Tracking Attendance

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

Generate individual attendance rosters.
Generate batch attendance rosters.
Print attendance rosters.
Use attendance rosters.

Understanding Attendance Tracking

Depending on your business requirements, you might need to track student attendance. Some state agencies require institutions to track student attendance by hours or minutes. Often attendance tracking affects funding decisions. Using the PeopleSoft Campus Solutions Attendance Tracking feature, you can meet these needs. The Attendance Tracking feature enables you to record all of the necessary details regarding a period of interaction between your students and instructors. You can do the following:

View attendance records online or print them for manual use.
Track a wide range of attendance statistics, such as late arrivals and time spent in class.
Track student attendance in a class section, component, or unit of instruction.
Generate attendance rosters for individual classes or for multiple classes.
Track student attendance in any type of course, such as traditional courses, remedial courses, contract courses, extension courses, and courses with nontraditional modes of delivery (such as online instruction, modular instruction, open entry and open exit, distance learning, and so on).
Create attendance rosters for nonclassroom events, such as field trips.

Generating Attendance Rosters

After you schedule classes and enroll students, you can create attendance rosters by using either the Class Attendance page or the Attendance Roster Generator page. Through the Class Attendance page, you can create attendance rosters for one class meeting or for all class meetings within a single scheduled class. Through the Attendance Roster Generator page, you can create attendance rosters for all scheduled classes or for a selection of scheduled classes, within a term.

Each class meeting has its own roster, which comprises the student name and ID, term, session, class section, meeting pattern, attendance date, attendance type, contact hours, and each student's attendance record. The attendance type and the type of student attendance data that you can track are defined on the Course Catalog - Component page. You can use any of these three pages to access the attendance rosters that you generate—each page offers both a different view and a different method of access.

When you generate attendance rosters, the system creates a roster for every scheduled class meeting within your processing parameters and creates a template (a data entry page where you can enter attendance detail for each student) for each class meeting date. You can add new templates, thus adding attendance rosters for class meetings that are not officially scheduled (for example, a field trip to the observatory). For each class meeting, you can view student attendance details. If necessary, you can insert new rows for students who perhaps are not formally enrolled in the class (for example, a student who is participating in the class and planning to enroll if space on the waiting list becomes available).

With either attendance roster generation process (batch or online), you can populate your attendance rosters either by downloading from student enrollment (select the Populate from Student Enroll check box) or by building your attendance rosters from scratch (clear the Populate from Student Enroll check box). If you populate your attendance rosters by downloading from student enrollment, the system populates each roster with student names and IDs. If you choose to build an attendance roster, generate the attendance rosters and the system creates blank templates for each class meeting. Each template has the class attendance date and contact hours, based on the class meeting pattern in the schedule of classes and the class meeting attendance type that your institution uses. You can then use the Class Attendance page to scroll through the class meeting dates, select the specific class meeting dates for which to generate attendance rosters, and populate each of these specific class meeting rosters from student enrollment by clicking the Create button that corresponds to each of these class meetings. You can also enter student IDs by using the Class Attendance page, the Class Attendance By Template page, or the Student Attendance page. Changes that you make on any of these pages are immediately visible in all three components.

After you generate attendance rosters, you can use the Class Attendance page, the Class Attendance By Template page, and the Student Attendance page to track student attendance. Each page provides you with a different view and a different method of access.

Note. You can track events that are not course-related by using the Plan Events component in PeopleSoft Enterprise Campus Community.

Generating Individual Class Attendance Rosters

Here’s how to generate an attendance roster for a single class:

Access the Attendance Roster By Class page and click the Generate button to generate templates for every class meeting within a scheduled class, or click the Create button to generate a template for a single class meeting.
Click the View button to access the Class Attendance Detail page and enter attendance for a specific meeting online.
(Optional) Print the roster for an individual meeting by clicking the meeting button.

Prerequisites

Schedule the class and assign at least one attendance type on the Schedule of Classes - Basic Data page. The classes for which you generate attendance rosters must have scheduled meeting patterns, and the Generate Class Meeting Attendance check box must be selected on both the Course Catalog - Components page and Schedule of Classes - Basic Data page.

Pages Used to Generate Individual Class Attendance Rosters

Page Name	Object Name	Navigation	Usage
Attendance Roster By Class	CLASS_ATTENDANCE	Curriculum Management, Attendance Roster, Attendance Roster By Class, Attendance Roster By Class	Generate or update attendance rosters for individual classes and class meetings. You can also use this page to track student attendance and view, update, and print the attendance rosters for each class meeting.
Class Attendance	CLASS_ATTEND_RSTR	Click the View button on the Attendance Roster By Class page.	Track student attendance for a class meeting.

Generating Attendance Rosters for Individual Classes

Access the Attendance Roster By Class page.

When you make changes to attendance rosters by using the Attendance Roster By Class page, the system reflects these changes on the Class Attendance By Template page and the Student Attendance page.

