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1 University of Bolton CELCAT On line Registers SELF HELP GUIDE May 2009

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3 Contents Introduction... 1 Obtaining a Personal Timetable... 1 Selecting your registers (Using your Staff Timetable)... 3 Marking Registers Using Apple Mac Computers... 5 Using the Client Software and Web Application of CELCAT... 5 Setting up cord to connect to CELCAT timetable system... 5 Web Application... 6 Marking Registers Windows based computers... 7 Using the Client Software (from the desktop icon)... 7 Logging into the Software... 7 The Software menus... 8 Selecting your Registers SUBJECT AREA Page STAFF page AUXILLARY FILTER (MODULES) page DATES page REGISTER page Marking Registers Using the Web Application (from the Staff Portal) Login Page Subject Areas Page Staff Page Date Page Registers Page Marks Page Information available on this page Marking Registers Using the Card Readers Select the REGISTER The Card Reader Interface Window Issues with the Reconciliation Process Setting Up Reports (Using the Client Software) Getting Started Added/Withdrawn/Removed Students Print Overdue Registers Report Print iii

4 Register Marking Status Print Student Activities Print Student Attendance (Standard) Print Saving/Retrieving a saved selection iv

5 Introduction The electronic registers are the University s means of tracking student attendance, we are using the CELCAT SAT system to provide the registers. The students on the modules are taken from SITS on a nightly basis and the registers are updated accordingly, either adding or withdrawing students from the register. This is the ONLY way students can be added to or removed from a register and requires the relevant SDM form to be completed and signed in the usual manner. The CELCAT register software can be run from the Icon situated on your desktop, the icon is shown below, or from the Staff Portal at CELCAT SAT 6.4.alternatively look in the start Menu, All Programs, CELCAT 6.4, CELCAT SAT 6.4 NOTE: If you haven t got the Icon on your desktop, or in the All Programs Menu, contact (please contact me by e mail as it is easier to deal with than voic ) When you run the software, you will be presented with a number of screens, the following pages are designed to take you through those pages.. Obtaining a Personal Timetable There is a quick and easy way of selecting registers by following the instructions on the next page, this involves printing a Staff Timetable from the Staff Portal. l 1

6 Click on the Staff Timetable link to see the page below.. Enter your staff number, from your Staff Id card and click on the relevant Semester; this will open up a personal timetable which you can then print. This timetable will indicate a unique 4 or 5 digit number at the lower left corner of every session. This number should be used as indicated in the section below. NOTE: If any of the modules you are teaching, either by yourself or sharing with other colleagues, do not appear on your timetable or you have any other problems with the timetable, please e mail me at explaining the issue and identifying the modules, by Module Code and Occurrence (eg. ABC1234 Occ A), if other Staff are sharing the module with you, please let me have their names and I will add them, as appropriate. 2

7 Selecting your registers (Using your Staff Timetable) To obtain your registers go to the Staff Portal Enter you staff number, from your staff card, and click on the relevant semester, you will then be presented with a copy of your timetable for the selected semester. At the bottom left of all the classes, this should exclude meetings, you will find a 4 or 5 digit number (example circled above) When you open the register software using the Web Application at ( ) or using the Client Application, from the desktop Icon Make sure you select the register University of Bolton 2008/09. Log in, then enter the number from the timetable event, followed by an asterisk * (eg. 1189*) in the box on the Welcome page. This will bring up all the registers for that module, for all the scheduled weeks of the module. Enter your marks in the usual manner into the relevant register. Repeat the above process for your other registers. NOTE: If any of the modules you are teaching, either by yourself or sharing with other colleagues, do not appear on your timetable or you have any other problems with the registers, please e mail me at explaining the issue and identifying the modules, by Module Code and Occurrence (eg. ABC1234 Occ A), if other Staff are sharing the module with you, please let me have their names and I will add them, as appropriate. 3

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9 Marking Registers Using Apple Mac Computers Using the Client Software and Web Application of CELCAT Apple Mac Users need to follow the instructions below to connect to the CELCAT Client version of the On line Registers. Setting up cord to connect to CELCAT timetable system If you don t have cord installed on your machine you can download it here, you may need to contact the Help Desk for permissions to do this Click on the cord application in the applications folder 2. Click on the Servers tab to activate side bar 3. Click on plus icon at bottom of side bar to add server 5

10 4. Enter the details below in the boxes shown above label = timetable address = solace.bolton.ac.uk usersname = your user name (ie mag1) password = Bolton password domain = bolton.ac.uk 5. Double click on the timetable server to log in or select it in the quick connect box this should log you on automatically to the solace server. You should then be able to log into CELCAT using your normal bolton.ac.uk username and password. Web Application IMPORTANT When using the Web Application on an Apple Mac, you need to use Mozilla Firefox as the Web Browser, Safari does not work with CELCAT. Reporting facilities are not available from within the Web Application, they can only be used from the Client version. 6

