Managing Attendance and Grading

This chapter provides an overview of attendance and grading and discusses how to:

Manage attendance and grading for activities.
Access instructor schedules.
Mark attendance and passing statuses automatically.

See Also

Understanding the Completion Engine

Understanding Attendance and Grading

This section lists prerequisites and common elements and discusses attendance and grading.

Prerequisites

Before you can mark grades and attendance, you must:

Define attendance schemes.
Define passing schemes.
Define grading schemes.
Enroll learners in activities.

See Modifying Passing, Grading, and Attendance Schemes.

See Enrolling and Registering in Learning Activities and Programs.

Common Elements

(Download)

Click to access Excel and have roster data entered into a spreadsheet.

Attendance and Grading

Enterprise Learning Management provides activity rosters that administrators and instructors can use to manage attendance and grading for learning activities. Instructors can also access activity rosters through the Instructor Schedule component, which they use to review their teaching schedules. Tracking attendance and grades is not applicable for programs (curricula and certifications).

Administrators and instructors can use the activity rosters to manually mark grades and attendance and enter scores for learning activities and their components. They can also override any attendance statuses, passing statuses, and scores that have been automatically updated by Sharable Content Object Reference Model (SCORM) or Aircraft Industry Computer Based Training Committee (AICC) compliant content. Administrators and instructors can override attendance and grades for an activity without changing the attendance and grading information for the activity's components. Enterprise Learning Management also provides a process for automatically marking attendance and passing statuses for learners.

Enterprise Learning Management delivers default attendance, passing, and grading schemes that list the values that instructors and administrators can use to mark a learner's attendance status, passing status, and grade for each learning component within an activity. You can modify the delivered values to match the requirements of the organization. Define attendance, passing, and grading schemes on the Attendance Schemes, Grading Schemes, and Passing Scheme pages.

Note. The system does not track attendance, passing status, grades, or scores for assignment learning components. Instructors and administrators can mark the completion status manually through the roster pages. Depending on the settings on the Assignment Component setup page, learners and managers can also mark completion status through the self-service pages.

See Also

Understanding Activity Rosters

Managing Attendance and Grading for Activities

This section discusses how to:

Find activity rosters.
Update activity grades, attendance, and scores.
Update learning component rosters.
Update learner rosters.

Note. Some of the roster pages that are described in this section can be used for grading and attendance as well as for other enrollment-related tasks. This section focuses on the grading and attendance features only.

See Also

Administering Enrollment-Related Tasks

Pages Used to Manage Attendance and Grading for Activities

Page Name	Object Name	Navigation	Usage
Administer Activity Roster	LM_ROSTER_SRCH	Enterprise Learning, Learner Tasks, Administer Activity Rosters, Administer Activity Roster	As an administrator, find and select activity rosters for marking grades and attendance. Administrators can access all activities within their learning environment.
Mark Grades and Attendance	LM_INSTRUCTOR_SRCH	Enterprise Learning, Instructor Tasks, Mark Grades and Attendance, Mark Grades and Attendance	As an instructor, find and select activity rosters for marking grades and attendance. Instructors can access only activity rosters for which they are the instructor. Note. Pages within the Mark Grades and Attendance component are identical to the pages in the Administer Activity Roster component.
Activity Roster - Enrollment Status	LM_ACT_ROSTER	Click the Roster button for an activity on the Administer Activity Roster page. Click the Roster button for an activity on the Mark Grades and Attendance page. Click a link in the Activity Roster column on the View Schedule page.	View the list of learners for an activity and each learner's enrollment status. Administrators can also update enrollment statuses.
Activity Roster: Grades and Attendance	LM_ACT_ROST	Click the Grades and Attendance link for an activity on the Activity Roster - Enrollment Status page.	View the activity roster, update learners' grades, attendance, and scores. This roster page shows only enrolled learners.
Add Comments	LM_ENRLMT_CMNTS	Click the Comments icon for a learner on the Activity Roster - Grades and Attendance page.	Add notes about a learner.
Send Notification	LM_ENRLMT_NOTIF	Access the Activity Roster page as an administrator. Select the learners to notify. Select Send Notification in the Group Action field and click Go.	As an administrator, send ad hoc email notifications to the learners on an activity roster.
Component Roster	LM_LC_ROSTER	Click the Activity Component link on the Activity Roster page to display a list of the components. Click the Details button for a learning component. Click a link in the Session Roster column on the View Schedule page.	Enter attendance, grades, and scores for all learners for a specific learning component. View a learner's passing status and completion status for a component. For assignment components, update the completion status only.
Learner Roster	LM_LRNR_ROSTER	Click the Details button for a learner on the Activity Roster page.	Enter attendance statuses, grades, and scores for a specific learner for all learning components within an activity. View a learner's payment information. Also enter the learner's grade for the activity and view the learner's enrollment status and passing status.
Assignment Progress	LM_LC_ASGN_PROG	Click the Edit button for a learner on the Component Roster page for an assignment. Click a link in the Name column for an assignment learning component on the Learner Roster page.	Update the completion status for an assignment learning component, view and access associated links, and enter notes about the assignment.