Generate	Click to create attendance rosters for all class meetings within this scheduled class. The system populates the grid with templates for each class meeting. When you click the Generate button, it is important to remember that the system always uses the class meeting attendance type defined on the Academic Institution 3 page.
Report Manager	Click to print generated attendance rosters for all class meetings.
Populate from Student Enroll	Select to have the system populate attendance rosters with the enrolled students for every class meeting within this scheduled class when you generate or create attendance rosters. The system selects this check box by default. If you clear this check box and click the Generate button, the system creates blank attendance rosters for every class meeting. You can then scroll through the class meeting dates in the grid located in the lower portion of the page, select the View link for the specific class meeting dates for which to track attendance, and manually enter student IDs.
Processing Options	Select one of the three radio buttons to specify the type of process to run. These work in concert with the Generate button only. These do not work in concert with the Create button. Your choices are the following: Create: Use when you want to create new rosters or replace old ones. Update Attendance/All Students: Use to add, but not delete students from the specified group of rosters. Students who have dropped are set to inactive status by having the Present flag set to Off. The system adds new students to the rosters, but only marks these students as present for the class sessions that occur after the add date. Update Attendance/Active Only: Use to add and delete students from the roster based on their current enrollment status in the course for the specified group of attendance rosters. The add and drop date on the STDNT_ENRL table determines how rosters are updated. Use this option when a student drops a class and you want to remove the student and leave no attendance history.
Attendance From Date and Attendance To Date	Use the Attendance From Date and the Attendance To Date fields to specify the range of rosters to update. These fields appear only for classes where the Generate Class Meeting Attendance check box is selected on the Components and Basic Data pages. If displayed, the system populates the fields with the class begin and end date, as specified on the schedule of classes. You can change these values. If you manually change the attendance from and to date range, the system creates or updates rosters for meetings that are greater than or equal to the Attendance From Date field and less than or equal to the Attendance To Date field. Note. A student might appear twice on an attendance roster because enrollment is keyed by academic career. For instance, a student might enroll in a class twice, each time through a different academic career and would thus appear on the attendance record twice. If students add, drop, or change their personal data in a class after you have generated the attendance roster, you can use the Create button to generate new attendance rosters. Provided that you select the Populate from Student Enroll check box, the system generates new rosters that include these changes. You can also use the Create button to generate new attendance rosters when the class meeting pattern in the schedule of classes changes. For example, perhaps the class meeting time is rescheduled from 8:00 a.m. to 9:00 a.m., or class meeting dates are changed from MWF to TR. You can regenerate the class meeting attendance rosters to reflect the new date or time. Warning! The Generate button always functions as though you are generating attendance rosters from scratch. Therefore, if you have already entered student attendance data into any of the attendance rosters, you should use the Create button associated with each individual attendance roster template. You should not use the Generate button or you will lose the attendance data that you have already entered into the rosters.
Generate Class Mtg Attendance (generate class meeting attendance)	This check box is a display only check box on this page and is set on the Schedule of Classes - Basic Data page. It determines whether the class can be included in batch roster generation, and it affects which radio buttons, from date, and to date fields appear.
Create	Click this button on the corresponding meeting row to generate or regenerate an attendance roster for that class meeting row. The system automatically populates the template by downloading data from student enrollment regardless of whether you select the Populate From Student Enroll check box. You can use the Create button to generate attendance rosters that you enter manually, to generate attendance rosters for additional class meetings that are not formally scheduled, and to update attendance rosters with the latest student enrollment and personal data. To generate attendance rosters manually, enter the attendance information into a row and click the corresponding Create button. For example, perhaps your institution wants to track attendance for milestone periods within a class such as the 30 percent and 70 percent periods. To generate attendance rosters for additional class meetings, press the Add button to insert a new row anywhere in the grid, then enter the necessary attendance information, and click the corresponding Create button. For example, perhaps you have added a field trip to the course. To update attendance rosters with the latest enrollment data, you first must select the Override check box on a row within the grid. Then, click the Create button for that row. You do not need to select the Populate from Student Enroll check box, because it works in conjunction with the Generate button. You might update attendance rosters when students have added or dropped the class or when there has been a change to student personal data, such as their first name or last name. You can also use the Generate button to update enrollment information for all class meetings of the scheduled class rather than changing just one class meeting. However, you should only use the Generate button before you manually enter attendance data into your rosters because it creates new rosters, overwriting and replacing existing information.
Print	Click the Print button on a data row to print an attendance roster for a specific class meeting. This Crystal report process automatically creates a web output in portable document format (PDF). Click the Report Manager link to access and print the roster.
View	Click this button on a data row to view and enter information for an attendance roster.
Template Nbr (template number)	The system generates a template number for each class meeting of the scheduled class. The template number identifies each attendance roster as unique and also denotes the order in which the system prints the attendance rosters. When you change a template number and save the page, the next time that you access the page the system positions the template numbers in numerical order.
Type	Indicates the roster attendance type for the class meeting, such as Class Meeting, Conference, Field Trip, Instructor Consultation, or Study Group. The attendance type determines which attendance tracking fields the system uses for the attendance roster. When you generate attendance rosters the first time for all class meetings by using the Attendance Roster Generator page or the Class Attendance page, the system populates all attendance rosters with the default attendance type value from the Academic Institution 3 page. If you want to use an attendance type value other than the default, change the value in the Type field for each attendance roster template. When you exit the field, the system makes the change and updates the fields that appear on the roster (according to the selected options for this particular course component and attendance type on the Components page). Values for this field are delivered with your system as translate values. You can modify these values. This is a required field. To use attendance types, define the attendance types and their associated fields for course components on the Components page. See Defining Attendance Type Translate Values. The system displays the Attendance Date, From Time, To Time, and Contact Minutes for each class meeting on both the detail and summary rows of a class meeting attendance roster template. When you generate attendance rosters for all class meetings within a scheduled class, either by using the Class Attendance page or the Attendance Roster Generator page, the system assigns each attendance roster these four values based on the class meeting pattern in the schedule of classes. When you generate attendance rosters for individual class meetings (by using the Class Attendance page on a new row), you must assign these values manually.
Attendance Date	Indicates the date of the class meeting. You can change this value. This field is required.
From Time	Designates the start time of the class meeting. This field appears on attendance rosters of this course component only when you have selected the Use To and From Time check box for the attendance type on the Components page. You can change this value.
To Time	Designates the end time of the class meeting. This field appears on attendance rosters of this course component only when you have selected the Use To and From Time check box for the Attendance Type on the Components page. You can change this value.
Contact Minutes	Indicates the total length of the class meeting in minutes and is the difference between the to time and from time values. This field appears on attendance rosters of this course component only when you have selected the Use Contact Minutes check box for the attendance type on the Components page. You can change this value.
Override	Select the check box if you want to update an existing attendance roster with the latest student enrollment information and personal data. By then clicking the Create button on the same row, the system generates new attendance rosters that contain the latest student enrollment information and personal data and overwrites the previous roster. You can use this check box, for example, if you have already generated class meeting attendance rosters and then students enroll in the course, drop from the course, or change their personal data.

