User`s manual for web attendance
Contents
1. E Enry day student entered class First and last day student entered class for First last day attended withdrawals Last date of attendance For withdrawals Official and Unofficial Note You will also see codes of ET Student entered first day tardy T Tardy TL Tardy last day It is not necessary to use any of these codes since we do not track student tardiness at PCC L L Yercheck New 10 Mark 11 19 09 lor 3 o lars I D S z 27 i c wW EEEE o z am amp f 0 HHHH LM I Ll Ll LL HHHH UUU T Previous Next Check All That Appl WebAttendance User s Manual Previous Next This field will recalculate the Form Start Date and redisplay the form with a new list of dates You must check the first electronic signature box when going from previous next pages or an error message requesting you check the electronic signature box will appear Electronic Signature The first check box serves as a signature confirming the attendance information This is required if data was added or changed This includes blank dates after E attendance type This also includes navigating the Previous Next drop down menu as well The second check box serves as a final submission indicati2. Step 2 Student Status Clicking the Status beside the student name will link to the Student Profile web form where you can obtain additional information on the student Step 3 No Show A grade of NA must be entered on the Grading Roster for the course in myPittCC first Check the never attended box on the grading roster to indicate a student never attended class Once a student has been given an NA grade and the never attended box checked in the grading roster and saved the never attended check box on your web attendance roster will also show as checked Step 4 Attendance Type The entries in this field default to the M Makeup attendance type code Space out any M codes that populate for withdrawn students prior to submitting the makeup attendance Note If a student has withdrawn from your class you must space out the M for that particular student Otherwise you may get an error message and not be able to complete your batch entry WebAttendance User s Manual Step 5 Electronic Signature The first check box serves as a signature confirming the attendance information This is required if data was added or changed This also includes navigating the Previous Next drop down menu as well The second check box serves as a final submission indicating all attendance has been entered for the semester Do not check the final submission box until you have finalized all attendance for the semester Once final submission has occurred facul
3. a course Faculty may enter one of these codes for students who violate their attendance policy e ELis used when the student entered class the 1 day but never returned e Lis used to indicate the student s Last Date of attendance once they ve violated 6 WebAttendance User s Manual your attendance policy Registrar s office will withdraw all students for whom you issue an L on your attendance roster Their status will then change to Withdrawn and a final grade of W Unofficial Withdrawal will be issued and will appear on your final grading roster Official Withdrawals Students who Officially Withdraw at the Registrar s office will also show a status of Withdrawn with the date the withdrawal was processed You will need to enter an L on the last date these students attended There are several options for you in entering the L for these students e f you know a student has Officially Withdrawn and see the status of Withdrawn go ahead and enter the L on the last date they attended e Several times during the semester all faculty will be sent a report showing which students in their classes have officially withdrawn You will then be asked to enter the L on the appropriate date for each of these students e On your final grade roster you will be forced to enter a Last Date of Attendance for any student with a grade of OW and a missing LDA Code Description Commens gt
4. fa 0 omn rage tools dd Attendance Entry Class Mame AUB 112 HD01 Painting amp Refinishing I Meeting z20085P 01 06 09 05 06 09 13 30 14 20 MW CLASS Location Wimington Campus Census Date 02 05 08 Form Start Date Attendance Method 01 05 08 Scheduled Membership Instructors Membership a Sheen E x Students first day EL Studenis first and last day ET Student eniered frat day tardy L Last day student attended T Tardy TL Tardy lasi day Contact Hours Enter the number of hours attended in increments of quarter hours Preinust ext Check All That Apply hereby that am submiting this attendance information via electronic transmission in leu of a signature How to Submit Final Web Attendance Roster At the end of each semester faculty must submit their final web attendance roster electronically In order to make sure that all dates are transmitted for auditing purposes the following instructions must be followed If you have been maintaining attendance all semester every class period you should not have any issues However if you are submitting an online class roster or have not been keeping up with your web attendance as required you must follow this process From the Attendance Tracking screen enter the start date of the term in the Form Start Date box select the course you want to do a final submission on and scroll to the bottom of the page and click the Sub