11 Marking Registers Windows based computers Using the Client Software (from the desktop icon) Clicking on the desktop Icon, will present the screen below, click <Run> Logging into the Software You will then be presented with the Log on screen below 1. Select the timetable University of Bolton 2008/09 (this will change year on year) 2. Ensure that the Disable Silent Login tick box (circled) is not ticked 3. Press <OK> 4. You will then be logged into the software, and the screen below will be opened 7

12 The Software menus This allows you to set up all the modules you are teaching so that you can have a complete picture of them all. If you use this method you may want to adjust the weeks depending on your teaching commitments. On the left hand side of the above screen you will see three operations that can be carried out within the software (see picture left) 1. Registers this is where you mark your registers 2. Reports we will come back to the later 3. Marks you can ignore this as the marks are preset 8

13 If you select the Tools menu, you will be presented with the options shown below. The only selection you need to use is. Show Pages Menu If you have told the software to not show you a page again, this is how you get that page back. Unfortunately, you have to select these one page at a time. 9

14 Selecting your Registers This page is asking for the unique id of the register, this is the 4 or 5 digit number from your timetable, alternatively if you are looking for something other than your register then click <Next> The pages below show how to find the registers you wish to mark or view. SUBJECT AREA Page The first page below, is the SUBJECT AREA page (IMPORTANT: All registers are under the School, not individual Subject Areas) 10

15 1. Select your School 2. If you teach for more than one School you can select multiple Schools 3. Information at the bottom left of the screen (see below) tells you how many Items are selected (In this case I have selected all 5 Schools for Illustration) 4. You could at this point opt to not see this page again by ticking the box at the bottom right of this screen (circled below) 5. Once you are satisfied with your selection click <Next> 11

16 STAFF page 1. Selecting your Name 2. In the above screen type your name in the box (circled), you should not have a V next to your name, if you have a V next to your name then you will need to contact me (please contact me by e mail as it is easier to deal with than voic ). See screen shot inset. 3. If you are a Course Leader selecting other staff in your course team will allow you view only access to attendance information on other registers appertaining to your Course. 4. You cans also Save these selections by using the Load and Save Option (circled on the screenshot below) 12

17 5. Save is the Red diskette, right hand side, you will then be presented with a dialogue box to Save Selection (see below), Save this as something you can recall, if you would like other staff to have access, tick the Public access box 6. Load is the Blue diskette, left hand side, you will then be presented with a dialogue box to Choose Selection (see below), highlight your selection and click <OK>, if you ticked the Public access box when saving please make sure you tick the Display Public selections box 7. Once you are satisfied with your selection click <Next> 13

18 AUXILLARY FILTER (MODULES) page 1. Selecting your Modules 2. In the above screen, ensure that the Filter box (circled above) shows Modules, if not, using the drop down arrow select Modules see screen shot inset. 3. In the selection box (see below), change the Name to Unique name by clicking on the Green text, this will give you a drop down list and select Unique name 4. If you are a Course or Module Leader selecting other module occurrences running on your course and will allow you view only access to attendance information on other registers appertaining to your Course/Module. 5. You cans also Save these selections by using the Load and Save Option as identified above. 6. Once you are satisfied with your selection click <Next> 14

19 DATES page 1. Selecting the Register Dates 2. Using the calendars in the above screen, you select the dates from in the left hand calendar and the dates to in the right hand calendar, for the period you wish to see registers 3. Using the arrows above the calendars you can scroll through the months 4. Using the box with the drop down arrow (circled) a number of predefined options are available. 5. Once you are satisfied with your selection click <Next> 15

20 REGISTER page 1. Selecting the Register 2. Select the register that you wish to mark from the list of registers for the date span selected. 3. Highlight the register by clicking on it 4. The status of the Registers can be identified by the shading of the Circle to the left of the register, this is explained by the key at the bottom of the page. 5. Once you are satisfied with your selection click <Next> Typical set of registers shown above 16

21 The register will now open and be ready to accept marks, see screenshot below Right Click on the mouse button anywhere on the register and the drop down menu above will appear.. Some of the functions are not available as other University process are already in place to deal with some of the options, I will go through the drop down menu, above, section by section Section 1 Undo and Revert Mark, these are greyed out and unavailable Section 2 Add, Remove and Withdraw Students, these appear to be available but are disabled in the system administration. These processes must be done through use of the relevant SDM forms and changed in SITS. The registers will then be updated accordingly (usually overnight). Section 3 Block Mark, this is very useful for marking the registers quickly and changing any marks by exception. Section 4 Print Registers, this is an alternative to marking the register on line in the classroom and could be used to produce a paper register and the marks entered subsequently onto the system after the class Section 5 Show History, down the left hand side of the register historical marks are displayed, if you are using this in the classroom you may wish to switch this off and then back on again in your office to view past weeks. Student Ledger is of little use at this stage. Section 6 Mark with Card, this is for use with the card readers installed in the rooms, we will come back to this later. 17

