Quick start guide to using Attendant

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1 Quick start guide to using Attendant Attendant is an easy way to create and take registers for the classes you teach. These can be lectures, tutorials, studios, labs or any class that you would like to record attendance at! Attendance information is automatically available in a student s Co-Tutor record, so that a personal tutor can immediately flag up concerns about attendance with a new student. 1. Log onto Attendant Go to and enter your usual username and password for LEARN. If you are not registered as a lecturer in any department, you will be able to browse around the Demonstration Department to see how the system works. To register as a user, or for more information, please Melanie Bates, Learning Technology Co-ordinator at the engcetl. 1

2 2. Create a register Once logged in, you will automatically be in the My Open Registers section. DEFINITION: OPEN REGISTER A register that has been set up but NOT marked yet. Click on the new register button, to go to the New Register form page, then follow these steps: a. Select a module from the drop down list. If you are a module administrator, the modules you are associated will be seen in this drop down department administrators will see all modules in department. (For more information on access see the Access to information section). b. Select the date of the register by clicking through the calendar (using next and previous links), then clicking on the date. c. Select the student group this register is for or by default, the whole student cohort is selected. (For more information on creating groups associated with a module see the Allocating Groups section.) d. Select the time, duration (1 period is 1 hour) and lecturer for the module. e. Select a location. (For more information about setting up locations, see the Access to information section). f. Select a class type. (For more information about setting up a class type, see the Access to information section). g. Click submit to create the open register. 2

3 3. Create a set of registers To create a new set of registers, click on the set of registers in your open registers page. You will see a form that is very similar to the single register creation form. To create a new set you will have to select a semester, start week, end week and day of the week the class happens. See screen shot below for more detail. You will be asked to confirm the information before the registers are created. You can also delete any open registers after they are created. 3

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5 4. Mark a register Click on My open registers or all open registers in the menu on the left hand side. You will see a list of the open registers. Click in the module code link for the register to view the details of that particular open register. 5

6 Click on the print register link to print out a copy of the register to hand around in the class. When you are ready to mark the register online, open the register and choose either present or not present radio button next to each student. The default is present but to change the default, click on the not present text at the top of the column. DEFINITION: TO MARK A REGISTER 1. Click on an open register. 2. Print out a paper copy to hand around in class. 3. Go back to the open register and then mark it online. 4. Click on submit to close it. 5. View closed registers Click on the All closed registers link in the left menu. DEFINITION: CLOSED REGISTER A register that has been marked online. 6

7 When you click on a particular register, you can view the details. 6. Allocate groups Click on the allocate groups link in the left hand menu. This allows you to set up, for instance, tutorial groups for a particular module. Go through the following steps to set up groups for your module: a. Select a module code from the drop down list b. Type in a group name and click Add Group c. Click on the groups name to add or edit the members d. Click the archive button to get rid of the group and create new ones. 7

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9 After clicking on a group s name, you can edit the members. Click on the in this group button to add the student. Click on the not in any group button to take them out of this group. The greyed out student names means they are in a different group. 7. View module registers Click on the per module link in the left menu to view all the registers taken for a particular module. Select an academic year to view the registers. Click on a particular module or click on the download CSV file to have a copy to open in Excel. 9

10 You can also compare attendance information for all modules in your department. Click on the compare all modules link in the left menu. 8. Viewing a student s attendance record To view a student s attendance record, go to their Co-Tutor record and click on the attendance tab in their comment s history. 10

11 9. Access to information Users have a status within the system which allows them different access to the administrative features (click on the status link in the left menu to see what you are allowed to do). A department administrator can access the admin tools to add additional room codes and class types. They can also add new lecturers and associate lecturers with modules. 10. Further information If you would like to know more about using Attendant please contact Melanie Bates, Learning Technology Co-ordinator, Engineering Centre for Excellence in Teaching and Learning (engcetl) ext or 11

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