Entering Class Attendance Detail

Access the Class Attendance page.

Student ID and Name

The system displays the ID and name of each student enrolled in the class when you generate attendance rosters and opt to have the system populate from data from student enrollment. If you generate rosters and do not select the Populate from Student Enroll check box, you can enter the IDs manually and the system displays each student's name in the Name field once you exit the Student ID field. Insert rows to add students who are not formally enrolled in the class to the class meeting attendance roster; delete rows to remove students from the class meeting attendance roster. Adding students to the roster does not enroll them in the class. It is for personal tracking only.

Warning! If you entered attendance data into your rosters and you want to add or remove a student from the attendance roster for class meetings (because the student has recently enrolled in or dropped from the class), you can add or remove them from the roster manually, or you can use the Create button on the corresponding class meeting template (with the Override check box selected). This generates a new attendance roster for one class meeting with the latest student enrollment information. Generating attendance rosters by clicking the Generate button in the upper portion of the page creates new attendance rosters for all the class meetings. You would therefore lose any attendance data you have already entered into the rosters.

Academic Career

The system displays the academic career of the student. This is useful if you track the types of students who enroll in classes, such as how many undergraduate students are in a class compared to how many graduate students.

Present

Select to indicate that the student attended the class meeting. This field appears on the attendance rosters of this course component only if you select the Use Present check box for this class meeting's attendance type on the Components page.

Tardy

Select to indicate that the student arrived late to the class meeting. This field appears on the attendance rosters of this course component only if you select the Use Tardy check box for this class meeting's attendance type on the Components page.

Left Early

Select to indicate that the student left the class meeting before its scheduled end time. This field appears on the attendance rosters of this course component only if you select the Use Left Early check box for this class meeting’s attendance type on the Components page.

Reason

Select a reason to describe a student's reason for being present, being tardy or leaving early. This field appears on the attendance rosters of this course component if you select the Use Reason check box for this class meeting's attendance type on the Components page. Values for this field are delivered with your system as translate values. You can modify these values.

From Time

Indicates the time that the student arrived at the class meeting. This field appears on attendance rosters of this course component when you select the Use To and From Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the from time value on a student-by-student basis. Otherwise, the From Time and To Time fields for the template define the parameters of the From Time and To Time fields on the attendance rosters, and you can only change the from time to a value that falls within the template's time range.

To Time

Indicates the time that the student left the class meeting. This field appears on attendance rosters of this course component if you select the Use To and From Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the To Time value on a student-by-student basis. Otherwise, the From Time and To Time fields for the Template define the parameters of the From Time and To Time fields on the attendance roster and you can only change the to time to a value that falls within the template's time range.

Contact Minutes

Indicates the student's total minutes in attendance. This field appears on attendance rosters of this course component if you select the Use Contact Minutes check box for the attendance type on the Components page. You can change this value.

Attendance Date

Indicates the date on which the student attended the class meeting. This field appears on attendance rosters of this course component if you select the Override Template Date/Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the attendance date on a student-by-student basis. Otherwise, the attendance date for the template defines the value for the Attendance Date field.

Generating Batch Attendance Rosters

This section provides an overview of batch attendance roster generation, and discusses how to generate attendance rosters in batch mode.

Understanding Batch Attendance Roster Generation

The following list discusses some of the reasons why you would need to run the batch attendance roster generation process:

Create new rosters or update existing rosters based on a certain date range.
Update rosters because students add or drop classes after you generate the initial rosters.
Update the roster with only newly added students and keep on record those students who have dropped or withdrawn from classes.

Here’s how to generate attendance rosters in batch:

Access the Attendance Roster generator page and specify your run parameters.
Click the Roster Options link to access the Roster Generator Options page where you can specify roster options for a specific sequence item in your run control set.
Click the Run button on the Attendance Roster generator page.

