How to use Attendance Tracking

Transcription

1 How to use Attendance Tracking Overview: Pima Community College is an attendance-taking institution. As such, attendance must be marked every seven days. In general, students should be marked as Present, if they have attended the class session. For online and/or self-paced courses they must have participated in, or completed, an *academically related activity. *Academically related activities include, but are not limited to Physically attending a class where there is an opportunity for direct interaction between the instructor and students; Submitting an academic assignment; Taking an exam, an interactive tutorial or computer assisted instruction; Attending a study group that is assigned by the school; Participating in an online discussion about academic matters; and Initiating contact with a faculty member to ask a question about the academic subject studied in the course. Academically related activities do NOT include activities where a student may be present, but not academically engaged, such as Logging into an online class without active participation; or Participating in academic counseling or advisement. In a distance education context, documenting that a student has logged into an online class is not sufficient, by itself, to demonstrate academic attendance by the student. A school must demonstrate that a student participated in class or was otherwise engaged in an academically related activity. Instructions: Mozilla Firefox and Google Chrome have been found to be most compatible with Attendance Tracker. We recommend using one of these browsers when submitting attendance information. If you have any challenges with logging in, or are unable to access your courses, please first try a different browser or clear your cookies. If you need additional assistance, contact your faculty resource center, helpdesk@pima.edu, or ebow@pima.edu. If you are able, it is very helpful to provide a screenprint showing the error or challenge that you are experiencing.

2 1. Attendance tracking is accessed via a QuickLink on your MyPima Teach tab. 2. After clicking Attendance Tracking, you will be taken to a new browser window, where you will see your courses that are available for attendance tracking.

3 3. Click on Take Roll for the course for which you would like to submit attendance. 4. The next window shows the selected course s roster and meeting dates. Click on the date header you will be submitting the attendance for. The column will highlight. You can now submit attendance for that date. All students that have enrolled in your course will be listed on the roster. Those that are no longer enrolled will be grayed out and appear at the bottom of your roster. There is no need to submit attendance for these students. They appear as information items for your records, only. Students start out with a blank circle. Click the empty circle once to mark a student Present, click it again to mark them Absent, click it a third time to clear the entry. In the example below, the students with green circles have been marked Present; those with a white circle and a minus have been marked Absent; those with blank entries have not been marked yet.

4 5. It may be easiest to use the Mark all Present or Mark all Absent feature. This would come in handy to quickly mark all of your students at once. The feature is located in the dark gray dropdown box at the bottom of your screen. Once all are marked, you may go back to any individual students to update them accordingly. The screen shot below shows an example of using the Mark all Present feature, then updating a single student s attendance to absent.

5 *Important* If a student is absent but they have communicated to you that they will be out and plan to return you can indicate an excused absence. This keeps them from being seen as a student who is no longer attending the class but will still accurate report that they are absent. To mark this, please click on the student so their name is highlighted and their individual information will display along the right-hand side (see previous slide). Click on absence notified and enter the words excused in the comments field.

6 6. Once you have entered an attendance status for all of the students in your course, click on the Class button at the top right of the screen, and then click on Update CRN Last Date of Attendance. You will receive a confirmation message in the upper right hand corner that will indicate that updates have been made. Attendance is now submitted for the course. If this step is skipped, your attendance will not be fully submitted and will not be reflected in Banner. 7. If a course session did not occur, you can select Class Cancelled for the appropriate date. No attendance information will need to be submitted for that date. Please be careful in doing this because once a class is cancelled it becomes very difficult and timeconsuming to try to reinstate it.

7 8. Refrain from using the Student link on the right hand side of the screen unless Microsoft outlooks is configured for address on the computer that you are using. For more information on that topic, please visit with your Faculty Resource Center or Campus IT staff. Important information regarding attendance and your students: N/A Grade: An N/A grade should be issued if the student never attends within three (3) days of the drop deadline for that term. When an N/A grade is issued there should be no attendance reported for the student. It is important to issue this grade by the deadline so as not to have negative repercussions for the student (financial aid, veteran s) and for the College (remain in compliance with Department of Education). Please see the current Academic Calendar for drop deadline for each part of term RN Status: If a student is approaching 14 days with no attendance marked, the student and instructor will receive a warning that an RN status is imminent. The student s will direct them to contact their instructor if there has been an error or to ensure their attendance is marked promptly when they do attend. At 15 days, a final notice of the RN status will be sent to the student and the instructor. Please note that these statuses as well as weekly attendance reporting have serious effects for our students receiving Title IV Financial Aid and Veteran's Benefits so accurate reporting is important. For assistance, please contact: Elvia Bow, Assistant Registrar District Office ebow@pima.edu or Yolanda Espinoza, Director of Admissions and Registrar District Office yespinoza@pima.edu