Event and Exam Attendance Made Easy Using Mobile Devices

Transcription

1 Event and Exam Attendance Made Easy Using Mobile Devices University of Toronto Mississauga Office of the Registrar July 7 th 2014 Wendy Norman and Cesar A Mejia

2 University of Toronto Full range of undergraduate and graduate programs 80,000 students 10,000 staff Tri-campus system

3 University of Toronto Mississauga 30 km west 2 nd largest division of U of T 12,500 undergraduate students Arts, Science, Business, Medical

4 Agenda Taking Examination Attendance before FIPPA (Freedom of Information and Protection of Privacy Act) Attendance Taking Risks SEAT 1.0 (Student Exam Attendance Tracker) SEAT 2.0 More Than Just Exams ATS (Attendance Tracking System)

5 The Original Way (before FIPPA) Signature Sheets before The Freedom of Information & Protection & Privacy Act (FIPPA), we had one class list for every 100 students that was taken around the exam room for students to sign when student cards (TCards) were verified. After FIPPA, we created a quick fix by attaching a signature sheet to the front of each examination paper Accessibility Forms

6 Signature Sheet

7 Signature Sheet & List (Quick Fix)

8 Accessibility & Deferred

9 Risks of Taking Attendance Attendance paper could be lost (FIPPA concern) Students could see student # and name of others while signing sheet Student might sign for someone else (accidently or intentionally) Data organization and entry prone to errors and very time consuming Petitions dependent on attendance could be delayed

10 Using a barcode scanner Using a

11 Using a barcode scanner Using a

12 Using a barcode scanner Using a

13 SEAT 1.0 Student Exam Attendance Tracker (SEAT) Uses the exam timetable and student TCards to allow Chief Presiding Officers (CPOs) to scan attendance against the class list for a given exam. Hardware Samsung UMPC Q1 Ultra, Intel A Mhz, 1 Gig memory, 60 Gig HD running Windows XP. USB Infrared scanner. Software WAMP Windows Apache Mysql PHP Setup Device must be synced to get updated exam timetable and save scan results to the server. Scanned data is stored locally. UMPC encrypted. BIOS password protected.

14 SEAT 1.0

15 SEAT 1.0 The process before each exam Tablets are charged Tablets are synchronized Tablets are placed on cards and assigned to CPOs The process after each exam Tablets are charged Tablets are synchronized

16 SEAT 1.0

17 SEAT 1.0

18 SEAT 1.0

19 SEAT 1.0

20 Attendance Results

21 Attendance Results

22 SEAT 1.0 Advantages Ability to quickly identify issues if the exam count is incorrect Report of who attended exam is quick to compile No paper attendance record which could be lost Disadvantages We had to pick up the Device from each exam and sync the data with the server Device could be lost or broken Data may be lost due to improper use/tampering

23 SEAT 2.0 SEAT 2.0 Seat modified to use the wireless network allowing real time access to the exam timetable as well as recording attendance without syncing Hardware The Samsung UMPC with USB IR scanner were used at first and then finally the Nexus 7 tablet with the Motorola CS3070 Bluetooth scanner Software RedHat 5.9, Apache, PHP, MySql on a 1U Dell PowerEdge 1950 Setup Bluetooth scanners are paired with the tablets

24 SEAT 2.0 Tablets are changed once a day The process before each exam Tablets are placed on carts and assigned to CPOs The process after each exam Nothing

25 Nexus 7

26 SEAT 2.0

27 SEAT 2.0 Advantages Can now use UTORid and password which allows us to display student photos Network access allows real time data, No more syncing! CPO can now keep the tablets in the exam room due to better battery life and no data being stored on the device Battery life on Nexus 7 Tablet is much better and only requires charging overnight Disadvantages Use of wireless network may cause issues if connection is lost Scanner may become unpaired if user holds down the wrong button Difficult setup for non-exam type events

28 Attendance Tracking System Can be used by any UTM Staff to take attendance Not tied to course lists or exams Guest Lists allow restricted attendance Can facilitate open events where everyone is welcome Administration can be done by the user Any tablet can be used (BYOD) Scanning is intuitive

29 Where Do People Use ATS? Term Tests Seminars Information Sessions Orientation week events Drop in appointments and advising Ticketed Events with a guest list Sports

30 ATS - Hardware Nexus 7 with Google Chrome Motorola CS3070 Bluetooth Scanner Any mobile device with a web browser that is paired (Bluetooth) with a scanner can be used instead

31 ATS - Administration Clients can create Events (with a Guest List or not) Clients can give users roles such as Admin or Scanner access Guest Lists can be used for multiple events Attendance results can be downloaded to Excel.

32 Demo

33 Demo

34 Demo

35 Demo

36 Demo

37 ATS - Scanning Scanners login using their T-Card and PIN They simply choose the event and begin scanning (Only upcoming events from the day are visible) Manual input is available if T-Card cannot be scanned Attendance list can be viewed on the tablet Multiple tablets can be used without needing to merge the lists

38 Demo

39 Demo

40 Demo

41 Demo

42 Demo

43 Demo

44 Demo

45 Demo

46 Demo

47 Demo

48 Attendance Attendance Numbers By Event Number of Events

49 Size of Guest List Size of Guest List

50 Percentage of Events With Guest List 21% Guest List No Guestlist 79%

51 Different ways people are using ATS

52 Total Scan Time Time To Scan 00:43:12 00:36:00 00:28:48 00:21:36 00:14:24 00:07:12 00:00: Event Attendance

53 ATS Future Scan using camera Can be done with an App HTML 5 support for using the camera this way is still not there yet Printable Tickets Tickets could be issued for recruitment events where students do not have a student card

54 Thanks! Questions? Wendy Norman Cesar Mejia