Finding Activity Rosters

Access the Administer Activity Roster page.

Search for Activities

Enter the search criteria and click the Search button to view the results.

Learning Activities

Select an activity roster from the list of search results. For administrators, the system displays only activities that are in the administrator's learning environment. Instructors see only those activities that they are assigned to teach. Activities are sorted by activity code. Click the Roster button for the activity to display the Activity Roster page.

Updating Activity Grades, Attendance, and Scores

Access the Activity Roster - Grades and Attendance page.

Search Criteria

To filter the list of learners to review, click the Search Options link that appears when you access this page. Enter the search criteria and click Search to display the results.

Activity Roster

You can update an individual learner's grade, attendance status, and score or apply the same attendance status, grade, or both to a selected set of learners. Changing a learner's grade and attendance information for an activity does not affect attendance and grade information entered for the activity's components.

Name	Click the learner's name link to access the User Profile page, which displays high-level job and contact information about the user.
Grade	Select the learner's grade for the activity. Grades at the activity level are informational only and do not affect any other statuses.
Attendance	Select the learner's attendance status for the activity.
Score	Enter the learner's score.
Comments	Click to access the Add Comments page, where you can enter comments about a learner's enrollment. The system displays the information that you enter in the Comments field on the self-service Activity Progress page that learners and managers can access and on some reports. See Learning Reports.
Set Attendance to	Use this field to assign the same attendance status to multiple learners. Select the new status here, select the learners to update, and click Go.
Set Grade to	Use this field to assign the same grade to multiple learners. Select the grade here, select the learners to update, and click Go.

Updating Learning Component Rosters

Access the Component Roster page.

Search Options

You can narrow the list of learners that the system displays for this learning component. This feature is helpful when you want to perform the same task for multiple learners, for example, mark attendance for all learners in a specific department or organization. It is also useful when you need to search for a single learner on a roster in which thousands of learners are enrolled. Enter your selection criteria and click the Search button to display learners that meet the selection criteria.

First Name and Last Name	Enter the full or partial first name or last name of a learner.
Confirmation	Enter the learner's enrollment confirmation number to display a specific learner. The search ignores all other criteria.
From Date and To Date	Use this fields to select only those learners who completed the activity within the date range that you specify and who meet the other search criteria.
Completed, Incomplete, In-Progress, andNot Attempted	Select the corresponding check box to display all learners whose records match that completion status. You can select multiple check boxes to refine the search. By default, the system selects all check boxes.

Component Roster

Use this group box to update attendance, grades, and scores for each learner for the learning component. Each time updates are made to a learner's attendance status, passing status, or grade the learning component completion engine evaluates the information and makes updates to the learning component completion status as appropriate. The learning component completion engine does not evaluate any scores that you manually enter.

Name	Click the learner's name link to access the User Profile page, which displays high-level job and contact information about the user.
Attendance	Select an attendance status for the learner.
Grade	Select a grade for the learner. If you associate grades with passing statuses on the Grading Schemes page, the learning component completion engine updates the passing status of the learning component automatically.
Passing Status	Displays the learner's passing status for the component. When completion of the component is required to pass the activity, the system updates the passing status based on the grade. The system sets the passing status for the learner to Not Required when passing is not a requirement to complete the learning component.
Score	Enter a score for the learner. The system updates this value automatically when it receives lesson scores that are passed back from SCORM or AICC compliant content, and when the Auto Mark Activity Completion process retrieves scores from webcast vendors. You can override the scores if necessary. Scores are informational only if the system does not require the learner to achieve a minimum score to pass the learning component. Define minimum score requirements for a learning component on the Completion page. Important! The learning component completion engine does not evaluate any scores that an instructor or administrator manually enters. The learning component completion engine does not make any changes to the attendance and passing statuses. Instructors and administrators must update the attendance or grade statuses manually to trigger the learning component completion engine.
Completion Status	This column displays the current completion status of the learning component, which you cannot edit.

For Selected Learners

You can assign the same attendance status or grade to multiple learners at the same time. First, select the check box for each learner whose status you want to update. Next, select the attendance value or the grade in the Set Attendance to field or the Set Grade to field, as appropriate and click Go.

Set Attendance to

Select an attendance status to assign to selected learners. The system does not display this option for assignment learning components because the system does not track attendance statuses to determine completion statuses for assignment learning components. Instructors and administrators must update the completion status for an assignment learning component manually.

Set Grade to

Select a grade to assign to all displayed learners. If you associate grades to passing statuses on the Grading Schemes page, the learning component completion engine updates the passing status for all learners for the learning component automatically.

The system does not display this option for assignment learning components because it does not track grades to determine completion statuses for assignment learning components. Instructors and administrators must update the completion status for an assignment learning component manually.

Updating Learner Rosters

Access the Learner Roster page.

Completion Details

This group box displays the learner's current enrollment status and passing status for the activity. The passing status is derived from the learner's passing statuses for the required learning components within the activity. You can enter a grade for the learner for the activity. Grades at the activity level are information only and do not affect any other statuses.