5. 111 Section Number 02TR Locations wl me WebAttendance User s Manual Note The only Required field is Term but you may want to enter criteria listed below to narrow your search Term Required Select the Term to view attendance from the dropdown box Subject Select a Subject from the dropdown box All Subjects will be included in the selection if this field is left blank Course No Enter a Course Number All Course Numbers will be included in the selection if this field is left blank Section Number Enter a Section Number All Section Numbers will be included in the selection if this field is left blank Locations Select a Location from the dropdown box All Locations will be included in the selection if this field is left blank Academic Level Select an Academic Level from the dropdown box All Academic Levels will be included in the selection if this field is left blank DOWN Webattendance User s Manual Instructor s Last Name Enter the last name of the instructor All instructors will be included in the selection if this field is left blank Click the Submit button to initiate the search After clicking on the Submit button the Attendance Export Results web form will be displayed If the user does not wish to export attendance at this time they can click Faculty Menu to return to the menu Attendance Export Results Attendance Export Results Choose Class Name and Start End Meeting Days
6. 71TR LAB fiz T Lyons 4 ouozno osmino 1700 201057 JE lab 18 50 2 O 9 nos jn to ENG 111 02TR CLASS u Ceres B 01 07 10 05711710 08 00 2010SP Expository Writing Hamm 08 50 Loc Term am a WebAttendance User s Manual Step 2 Form Start Date Required Enter a date to start attendance tracking The default will always be today s date An error will be displayed if the date entered is not within the section start and end dates or if the date is in the future Step 3 Required Select section by clicking the radio button in the Choose One field Step 4 Click the Submit button An error will be displayed if the user does not select a section The form will be redisplayed to allow the user to correct the invalid data After clicking on the Submit button the Attendance Entry web form will be displayed If the user does not wish to track student attendance at this time they can click Faculty Menu to return to the menu Entering Attendance for your class Instructors are required to record initial entry for each student by the census date of each class Thereafter attendance must be entered weekly by 5pm on Friday Although weekly attendance is mandatory faculty are encouraged to enter attendance on a daily basis You must access your attendance roster weekly even if you have no absences to report in order for your FTE hours to record properly The form will display the student names sta
7. ESENT Other allowable entries are a E entry only used for the first time student comes to class b A Absent c L Last day attended used for students who have been officially or unofficially withdrawn d EL Entry and Last Day attended on same day e T Tardy optional Enter an attendance type of E or EL to indicate the first day of attendance All students in your class must have either an E or EL entry or be checked off as a No Show EL is used to indicate that the student entered the class the first day but never returned Web Attendance does not allow you to enter any attendance codes prior to the E or EL codes No Shows A No show check box should be checked for any students not in attendance by the census date of the course Do not check this box until the census date has occurred Be careful entering a check in this field as it writes to the student s course record in Colleague Once the no show has been processed by the Registrar s Office the student s Status will change to Withdrawn and the date the no show was processed by the Registrar s Office will appear in the Status field as well A final grade of NA Never Attended will be issued and will appear on your final grading roster Drops Students who have dropped the course during the drop add period will be removed from the Web Attendance roster Unofficial Withdrawals Codes of EL and L are used to indicate the last day of attendance in
8. WEBATTENDANCE USERS MANUAL Pitt Community College WebAttendance User s Manual Contents Attendance Tracking Entry by Faculty in 3 Entering Attendance tor your Cla cc TET 4 Reinstating students who have been withdrawn 7 Batch Attendance Tracking Unscheduled Membership Make up 11 Batch Attendance Tracking Class Cancelled eese eene nennen 14 How to submit final Web Attendance roster WebAttendance User s Manual Attendance Tracking Entry by Faculty in myPittCC To track student attendance in myPittCC faculty should execute the following steps in the order noted below 1 Login to myPittCC and go to the PCC Services area 2 Track student attendance by clicking the Attendance Tracking link on the Faculty Menu in WebAdvisor 3 Enter attendance information and Submit to save the data Attendance Tracking Faculty complete the following steps to select course section meetings or contact hour sections for tracking attendance Step 1 Click on the Attendance Tracking link on the Faculty Menu in myPittCC FACULTY Welcome Joanne Ceres Attendance Tracking Required Form Start Date 12 01 10 or Baten Enty ony Choose Class Name and Start End Meeting Days of p Em _ nate ARC 131BB
9. er Attendance Tracking Required Form Start Date 020509 for Batch Entry only BERETS RE Ed Start End Date Date Meeting Days of Times Week Loc Term ee Class Name and Title Del Mthd Faculty Bldg Room AUB 122 D01 Non ie race w I owners 12 20 umm Es TT I T T F T F F erat Tk The form will display the student names status status date links to the student profile no show status seat total Form Start Date entered on the Web Attendance Tracking web form and the last date of attendance WebAttendance User s Manual batch attendance Entry LIEN Batch Attendance Entry AUB 112 HD01 Painting amp Refinishing I Meeting 20095 01 05 09 05 06 09 13 30 14 20 MW CLASS Location Wilmington Campus Census Date 02705709 Form Start Date Attendance Method 02 05 09 Unscheduled Makeup Instructors M Shawn Dixon Comments Made up for snow day ah m uu fom ic tre DLL w This is my final submission Al attendance has been entered for this section ig my Srat badiak A senda submission Al attendance has been entered heter nupt Tor la h this section SUBMIT Step 1 Comments Required The user must enter free form comments in this field explaining the reason or method for the make up date This will be used in lieu of completing the paper Contact Hour Make Up Schedule form PCC has used in the past
