STLCC: ATTENDANCE TRACKER MANUAL

Transcription

1 STLCC: ATTENDANCE TRACKER MANUAL Logging into AT... 2 Record Attendance... 3 Navigate to a Different Class Roster... 5 Cancelling a Class Session... 6 Frequently Asked Questions What does a blank attendance button indicate in AT? A student stopped attending my class, how should I use AT? Why can t I see my entire class roster in AT? When am I required to take attendance for classes? Why are auditing students showing up in Attendance Tracker? Why are there two separate records for my Hybrid class? What do I have to do to make sure my attendance is saved? Why do some students not have photos? How is Financial Aid tied to my attendance roster? I am having other technical issues, whom should I contact?... 8 Accessing One Student s Attendance History... 9 Auditing Students How to Extract Roster for Class for Semester... 11

2 Logging into AT Login to AT by clicking the image below or go to STLCC.edu, click Faculty & Staff, then Attendance Tracker CLICK IN THIS FIELD Once logged in, click Take Roll to populate your class roster. NOTE: If you are viewing the course before its start date, the button will read View Students. You can view the roster of the course before the class begins, but you cannot enter any attendance data.

3 Record Attendance Now that you ve clicked Take Roll, you can record attendance. STEP 1: Select the attendance date by using the calendar tool that appears at the top of the roster STEP 2: Record presence by clicking the Attendance circle appear to indicate that the student is in attendance. once. A green checkmark will STEP 3: Record absences by clicking the Attendance circle in the circle to indicate that the student is absent. twice. A minus sign will appear OPTIONAL: Below the roster on the right side of the screen, click the button to automatically fill in the rest of the student records with a to indicate they were present in class. Continue to STEP 4 on the following page.

4 STEP 4: After taking attendance for each class meeting, click Class, then choose Update CRN Last Date of Attendance. Warning: Completing this step ensures that attendance is reported to Banner. Please ensure your attendance is accurate BEFORE clicking this button. Note: This will update the Last Date of Attendance (LDA) field on the final grade entry roster. You will not need to enter the LDA when entering final grades.

5 Navigate to a Different Class Roster Click Course List Click Take Roll for the next desired course.

6 Cancelling a Class Session Login to AT and click Take Roll for the class that was cancelled, then follow the steps below: STEP 1: Select the date of the cancelled class session from the calendar tool at the top of your roster. STEP 2: Select Cancel this Class Meeting from the Class drop-down menu. Then click Yes to verify. STEP 3: Click Yes The canceled class session will display with this icon: to indicate that there is a note. (Notes for a canceled class are system generated and cannot be changed. Instructors may not cancel a future class session in AT as the software will not allow it).

7 Frequently Asked Questions 1. What does a blank attendance button indicate in AT? It indicates that no attendance record has been entered. AT does not automatically mark a student absent. Every student must be marked either present or absent for every class meeting for which you record attendance. NOTE: If a student has withdrawn from the calss, please mark attendance (present or absent) for that student through the day of their withdrawal. AT will not allow you to enter attendance after their withdrawal date. 2. A student stopped attending my class, how should I use AT? Students who attend class, but then stop attending will not be withdrawn from your class. If a student is marked absent-only for fourteen consecutive calendar days, their registration will be changed to RN status (meaning: registered, not attending). NOTE: The RN designation is only granted during the 3 rd and 4 th weeks of the term, when the recording of attendance is mandatory per the Attendance Policy. The RN process does not run during any other week of the term. Students will continue to appear on your class roster, Attendance Tracker (AT), and Blackboard. If they attend class any time after their status change to RN, please mark them present and submit a Reinstatement Form to the enrollment services office at your campus. Enter a final grade and verify the last date of attendance (LDA) when final grades are submitted for your class. 3. Why can t I see my entire class roster in AT? If you cannot see your entire class roster in AT, it may be related to a screen resolution issue. Therefore, you will want to set your computer screen resolution as high as possible. To make screen resolution changes on a PC, click HERE. To make screen resolution changes on a MAC, click HERE. 4. When am I required to take attendance for classes? For face-to-face courses, regardless of the start date, attendance (present or absent) must be marked for every registered student for all class meetings during the first four weeks. It is recommended that instructors record attendance the entire semester. For non-meeting classes (online, arranged, WPE, etc.), record attendance the first day you are having regular and substantive interaction. STLCC has decided that online courses will be required to document an academic activity/assignment weekly. It is recommended that attendance for non-meeting classes be recorded twice a week, if possible. Please refer to the Attendance Policy and Procedures for additional information.

8 5. Why are auditing students showing up in Attendance Tracker? Auditing students appear in AT. There will be no indication that the student is auditing the course. 6. Why are there two separate records for my Hybrid class? One or more of the records are for the classroom component of the hybrid class. The other is for the online portion. 7. What do I have to do to make sure my attendance is saved? In the Class section menu, choose Update CRN Last Date of Attendance. This MUST be clicked each time you take or update attendance. 8. Why do some students not have photos? If there is an empty photo in your class attendance roster, you may direct the student to campus life to complete a photo. 9. How is Financial Aid tied to my attendance roster? Financial Aid depends upon class attendance records for the purposes of processing federal aid. Students who are not attending classes should not benefit from a financial aid refund. If a student begins to attend some, but not all of his or her classes, financial aid will recalculate the student s Pell Grant award based on the student s actual enrollment status. Federal regulations require institutions to have a procedure in place for routinely monitoring attendance records to determine a timely manner when a student withdraws. The Department of Education has determined that students missing 14 consecutive calendar days of class to be excessive absences and requires the College to take appropriate action. Please see the FAQ #2 for more information. 10. I am having other technical issues, whom should I contact? Review the Attendance Tracker Troubleshooting Guide. Go to Contact the IT Help Desk at STLCC by at helpdesk@stlcc.edu or by phone at

9 Accessing One Student s Attendance History If you would like a history of one student s attendance record in AT, click on their photo icon to the left of their name in your class roster. Then, on the right-hand side of the webpage, click Attendance. 1 Smith, George Smith, George A Smith, George 2 ATTENDANCE HISTORY 3 For additional tips and tricks for Attendance Tracker, click HERE!

10 Auditing Students In previous semesters, auditing students did not appear on the attendance roster. However, they are appearing now. To determine if a student is auditing your course, go to the Student Details menu on the right-hand side of the screen. Beneath the student s name will display their status. If they are auditing the course, the status will read Audit. You are not required to track an auditing student s attendance. However, it may be beneficial to identify how often auditing students attend class. This data could help support the opening of additional sections or assist in future semester planning. Students who are auditing are never dropped for non-attendance (WN) and they are never classified as Registered, Not Attending (RN) since they are not required to attend the course for financial aid purposes.

11 How to Extract Roster for Class for Semester 1. Login to Attendance Tracker, click Take Roll for the class you are wanting. 2. Click the Tools icon a. Click Export Template 3. Click the following options, then click Export a. Excel spreadsheet (.xls) b. All student list from the class c. All meeting days

12 4. Dialog box will appear. Click OK to open the document. 5. Once the document opens, click on Column H to highlight the entire column (click H above Cell H1) NOTE: Notice the Meeting Days are not formatted for use. This is what we are changing. 6. Click the Drop-Down box in the Number category. Choose Short Date

13 7. Select the First Row by clicking the 1 to the left of Cell A1. 8. Click the AZ Sort & Filter Icon, then choose Filter. 9. Filter by Meeting Date (Oldest to Newest)

14 10. Filter by Student Name (A Z) Result: You now have a chronological listing of all course dates for each student, listed in alphabetical order. NOTE: Feel free to delete irrelevant columns (i.e. actual hours, expected hours, etc.)