Prerequisites

Before you can generate attendance rosters in batch, you must:

Define scheduled meeting patterns for the classes you generate attendance rosters.
Select the Generate Class Meeting Attendance check box on the Course Catalog - Components page.
Select the Generate Class Meeting Attendance check box on the Schedule of Classes - Basic Data page.

Pages Used to Generate a Batch of Attendance Rosters

Page Name	Object Name	Navigation	Usage
Attendance Roster Generator	RUNCTL_SRPCATNP	Curriculum Management, Attendance Roster, Generate Attendance Roster, Attendance Roster Generator	Create or update attendance rosters for multiple classes within a term, based on the criteria and options you select.
Roster Generator Options	ATT_ROS_GEN_SEC	Click the Roster Options link on the Attendance Roster Generator page.	Narrow your processing parameters.

Running the Attendance Roster Generator Process

Access the Attendance Roster Generator page.

Academic Institution

The institution for which to generate rosters. The system populates this field with the value from the User Defaults 1 page, which you can change. This field is required.

Term

Select the term that contains the classes for which to generate attendance rosters. Term values are defined on the Term Table page.

Attendance Create/Update Flag

Use this field to specify a default for the same field on the Roster Generator Options page. This is a default that you can change on a row-by-row basis by clicking the Roster Options link in the grid. Your choices for the default are the following:

Create Attendance: Use when you want to create new rosters or replace old ones.

Update Attendance/Active Only: Use to add and delete students from the roster, based upon their current enrollment status in the course for the specified group of attendance rosters. The add and drop date on the STDNT_ENRL table determines how the system updates rosters. Use this option when a student drops the class and you want to remove the student and leave no attendance history.

Update Attendance/All Students: Use to add, but not delete students from the specified group of rosters. Students who have dropped will be made inactive by having their Present flag set to Off. New students will be added to the rosters, but they can only be marked as present or otherwise for the class sessions that occur after the add date.

Commit Frequency

The system populates the commit frequency field with 1 by default. The lower the commit frequency, the better concurrence of data. While a higher commit frequency enables faster processing of the job, the job could get tied up with another process. You should leave the commit frequency at 1.

Attendance From Date and Attendance To Date

Use these fields to specify defaults for the grid below them. These values determine which rosters the process updates. If you do not specify a default, the system sets the values in the grid to the length of each class as defined on the schedule of classes, enabling you to update all of the term’s rosters (like a wild card). If you manually specify a separate attendance from date and to date range on the Roster Generator Options page, the process only updates class rosters for dates that are greater than or equal to the Attendance From Date field and less than or equal to the Attendance To Date field.

Use the fields in the grid, and click the Roster Options link, to indicate specific criteria for each sequence number. The system uses this detail to determine which attendance rosters it generates when you run the process. Select as many selection criteria as necessary. Insert rows as needed. Your choices are the following:

Sequence

The system sets the sequence number to 1 and increases it by one for each row that you add to the request. The number specifies the order in which the system processes class attendance rosters.

Class Nbr (class number)

Enter the class number for which to generate attendance rosters. The system prompts you with the classes that are defined in the schedule of classes for the term. After you enter the class number, exit the field and the system populates and hides some of the remaining fields on both the Attendance Roster Generator page and the Roster Generator Options page.

Session

Select the session for which to generate attendance rosters. The system prompts you with the sessions that are defined for the term. Values for this field are delivered with your system as translate values. You can modify these values.

Acad Org (academic organization)

Select the academic organization for which to generate attendance rosters. Academic organization values are defined on the Academic Organization Table page.

Campus

Select the campus for which to generate rosters. Campus values are defined on the Campus Table page.

Subject

Select the subject area for which to generate the rosters. Subject area values are defined on the Academic Subject Table page.

Roster Options

Click to access the Roster Generator Options page, where you can further specify your processing parameters for each sequence number.

Note. Because your institution can define multiple meeting attendance types for a course in the course catalog, the system uses the class meeting attendance type on the Academic Institution 3 page for all attendance rosters that you generate by using the Attendance Roster Generator page. The attendance type indicates the type of attendance roster, such as Class Meeting, Conference, Field Trip, Instructor Consultation, or Study Group. If you want to create attendance rosters with different attendance types from that of the default, change the value for individual class meetings on the Class Attendance page and Class Attendance By Template page, or you can change it for individual students on the Student Attendance page.

Click Run to run this request. PeopleSoft Process Scheduler runs the SRATTEND process at user-defined intervals. Once the process completes, the system makes the row unavailable but continues to display the processing parameters so that you can view a history of what you have done. These rows have no impact on future processing. You can click the Delete button to delete them.

Entering Roster Generator Options

Access the Roster Generator Options page.

Attendance From Date and Attendance To Date

Use these fields to specify the range of rosters to create or update. Only class rosters that are for dates greater than or equal to those in the Attendance From Date field and less than or equal to those in the Attendance To Date field are updated. If you do not specify a value, the system sets the fields to the values on the Attendance Roster Generator page. If you do not specify from and to dates on either the Attendance Roster Generator page or the Roster Generator Options page, the system sets the values to the length of each class as defined on the schedule of classes. This enables you to update all of the term’s rosters.

Catalog Number From and Catalog Number To

If you have a specific range of catalog numbers within a subject area for which to generate rosters, enter a value in the Catalog Number From and Catalog Number To fields.