10. go back into your roster to check for final submission confirmation A statement stating no changes are allowed with the final submission date will appear on the roster confirming final submission
11. h Attendance Entry Required Class Name AUB 112 HD01 Painting amp Refinishing I Meeting 20095 01 06 09 05 06 09 13 30 14 20 MW CLASS Location Wilmington Campus Census Date 02 05 09 Form Start Date Attendance Method 02 04 09 Class Canceled Instructors M Shawn Dixon Comments Snow day dent No Show Days 0204 Last Date 20000 4 ERE 1 EEE EN a oe Step 1 Comments Required The user must enter free form comments in this field explaining the reason or method for the make up date This will be used in lieu of completing the paper Contact Hour Make Up Schedule form PCC has used in the past Step 2 Student Status Clicking the Status beside the student name will link to the Student Profile web form where you can obtain additional information on the student WebAttendance User s Manual Step 3 No Show A grade of NA must be entered on the Grading Roster for the course in myPittCC first Check the never attended box on the grading roster to indicate a student never attended class Once a student has been given an NA grade and the never attended box checked in the grading roster and saved the never attended check box on your web attendance roster will also show as checked Step 4 Attendance Type The entries in this field default to the C Cancelled attendance type code Note If a student has withdrawn from your class you must space out the C for that particular
12. isplay student attendance data in a comma delimited format that can be exported into other applications The first line of data is header information associated with the attendance types hours Step 1 To export the data to Microsoft Excel highlight the data or right click on the web screen and choose Select All from the popup menu Step 2 Right click on the web screen again and choose Copy from the popup menu Step 3 Open a blank Excel worksheet and select Paste Special from either the Edit menu or the Paste Options icon Select either Unicode text or text and click OK Step 4 Select the Paste Options icon and choose the Use Text Import Wizard If using Excel 2003 highlight the entire A column Select Data from the menu Then select Text to Columns Step 5 Choose the Original Data Type of Delimited and the comma as the delimiter WebAttendance User s Manual Batch Attendance Tracking Unscheduled Membership Make up Days Faculty complete the following steps to enter and maintain student attendance after selecting the Unscheduled Makeup Attendance Entry Method and Form Start Date on the Attendance Tracking web form and clicking the Submit button With the Unscheduled Makeup option the Form Start Date needs to be the date of the make up In the example below 020509 is the make up date Contact hour courses will not use this feature CHANGE PASSWORD LOG OUT MAIN MENU FACULTY MENU HELP CONTACT US Welcome R B Fanch
13. mit button Once inside the roster scroll to the bottom of the page and select Next Page in the Previous Next drop down box and click submit If it takes you to the next page you know all days have been submitted for that page Continue to page through the entire roster until you reach the end of the roster If you get a red error message showing that all attendance has not been recorded with dates listed follow the instructions by scrolling to the bottom of the page and check the top signature box and submit WebAttendance User s Manual Sample Error Message Attendance Entry Not all attendance vas recorded for dates 0118 0119 0120 0121 0122 0123 0124 To include these dates and submit this attendance information electronic signature is required Check the box for the statement to certify submission of attendance information via electronic transmission This will take you to the next page of the roster Continue to page through the roster checking the top signature box until you reach the last page of the roster Once you reach the last page of the roster scroll to the bottom of the page check both the top and bottom signature boxes and submit Your roster has now been submitted for verification and auditing purposes and is locked from any further editing If you need to make a correction before the established end of term deadlines contact the PCC Registrar to unlock your roster so you can make any necessary adjustments Always
14. ng all attendance has been entered for the semester Do not check the final submission box until you have finalized all attendance for the semester Once final submission has occurred faculty may not make any changes to their web attendance roster If final signature is clicked before end of term faculty member must contact Registrar s office to unlock roster Click the Submit button An error will be displayed if the user does not enter valid attendance type codes or if data is entered for dates that occur in the future The form will be redisplayed to allow the user to correct the invalid data After clicking on the Submit button the menu will be displayed If the user does not wish to track student attendance at this time they can click Faculty Menu to return to the menu Reinstating students who have been withdrawn If an instructor wishes to reinstate a student previously reported as Never Attended or Stopped Attending L has been entered he or she must contact the Registrar s office to reinstate For No Shows instructor will then be required to enter an E on the appropriate date Simply removing the L or unchecking No Show will not make the student active on your roster Exporting your attendance tracking to Microsoft Excel Click on the Attendance Tracking Export link on the Faculty Menu in myPittCC Attendance Tracking Export Required Term Spring 2010 Subject English Course No