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23 Marking Registers Using the Web Application (from the Staff Portal) Open your web browser and go to the University homepage at the top right of the webpage click on Staff Portal (circled). You will then see the page above, under Web Based Applications you will see the link to the CELCAT Timetable On line Registers Clicking on this link will open the software and present you with the Login page, shown below 19

24 Login Page Entering your University of Bolton login details and click on <Login> this will allow you to log on to the system. NOTE: If you have any problems with logging in, contact (please contact me by e mail as it is easier to deal with than voic ) Select the correct timetable that you wish to use by clicking the button next to the appropriate timetable, see below, there is currently only one timetable available but the forthcoming year s will be added shortly. You will then be presented with the Welcome page as shown on the next page below.. 20

25 On the first time you use the application please ensure that all 3 of the tick boxes shown are ticked, then click <Next> Subject Areas Page You will the see the screen below 21

26 On this page you need to select the Subject Area, all Registers are under the School name NOT individual subject specialisms within the School. (ie. Arts, Media and Education, Bolton Business School etc.) Once you have selected the School or Schools that you are teaching for click <Next>, if you do not need to change this page again you can select the tick box that says Do not show this page again at the bottom right of the page. Staff Page Clicking next on the previous screen will bring you to the screen below Scroll down to your own name and tick the box next to your name, there should be no V next to your name. If there is a V present against your name the e mail me at with all the details. If you are a Personal Tutor and wish to check about a student on another person s register then simply tick their name as well as your own and you will have view only access to those registers. Similarly if you are a Course Leader and wish to check the registers for your course click the tutors who are teaching your modules and you will have view only access to all modules relating to your course. If you do not need to change this page again you can select the tick box that says Do not show this page again at the bottom right of the page. Click <Next> to continue. 22

27 Date Page Clicking next on the previous screen will bring you to the screen below Selecting the dates in the two calendars, from on the left and to on the right, will give the registers for the date span selected. Alternatively you can use one of the predefined date ranges supported by the software. If you selected This Week then it would automatically change to next week when next week starts. You may need to change this page in the future so don t select the tick box that says Do not show this page again at the bottom right of the page. Click <Next> to view the Registers page.hopefully the registers that you have selected should be available. 23

28 Registers Page Below is the Registers Page with the registers that I have selected for the first two weeks in January. Select the register that you wish to mark by tick the box next to the appropriate register, shown above. The Key identified below indicated the status of the registers; the registers above are all fully marked. This does not mean that I can t go back into the register and change a mark, I can. Only when a register is locked can the marks not be amended. Click <Next> to proceed to the register.. Marks Page The ribbon at the top of the register indicates all the information relating to the selected register, date, time, No. students, module, room, course and staff member. The complete page is shown below. 24

29 Information available on this page Student Photograph Minutes Late and Comment boxes List of Students by Name Key to Register Marks Register Buttons 25

30 Student Photograph the students should have a photograph on the system. List of Student names this may not be a complete list at the start of a semester, this could be due to a number of issues, if a student does not appear in the list you should send the student to the relevant School Office to clarify the problem. They may not have enrolled, may not have selected any modules or there may be other issues. The School Office can in some cases resolve the issues or the student can be directed to the appropriate area to resolve any issues. Students CAN ONLY be added or removed from register by the relevant SDM paperwork being completed and then SITS will update the register. Minutes Late and Comment boxes If you enter a L mark, the system will ask you for the minutes late for that student, this can be an arbitrary figure not an exact one. You may also wish to add a comment. This should be factual; if a student s progression rests on an attendance decision then they may well ask to see the registers. Key to Register Marks This is the simple key to the marks that the register will recognise, the Notified marks are entered at the discretion of the tutor. Register Buttons Once you start to enter the marks, the Finish button, which is currently greyed out will become active. Once you have completed entering your marks click the Finish button and the marks will be stored. Clicking any other button will not store the marks. If you make an error at any point you can use the Cancel button and start again. The Back button will take you back to the register selection page. These buttons will allow the user to Block Mark a register, see additional information below. 26

31 Marking Registers Using the Card Readers Following on from the section on Marking Registers Using the Client Software (page 6). Once you have reached the register page (below) you need to follow the instructions below. Select the REGISTER 1. Select the Register you wish to mark 2. Once you have made the selection click <Next> to open the register Typical set of registers shown above 27

32 3. The register will now open and be ready to accept marks Right Click on the mouse button anywhere on the register and the drop down menu below will appear.. Select the option Mark with Card 28