Class Start Date From and Class Start Date To

If you have a specific start date range for which to generate attendance rosters, enter a value in the Class Start Date From and Class Start Date To fields. If you enter an individual class number in the grid on the Attendance Roster Generator page, the system hides these fields and populates them with the class start date from the Schedule of Classes - Meetings page.

Populate From Student Enroll

Select to have the system populate attendance rosters with the enrolled students for every scheduled class meeting that matches your processing criteria. The system selects this check box by default. If you clear this check box, the system still creates attendance rosters for every class meeting but you will have to manually enter the students and their enrollment data into the rosters.

Note. A student might appear twice on an attendance roster because enrollment is keyed by academic career. For instance, a student might enroll in a class twice, each time through a different academic career, and would thus appear on the attendance record twice.

Generate Class Mtg Attendance (generate class meeting attendance)

Select to have the system generate or regenerate attendance rosters only for classes in which you select the Generate Class Mtg Attendance (generate class meeting attendance) check box on the Schedule of Classes - Basic Data page. The system selects this check box by default on the Roster Generator Options page. If you clear this check box, the system generates attendance rosters for all scheduled classes matching your processing criteria, regardless of how the Generate Class Mtg Attendance check box is set on the Schedule of Classes - Basic Data page.

Sync Attendance with Class Meeting (synchronize attendance with class meeting)

When you run the attendance roster generator process, you can update all rosters within your parameters or update only those that have had meeting pattern changes since the original rosters were generated. To update changed rosters, select the Sync Attendance with Class Meeting check box. To update all rosters (even if a roster has had no changes), clear the Sync Attendance with Class Meeting check box.

Attendance Create/Update Flag

Use to specify the type of roster to generate for this sequence number. The system populates this field with the value specified on the Attendance Roster Generator page, but you may change it on a row-by-row basis. Your choices are the following:

Create Attendance: Use when you want to create new rosters or replace old ones.

Update Attendance/Active Only: Use to add and delete students from the roster, based on their current enrollment status in the course for the specified group of attendance rosters. The add and drop date on the STDNT_ENRL table determines how rosters are updated. Use this option when a student drops the class and you want to remove the student and leave no attendance history.

Update Attendance/All Students: Use to add, but not delete students from the specified group of rosters. Students who have dropped are set to inactive status by having the Present flag set to Off. The system adds new students to the rosters, but only marks these students as present for the class sessions that occur after the add date.

Printing Attendance Rosters

Once you have generated rosters, click the Print button on the Class Attendance page to create and print the Class Attendance report as a PDF file.

Using Attendance Rosters

Once you create your attendance rosters, you can access them to track student attendance. This section lists prerequisites and discusses how to:

Track attendance by class.
Track attendance by class meeting.
Select a roster for a student.
Track attendance by student.

You can, with the check of a box, mark for each class meeting whether a particular student is present, tardy, or leaves early. You can even enter the reason. You can also enter the exact time that the student is in attendance, the contact minutes, and attendance date. The system updates all three previously mentioned pages with the changes. If your institution collects data on paper, or if you prefer to track attendance on paper, you can print your attendance rosters and enter the data into the system at a later time.

Prerequisites

Before you can record attendance, you must generate the attendance roster.

Pages Used to Record Attendance

Page Name	Object Name	Navigation	Usage
Attendance Roster By Class	CLASS_ATTENDANCE	Curriculum Management, Attendance Roster, Attendance Roster By Class, Attendance Roster By Class	Track student attendance by accessing attendance rosters for individual classes. For each class meeting, you can view, enter, update, and print the corresponding attendance roster. You can also generate attendance rosters for classes and class meetings.
Attendance Tracking By Template	ATTEND_TRACKING_1	Curriculum Management, Attendance Roster, Class Attendance By Template, Attendance Tracking By Template	View, enter, and change data on a class meeting basis.
Attendance Roster by Student	STDNT_ATTDNCE1	Curriculum Management, Attendance Roster, Attendance Roster By Student, Attendance Roster by Student	Select a roster for a student.
Student Attendance Roster	STDNT_ATTND_SRCH	Click the Class Number link on the Attendance Roster by Student page.	Track an individual student's attendance in a class. You can view, enter, modify, and delete the student's existing attendance data. The student must be enrolled in the class or manually added to the attendance roster.

Tracking Attendance by Class

Access the Attendance Roster By Class page.

Use the Attendance Roster By Class page to track student attendance by accessing attendance rosters for individual classes. For each class meeting, you can view, enter, update, and print the corresponding attendance roster. You can also generate attendance rosters for classes and class meetings.

Tracking Attendance by Class Meeting

Access the Attendance Tracking By Template page.

Changes made here are immediately visible on the Class Attendance page and the Student Attendance page.

