given a school identifier in queries for reads that the platform allows. 
• DHE and Platform Admin have state-wide read and write access; DHE Employees are state-level portal users who share DHE reads (and may be additionally scoped by designation or a specific user). 
• Internal service-to-service endpoints are guarded by a shared service key rather than a user token. 

Data Handling

• Regularized punches, admin-marked attendance, and DHE overrides are visibly badged so a reviewer always knows how a day was recorded. 
• Rollup rows freeze a day's total-employees value so a later staff change does not rewrite past percentages; the current day continues to track the live roster. 
• Historical figures may be recomputed via a manual DHE trigger when a backfill or correction is required.