33 The Card Reader Interface Window Once you select the option to Mark with Card a pop up window below will appear, this is just setting up the card reader to read the student s cards The above pop up window is advising you that it has found the card reader and that you can start marking with either the card reader. The students can then swipe their ID cards across the face of the reader and their card number will be recorded, (circled below). The reader will also make a bleeping sound, this indicates the card has been accepted..the students will continue to swipe their cards and be registered until all the class have all done. 29

34 At this point the register is not marked and a student who is not on the register can swipe a card through the reader, see below..the second student to swipe their card is not on the register, but at this stage the swiped information has not been reconciled with the register. I will come back to this at the appropriate time in this section. Once all the students have swiped their cards you just click the <Done> button and you will see the pop up window change as below....the first action is to shutdown the card reader followed by the Mark processing, this is where the collected data is reconciled with the Register. 30

35 Issues with the Reconciliation Process Having marked the register using the Card Reader, once all the students present have completed the swiping in process, if you click <Done>. The register will be completed and you can say <Finish>. The register should appear similar to the screenshot below The only student to swipe correctly was the third one down, the other person to swipe in was myself but with an invalid card (my staff card not my student card) this was correctly unrecognised and as such was disregarded. As I didn t swipe in with the correct card before the <Done> button was pressed then I was marked absent (A) along with the other three students who failed to swipe. However, the marks can be amended by the lecturer in charge of the class after the Finish button has been pressed. This is done in the same way as marking the register manually. 31

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37 Setting Up Reports (Using the Client Software) This could be very useful to Module Leaders and also Course Leaders. This is where you can set up either, in the case of a Module Leader, a group of staff who make up the Module Team and to look at the registers for all staff teaching as part of the team; or for a Course/Pathway Leader, to set up a group of modules occurrences that constitute their Course. A copy of all the reports in PDF format, are available in Appendix A. Getting Started The screen shot below shows the opening screen of the SAT software, the area you need to select is on the left hand side called Reports Selecting this button will show you a Print window with five predefined Reports 1. Added/Withdrawn/Removed Students Print (this report should come from SITS not CELCAT) 2. Overdue Registers Report Print 3. Register Marking Status Print 4. Student Activities Print 5. Student Attendance (Standard) Print for most staff the most appropriate reports are numbers 4 and 5. DO NOT use report number 1 as the information will be misleading as all additions, withdrawals and removals MUST be done in SITS which will then inform CELCAT and subsequently the registers. 33

38 Added/Withdrawn/Removed Students Print This report should not be used. Overdue Registers Report Print This would be used to generate an overdue register report by Subject Area clicking on this report will open up the window below.. Clicking on the select button will open the Selection Window, select the required School using the tick boxes as appropriate.. 34

39 If you require, multiple Schools or Subject Areas can be selected. If you wish to save the selection for future use please refer to the last part of this section on Reports. Register Marking Status Print This would be used to generate a register marking status report by either Staff or Subject Area clicking on this report will open up the window below.. The pop up window give you the choice of Staff or Subject Areas, select the most appropriate for your requirements and click <OK>. 35

40 Depending on your selection on the prvious window you will get either the Staff selection window or the Subject Area window. Make your selections in the same way as the section above, as with the previous section you can make multiple selections if required. If you wish to save the selection for future use please refer to the last part of this section on Reports. Student Activities Print This would be used to generate a student activities report by Student or by a Cohort of students depending on requirements, clicking on this report will open up the window below.. Clicking on the select button will open the Selection Window, select the required Students using the tick boxes as appropriate.. If you wish to save the selection for future use please refer to the last part of this section on Reports. 36

41 Student Attendance (Standard) Print This would be used to generate a student attendance (standard) report by any resources or group of resources depending on requirements, clicking on this report will open up the window below.. Clicking on the select button will open the pop up window give you the choice of all resources, select the most appropriate for your requirements and click <OK>. Depending on your resource selection on the prvious window you will get the appropriate selection window. Make your selections in the same way as the section above, as with the previous section you can make multiple selections if required. If you wish to save the selection for future use please refer to the last part of this section on Reports. 37

42 Saving/Retrieving a saved selection This is quite a simple report but you can save/retrieve your selection by using the two diskettes at the top left of the window (circled). The Red arrow headed diskette on the right is the Save button, clicking this will open the pop up window below, save your selection with an appropriate name that you can relate too. Enter the name in the box and click <OK>, if other colleagues would find your report useful then tick the Public access box. This will allow other colleagues to use the report. To retrieve the report click on the Blue arrow headed diskette on the left, this will show you all the reports available. Tick the box at the top of the screen, Display public selections, if a saved selection is available to the public it will have a little World symbol next to it, if not then it will only be available to the author. See below. Select the report you want and click <OK>. 38

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