Template Number	The system displays the template number for the class meeting. The template number uniquely identifies each class meeting attendance roster.
Attendance Type	Indicates the attendance type for the class meeting, such as Class Meeting, Conference, Field Trip, Instructor Consultation, or Study Group. These attendance types determine which fields the system uses for your attendance roster. When you generate attendance rosters for all class meetings by using the Attendance Roster Generator page or the Class Attendance page, the system populates all attendance rosters with the class meeting attendance type value from the Academic Institution 3 page. If you want to use attendance type values other than the default, you can change the Attendance Type field value for an individual attendance roster template. When you exit the field, the system makes the change online and updates the roster fields in accordance with the options for this particular course component and attendance type, as set on the Components page. Values for this field are delivered with your system as translate values. You can modify these values. This is a required field. To use attendance types, your must first define the attendance types and their associated fields for the course component on the Components page. When you generate attendance rosters for all class meetings within a scheduled class, (either by using the Class Attendance page or the Attendance Roster Generator page), the system assigns each attendance roster with the following four field values (based on the class meeting pattern of the class in the Schedule of Classes). When you generate attendance rosters for individual class meetings (by using the Class Attendance page on a new row), you must manually assign the following four field values:
Attendance Date	Indicates the date of the class meeting. You can change this value.
Attendance From Time	Designates the start time of the class meeting. This field appears on the class meeting attendance roster when you select the Use To and From Time check box for the attendance type on the Components page. You can change this value.
Attendance To Time	Designates the end time of the class meeting. This field appears on the class meeting attendance roster only when you select the Use To and From Time check box for the attendance type on the Components page. You can change this value.
Contact Minutes	Indicates the total length of the class meeting in minutes and is simply the difference between the to time and from time values. This field appears on the class meeting attendance roster when you select the Use Contact Minutes check box for the attendance type on the Components page. You can change this value.
ID and Name	The system displays the ID and name of each student that is enrolled in the class when you generate attendance rosters and opt to have the system populate the roster from student enrollment. Otherwise, you can enter the IDs manually and the system displays each student's name in the Name field once you exit the ID field. Insert rows to add to the class meeting attendance roster students who perhaps are not formally enrolled in the class; delete rows to remove students from the class meeting attendance roster. Adding rows does not enroll or drop students. This is for tracking nonenrolled students only.
Present	Select to indicate that the student attended the class meeting. This field appears on the attendance rosters of this course component when you select the Use Present check box for this class meeting’s attendance type on the Components page.
Tardy	Select to indicate that the student arrived late to the class meeting. This field appears on the attendance rosters of this course component when you select the Use Tardy check box for this class meeting's attendance type on the Components page.
Left Early	Select to indicate that the student left the class meeting before its scheduled end time. This field appears on the attendance rosters of this course component when you select the Use Left Early check box for this class meetings Attendance Type on the Components page.
Reason	Enter a reason to describe a student's reason for being present, tardy, or leaving early. This field appears on the attendance rosters of this course component when you select the Use Reason check box for this class meeting's attendance type on the Components page. Values for this field are delivered with your system as translate values. You can modify these values.
From Time and To Time	Indicates the time that the student arrived and left the class meeting. This field appears on attendance rosters of this course component when you select the Use To and From Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the from or to time value on a student-by-student basis. Otherwise, the From Time and To Time fields for the template define the parameters of the From Time and To Time fields on the attendance rosters. You can change the from and to time value to a time that falls only within the template's time range.
Contact Minutes	Indicates the student's total minutes in attendance. This field appears on attendance rosters of this course component when you select the Use Contact Minutes check box for the attendance type on the Components page. You can change this value.
Attendance Date	Indicates the date on which the student attended the class meeting.
Academic Career	The system displays the academic career of the student. This is useful for tracking the types of students who enroll in a class, such as how many undergraduate students are in a class as compared to graduate students. Note. A student might appear twice on an attendance roster because enrollment is keyed by academic career. For instance, a student might enroll in a class twice, each time through a different academic career and would thus appear on the attendance record twice.

Selecting a Roster for a Student

Access the Attendance Roster by Student page.

Click the class number to access the Student Attendance Roster page for that class section.

Tracking Attendance by Student

Access the Student Attendance Roster page.

Attendance Date

Indicates the date on which the student attended the class meeting. This field appears on attendance rosters of this course component only when you select the Override Template Date/Time check box for the Attendance Type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can edit the Attendance Date field value. Otherwise, the attendance date for the template defines the value for the Attendance Date field on the attendance rosters.

Type

Indicates the attendance type for the class meeting, such as Class Meeting, Conference, Field Trip, Instructor Consultation, or Study Group. These attendance types determine which fields the system uses for your attendance roster. When you generate attendance rosters for all class meetings by using the Attendance Roster Generator page or the Class Attendance page, the system populates all attendance rosters with the class meeting attendance type value from the Academic Institution 3 page. If you want to use attendance type values other than your institution's attendance type value, you can change the attendance Type field value for an individual student. When you exit the field, the system makes the change and updates the fields that appear on the roster according to the selected options for this particular course component and attendance type on the Components page. Values for this field are delivered with your system as translate values. You can modify these values.

To use attendance types, define the attendance types and their associated fields for the course component on the Course Component Attendance page.

Description

Describes the attendance type value, such as Class Meeting, Conference, Field Trip, Instructor Consultation, or Study Group.

Present

Select to indicate that the student attended the class meeting. This field appears on the attendance rosters of this course component when you select the Use Present check box for this class meeting’s attendance type on the Components page.

Tardy

Select to indicate that the student was late to the class meeting. This field appears on the attendance rosters of this course component when you select the Use Tardy check box for this class meeting’s attendance type on the Components page.

Left Early

Select to indicate that the student left the class meeting before its scheduled end time. This field appears on the attendance rosters of this course component when you select the Use Left Early check box for this class meeting’s attendance type on the Components page.

Reason

Describes a student's reason for being present, tardy, or leaving early. This field appears on the attendance rosters of this course component when you select the Use Reason check box for this class meeting’s attendance type on the Components page. Values for this field are delivered with your system as translate values. You can modify these values.

The system displays the from time, to time, and contact minutes for the class meeting. When you generate attendance rosters for all class meetings within a scheduled class, either by using the Class Attendance page or the Attendance Roster Generator page, the system assigns each attendance roster these three values based on the class meeting pattern of the class in the schedule of classes. When you generate attendance rosters for individual class meetings (by using the Class Attendance page on a new row), you must manually assign these values.

From Time

Indicates the time that the student arrived at the class meeting. This field appears on attendance rosters of this course component when you select the Use To and From Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the from time value on a student-by-student basis. Otherwise, the From Time and To Time fields for the template define the parameters of the From Time and To Time fields on the attendance rosters and you can only change the from time to a value that falls within the template's time range.

To Time

Indicates the time that the student left the class meeting. This field appears on attendance rosters of this course component when you select the Use To and From Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the to time value on a student-by-student basis. Otherwise, the From Time and To Time fields for the Template define the parameters of the From Time and To Time fields on the attendance rosters and you can only change the to time to a value that falls within the template's time range.

Contact Minutes

Indicates the student's total minutes in attendance. This field appears on attendance rosters of this course component when you select the Use Contact Minutes check box for the attendance type on the Components page. You can change this value.

Template Number

The system displays the template number for the class meeting. The template number uniquely identifies each class meeting attendance roster.

Student ID and Name	The system displays the ID and name of each student enrolled in the class when you generate attendance rosters and opt to have the system populate from data from student enrollment. If you generate rosters and do not select the Populate from Student Enroll check box, you can enter the IDs manually and the system displays each student's name in the Name field once you exit the Student ID field. Insert rows to add students who are not formally enrolled in the class to the class meeting attendance roster; delete rows to remove students from the class meeting attendance roster. Adding students to the roster does not enroll them in the class. It is for personal tracking only. Warning! If you entered attendance data into your rosters and you want to add or remove a student from the attendance roster for class meetings (because the student has recently enrolled in or dropped from the class), you can add or remove them from the roster manually, or you can use the Create button on the corresponding class meeting template (with the Override check box selected). This generates a new attendance roster for one class meeting with the latest student enrollment information. Generating attendance rosters by clicking the Generate button in the upper portion of the page creates new attendance rosters for all the class meetings. You would therefore lose any attendance data you have already entered into the rosters.
Academic Career	The system displays the academic career of the student. This is useful if you track the types of students who enroll in classes, such as how many undergraduate students are in a class compared to how many graduate students.
Present	Select to indicate that the student attended the class meeting. This field appears on the attendance rosters of this course component only if you select the Use Present check box for this class meeting's attendance type on the Components page.
Tardy	Select to indicate that the student arrived late to the class meeting. This field appears on the attendance rosters of this course component only if you select the Use Tardy check box for this class meeting's attendance type on the Components page.
Left Early	Select to indicate that the student left the class meeting before its scheduled end time. This field appears on the attendance rosters of this course component only if you select the Use Left Early check box for this class meeting’s attendance type on the Components page.
Reason	Select a reason to describe a student's reason for being present, being tardy or leaving early. This field appears on the attendance rosters of this course component if you select the Use Reason check box for this class meeting's attendance type on the Components page. Values for this field are delivered with your system as translate values. You can modify these values.
From Time	Indicates the time that the student arrived at the class meeting. This field appears on attendance rosters of this course component when you select the Use To and From Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the from time value on a student-by-student basis. Otherwise, the From Time and To Time fields for the template define the parameters of the From Time and To Time fields on the attendance rosters, and you can only change the from time to a value that falls within the template's time range.
To Time	Indicates the time that the student left the class meeting. This field appears on attendance rosters of this course component if you select the Use To and From Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the To Time value on a student-by-student basis. Otherwise, the From Time and To Time fields for the Template define the parameters of the From Time and To Time fields on the attendance roster and you can only change the to time to a value that falls within the template's time range.
Contact Minutes	Indicates the student's total minutes in attendance. This field appears on attendance rosters of this course component if you select the Use Contact Minutes check box for the attendance type on the Components page. You can change this value.
Attendance Date	Indicates the date on which the student attended the class meeting. This field appears on attendance rosters of this course component if you select the Override Template Date/Time check box for the attendance type on the Components page. If you select the Override Template Date/Time check box on the Components page, you can change the attendance date on a student-by-student basis. Otherwise, the attendance date for the template defines the value for the Attendance Date field.