Activity Components

Use the Status tab to update the learner's attendance statuses, grades, and scores for all learning components within the activity. This functionality is identical to the Component Roster group box on the Component Roster page.

For assignment components, you can click the name link to access the Assignment Progress page where you can enter the completion status and add notes.

See Updating Learning Component Rosters.

Accessing Instructor Schedules

This section discusses how to access instructor schedules.

Pages Used to Access Instructor Schedules

Page Name	Object Name	Navigation	Usage
View Schedule	LM_LELW_INSTR_SCHE	Enterprise Learning, Instructor Tasks, View Schedule, View Schedule	View and filter teaching schedules, and launch webcasts.
Schedule	LM_LWC_SES_SCH_SP	Click a link in the Facility column on the View Schedule page.	View information for the scheduled session and webcast learning components such as the dates, and start and end times.
Session Facility Detail	LM_ROOM_DTL	Click a link in the Location column on the Schedule page.	View facility details such as the address, maximum occupancy, and accommodations.
Session Instructors	LM_INSTR_DTL	Click a link in the Instructor column on the Schedule page	View instructors for the session and send emails to the instructors.

Accessing Instructor Schedules

Access the View Schedule page.

Scheduled Activities

Enter dates in the From and To fields and click the Refresh link to limit the sessions that the system displays to a specific date range.

Scheduled Sessions

Use this group box to view scheduled sessions and to access information for the sessions. The information that the system displays varies depending on the access privileges of the user. Instructors see only sessions for which they are the instructor. This component is not available for administrators.

Session Roster	Click a link in this column to access the Component Roster page, where you can update statuses, grades, and scores for enrolled learners. See Updating Learning Component Rosters.
Activity Roster	Click a link in this column to access the Activity Roster page, where you can view the activity roster for the session. See Updating Activity Grades, Attendance, and Scores.
Facility	Click a link in this column to access the Schedule page, where you can view schedule, facility, and instructor information for the session.
Launch	Click to launch the webcast session. Launch links are active as soon as the status for the activity to which the learning component belongs is active. Define activity statuses on the Activities - Activity Details page.

Marking Attendance and Passing Statuses Automatically

This section provides an overview of the Auto Mark Activity Completion Application Engine process (LM_AUTOATTD) and discusses how to mark attendance and passing statuses automatically.

Understanding the Auto Mark Activity Completion Process

The Auto Mark Activity Completion (LM_AUTOATTD) process reduces the amount of manual work required by an instructor or administrator to mark attendance and passing statuses for learners in an activity. Marking attendance and passing statuses for all learners across all learning components within an activity can take a considerable amount of time for learning activities that have large rosters or for activities that are made up of many learning components.

The Auto Mark Activity Completion process runs only on activities in which an administrator has selected the Auto Mark Completion check box on the Activities - Activity Details page. Each time the process runs, it searches for eligible activities and marks attendance for those rosters. A learning activity is eligible when one of three conditions is met:

The learning period date for the activity has been reached.

Learning period is set on the Activities - Activity Details page.
The end date for the activity has been reached.

Activity end dates are set on the Activities - Activity Details page.
The end date for the activity has been reached and the number of days entered in the Mark Completion After field on the Activities - Activity Details page has been met.

For these activities, the Auto Mark Activity Completion process updates the attendance status for all learners across all required learning components where the completion status is not attempted or in progress.

Note. The process does not overwrite any attendance statuses for learners that instructors or administrators manually enter.

If passing is required for the learning component, the process also updates the passing status. For webcast learning components the Auto Mark Activity Completion process also retrieves scores. These scores can affect the passing status of the webcast learning component if the system requires learners to achieve a minimum score to pass the learning component. The Auto Mark Activity Completion process overwrites any passing statuses and scores that instructors or administrators enter manually on the roster pages. If passing is not required, the process does not make any changes to the learner's passing status.

After every change made to a learner's attendance status, passing status, or score, the learning component completion engine runs to determine the learner's completion status for the learning component.

The following table shows how the Auto Mark Activity Completion process sets attendance and passing statuses when any of the above conditions have been met:

Basic Learning Component Type	Attendance Status Marked	Passing Status Marked
Session	Attended	Pass
Webcast	Did not attend	Not marked
Web-Based, Test, or Survey (compliant or non compliant)	Did not attend	Not marked
Assignment	Attendance status is not tracked.	Passing status is not tracked.

Page Used to Mark Attendance and Passing Statuses Automatically

Page Name	Object Name	Navigation	Usage
Auto Mark Activity Completion	LM_AUTOATTD_RUNCTL	Enterprise Learning, Auto Mark Activity Completion, Auto Mark Activity Completion	Run the Auto Mark Activity Completion process.

Marking Attendance and Passing Statuses Automatically

Access the Auto Mark Activity Completion page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Auto Mark Activity Completion process at user-defined intervals.

Note. Run the Auto Mark Activity Completion process daily during off-peak business hours.

See Also

PeopleSoft Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications