Processing Reported Attendance
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use this page to process attendance reports that faculty have submitted. The list shows you all the information about each report, student by student and course by course. You can sort the list by course, term, student, type, status, or last date of attendance. Details include a faculty comment, the date of the most recent status update, who updated the status, and the dates the task was sent, due, and completed.
Receiving Messages About the Reports
Faculty can send messages to the attendance reporting contact about a particular student. If you're the contact, you'll see the messages in the Interaction Inventory, which can be accessed from the student's page or Communication Management hub.
Filtering the Reports
You can filter the reports so you can focus on a particular term, course, attendance type, status, or student.
Tip
To process reports, filter for the term and for the 'Submitted' status. Then sort the list by Attendance Type.
Processing the Reports
Processing the reports means approving or denying them, and, as appropriate, dropping or withdrawing students from courses.
Note
Checkpoint reports are view-only. Processing them is scheduled for a future release.
You process Census Date reports one type at a time, either Never Attended or No Longer Attending, so you select the students with one of those types. In the Options drop-down, you select that type, and enter the Status and other information in the pop-up window. There may be default data in the fields, but you can change it. Then repeat the process for students with the other type.
Tip
Withdrawing students involves assigning a withdrawal grade. You can assign a withdrawal grade only to a single grading type at a time. If your list includes students with different grading types, use the filter to find students with the same grading type.
Understanding the Statuses
Statuses indicate the results of attendance reporting at any given moment. Checkpoint reports' status is the same as their Attendance Type. That is, Attended or Did Not Attend. The registrar doesn't process these any further. For Census Date reports, the 'Submitted' status indicates a report ready for you to process. In the processing, you assign a status of 'Denied', 'Dropped', or 'Withdrawn'.
Status | Category | How Set | Details |
|---|---|---|---|
Attended, Did Not Attend | Checkpoint | Automatically | Instructor selects either of these as an attendance type. It automatically becomes the status, as well. |
Submitted | Census Date | Automatically | Instructor submits any type of census date report. Status automatically becomes 'Submitted'. The Registrar then processes submitted reports. |
Denied, Dropped, Withdrawn | Census Date | By Registrar | Registrar selects one of these statuses when processing Never Attended and No Longer Attending reports. |
Tip
You can reprocess a report to change the status and other information.
From the Registration hub, click Hub options, and select View reported attendance.
Click the Filter icon to open the Reported Attendance Filter.
From the Registration hub, click Hub options, and select View reported attendance.
Click the Filter icon to open the Reported Attendance Filter.
Select the Term checkbox, and select a term.
Select the Status checkbox, and select the Submitted status. The list now shows only rows with Submitted status.
Click Attendance Type to sort the list, or use the filter to focus on a single attendance type.
Select students with the same type (either Never Attended or No Longer Attending).
In the Options drop-down, select either Process never attended or Process no longer attending, whichever matches your selection. The Process pop-up opens.
Select a Status:
Denied: There are no fields to fill in. The student's course is not dropped or withdrawn.
Dropped: Select a Drop Date from the drop-down:
First day of class
Day before first day of class
Friday before first day of class
Last date of attendance
Manual date entry (If you select this, select the date, too.)
Withdrawn: Fill in the information. All fields are required except the checkboxes.
Add to withdrawal counts (checkbox): Select the checkbox if you want this withdrawal to add to the student's count of withdrawals. This is the usual practice. If you're changing an existing grade, selecting or deselecting this checkbox overrides the previous setting.
Withdrawal Date: Select from the drop-down:
First day of class
Day before first day of class
Friday before first day of class
Date dropped
Last date of attendance
Manual date entry
Withdrawal Reason: Select from the drop-down. Options are defined on the Withdrawal Reason Definitions page.
Tip
If you're withdrawing the student from all courses, select the Total withdrawal from term option. This doesn't automatically withdraw them from all courses; you'll still need to withdraw them from each course.
Tip
If you need to withdraw course sections with different grading types, use the Reported Attendance Filter to filter by grading type.
Drop Date: Select from the drop-down:
First day of class
Day before first day of class
Friday before first day of class
Last date of attendance
Manual date entry
Drop Flag: Select Drop or None from the drop-down.
Last Date of Attendance: Enter a date.
Final Grade: Select from the drop-down. The options are defined on the Grade Table Definitions page. Only grades designated as withdrawal grades are listed.
Update Midterm Grade Columns: If you select this checkbox, select a Midterm Grade from the drop-down. The options are defined on the Grade Table Definitions page. Only grades designated as withdrawal grades are listed.
Click the Update button. The attendance reports are processed. If you selected a status of Dropped or Withdrawn, the students are withdrawn from the reported course sections.
You can reprocess a census date report to change the information. Just follow the instructions in Process Census Date Reports.
Select the checkboxes of the students you want to email.
Click the Options button and select Create new communication. The Create New Communication window appears.
Enter a subject, message, include any needed attachments, and click Send. If you are sending the email to more than one student, each will receive an individual email.