Academic Institution	The institution for which to generate rosters. The system populates this field with the value from the User Defaults 1 page, which you can change. This field is required.
Term	Select the term that contains the classes for which to generate attendance rosters. Term values are defined on the Term Table page.
Attendance Create/Update Flag	Use this field to specify a default for the same field on the Roster Generator Options page. This is a default that you can change on a row-by-row basis by clicking the Roster Options link in the grid. Your choices for the default are the following: Create Attendance: Use when you want to create new rosters or replace old ones. Update Attendance/Active Only: Use to add and delete students from the roster, based upon their current enrollment status in the course for the specified group of attendance rosters. The add and drop date on the STDNT_ENRL table determines how the system updates rosters. Use this option when a student drops the class and you want to remove the student and leave no attendance history. Update Attendance/All Students: Use to add, but not delete students from the specified group of rosters. Students who have dropped will be made inactive by having their Present flag set to Off. New students will be added to the rosters, but they can only be marked as present or otherwise for the class sessions that occur after the add date.
Commit Frequency	The system populates the commit frequency field with 1 by default. The lower the commit frequency, the better concurrence of data. While a higher commit frequency enables faster processing of the job, the job could get tied up with another process. You should leave the commit frequency at 1.
Attendance From Date and Attendance To Date	Use these fields to specify defaults for the grid below them. These values determine which rosters the process updates. If you do not specify a default, the system sets the values in the grid to the length of each class as defined on the schedule of classes, enabling you to update all of the term’s rosters (like a wild card). If you manually specify a separate attendance from date and to date range on the Roster Generator Options page, the process only updates class rosters for dates that are greater than or equal to the Attendance From Date field and less than or equal to the Attendance To Date field. Use the fields in the grid, and click the Roster Options link, to indicate specific criteria for each sequence number. The system uses this detail to determine which attendance rosters it generates when you run the process. Select as many selection criteria as necessary. Insert rows as needed. Your choices are the following:
Sequence	The system sets the sequence number to 1 and increases it by one for each row that you add to the request. The number specifies the order in which the system processes class attendance rosters.
Class Nbr (class number)	Enter the class number for which to generate attendance rosters. The system prompts you with the classes that are defined in the schedule of classes for the term. After you enter the class number, exit the field and the system populates and hides some of the remaining fields on both the Attendance Roster Generator page and the Roster Generator Options page.
Session	Select the session for which to generate attendance rosters. The system prompts you with the sessions that are defined for the term. Values for this field are delivered with your system as translate values. You can modify these values.
Acad Org (academic organization)	Select the academic organization for which to generate attendance rosters. Academic organization values are defined on the Academic Organization Table page.
Campus	Select the campus for which to generate rosters. Campus values are defined on the Campus Table page.
Subject	Select the subject area for which to generate the rosters. Subject area values are defined on the Academic Subject Table page.
Roster Options	Click to access the Roster Generator Options page, where you can further specify your processing parameters for each sequence number.

Attendance From Date and Attendance To Date	Use these fields to specify the range of rosters to create or update. Only class rosters that are for dates greater than or equal to those in the Attendance From Date field and less than or equal to those in the Attendance To Date field are updated. If you do not specify a value, the system sets the fields to the values on the Attendance Roster Generator page. If you do not specify from and to dates on either the Attendance Roster Generator page or the Roster Generator Options page, the system sets the values to the length of each class as defined on the schedule of classes. This enables you to update all of the term’s rosters.
Catalog Number From and Catalog Number To	If you have a specific range of catalog numbers within a subject area for which to generate rosters, enter a value in the Catalog Number From and Catalog Number To fields.
Class Start Date From and Class Start Date To	If you have a specific start date range for which to generate attendance rosters, enter a value in the Class Start Date From and Class Start Date To fields. If you enter an individual class number in the grid on the Attendance Roster Generator page, the system hides these fields and populates them with the class start date from the Schedule of Classes - Meetings page.
Populate From Student Enroll	Select to have the system populate attendance rosters with the enrolled students for every scheduled class meeting that matches your processing criteria. The system selects this check box by default. If you clear this check box, the system still creates attendance rosters for every class meeting but you will have to manually enter the students and their enrollment data into the rosters. Note. A student might appear twice on an attendance roster because enrollment is keyed by academic career. For instance, a student might enroll in a class twice, each time through a different academic career, and would thus appear on the attendance record twice.
Generate Class Mtg Attendance (generate class meeting attendance)	Select to have the system generate or regenerate attendance rosters only for classes in which you select the Generate Class Mtg Attendance (generate class meeting attendance) check box on the Schedule of Classes - Basic Data page. The system selects this check box by default on the Roster Generator Options page. If you clear this check box, the system generates attendance rosters for all scheduled classes matching your processing criteria, regardless of how the Generate Class Mtg Attendance check box is set on the Schedule of Classes - Basic Data page.
Sync Attendance with Class Meeting (synchronize attendance with class meeting)	When you run the attendance roster generator process, you can update all rosters within your parameters or update only those that have had meeting pattern changes since the original rosters were generated. To update changed rosters, select the Sync Attendance with Class Meeting check box. To update all rosters (even if a roster has had no changes), clear the Sync Attendance with Class Meeting check box.
Attendance Create/Update Flag	Use to specify the type of roster to generate for this sequence number. The system populates this field with the value specified on the Attendance Roster Generator page, but you may change it on a row-by-row basis. Your choices are the following: Create Attendance: Use when you want to create new rosters or replace old ones. Update Attendance/Active Only: Use to add and delete students from the roster, based on their current enrollment status in the course for the specified group of attendance rosters. The add and drop date on the STDNT_ENRL table determines how rosters are updated. Use this option when a student drops the class and you want to remove the student and leave no attendance history. Update Attendance/All Students: Use to add, but not delete students from the specified group of rosters. Students who have dropped are set to inactive status by having the Present flag set to Off. The system adds new students to the rosters, but only marks these students as present for the class sessions that occur after the add date.