15. of One Title Del Mthd Faculty Date Bldg Room JE Week Loc Term Choose One Required Select a single section or section meeting from this column Click the Submit button After clicking on the Submit button the Export Results web form will be displayed If the user does not wish to export attendance at this time they can click Faculty Menu to return to the menu Attendance Export StudentlD LastName FirstName Status StatusDate NoShow Total 01 08 10 01 11 10 01 13 10 01 15 10 01 20 10 01 22 10 01 25 10 01 27 10 01 29 10 02 01 10 02 03 10 02 05 10 02 08 10 02 10 10 02 12 10 02 15 10 02 17 10 02 19 10 02 22 10 02 24 10 02 26 10 03 01 10 03 03 10 03 05 10 03 08 10 03 10 10 03 12 10 03 5 10 03 17 10 03 19 10 03 22 10 03 24 10 03 26 10 03 29 10 03 31 10 04 12 10 04 14 10 04 16 10 04 19 10 04 21 10 04 23 10 04 26 10 04 28 10 04 30 10 05 03 10 05 05 10 05 10 10 DNT Boa Tee NINGEN EET To Eee Se NOME NT NESSE 0394980 Clay Ashley N 11 19 09 10 E EE 0452216 Evans James N 11 17 09 10 E EE AEE A GR Ku ET RU RE 0416149 Hood Sabrina N 11 19 09 10 E Lirene 0439866 Jones Jody N 11 17 09 10 E 5 Leser 0454417 Knight Staton N 11 16 09 10 E Liimo 0471963 Randolph Eran N 1 V7 BE errorem mrrrermeseeemererereseems 0463969 Sims Ashleigh N 11 17 09 10 E Leser 0325360 Stanley Kimberty N 11 19 09 Y nrnna WebAttendance User s Manual The form will d
16. student Otherwise you may get an error message and not be able to complete your batch entry Step 5 Electronic Signature The first check box serves as a signature confirming the attendance information This is required if data was added or changed This also includes navigating the Previous Next drop down menu as well The second check box serves as a final submission indicating all attendance has been entered for the semester Do not check the final submission box until you have finalized all attendance for the semester Once final submission has occurred faculty may not make any changes to their web attendance roster Step 6 Click the Submit button An error will be displayed if the user does not enter quarter hour increments for contact hours or if data is entered for dates that occur in the future The form will be redisplayed to allow the user to correct the invalid data After clicking on the Submit button the menu will be displayed If the user does not wish to track student attendance at this time they can click Faculty Menu to return to the menu WebAttendance User s Manual Example of How Cancelled and Make up Classes appear in Web Attendance Note how the batch entry places the C and M attendance codes on each student who has ever been in attendance in the class These codes will not appear on students who have been marked a No Show gdt yew Favorites Tools o ren i WE Gp Attendance Entry
17. tus date links to the student profile no show status seat total number of days in attendance 10 scheduled meeting dates starting from the attendance start date entered on the Web Attendance Tracking web form and the last date of attendance Attendance Entry Class Name ENG 111 02TR Expository Writing Meeting 2010SP 01 07 10 05 11 10 08 00 08 50 MWF CLASS Location Main Campus Census Date 01 20 10 Form Start Date Attendance Method 01 07 10 Scheduled Membership Instructors Billy Hamm Jr I Membership Absent E Students first day EL Students first and last day ET Student entered first day tardy L Last day student attended T Tardy TL Tardy last day Contact Hours Enter the number of hours attended in increments of quarter hours No changes are allowed Final attendance roster submitted on 08 03 10 by Ceres Joanne T Student Status LAN Days 0108 0111 0113 0115 0120 0122 0125 0127 0129 EP EE J I EE LUE ERE LR UR Ge 000 08 _ EE T LR m Sa 130 2 712101110 WebAttendance User s Manual Note that the dates appear as they occur If a date has not happened yet it will not appear until that date An attendance status must be entered for each class meeting date UNLESS the student is present and it is not the first time entering BLANK ENTRIES INDICATE THAT THE STUDENT IS PR
18. ty may not make any changes to their web attendance roster Step 6 Click the Submit button An error will be displayed if the user does not enter quarter hour increments for contact hours or if data is entered for dates that occur in the future The form will be redisplayed to allow the user to correct the invalid data After clicking on the Submit button the menu will be displayed If the user does not wish to track student attendance at this time they can click Faculty Menu to return to the menu WebAttendance User s Manual Batch Attendance Entry Class Cancelled Faculty or Designated Staff Members complete the following steps to enter and maintain student attendance after selecting the Class Cancelled Attendance Entry Method and Form Start Date on the Attendance Tracking web form and clicking the Submit button With the Class Cancelled option the Form Start Date needs to be the date of the cancelled class In the example below 020409 is the cancelled class date Contact hour courses will not use this feature The form will display the student names status status date links to the student profile no show status seat total Form Start Date entered on the Web Attendance Tracking web form and the last date of attendance WE SE EP Batch attendance Entry E 5 5 FACULTY Welcome R B Fanche Batc
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