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SEAtS

Student Attendance System - User Guide for Student Screen

How to log in/out of the Student Attendance System You can access UCL’s new Student Attendance System through a web browser on any tablet, smart-phone, laptop or PC. Log into the system with UCL’s single sign on page, with your UCL Username and Password.

University College London

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Student Screen – Main Screen Functions By clicking on the student tab will take you to a screen which allows you to see an overview of student information. The visible pie

chart (attendance) updates as filters are applied and as such is indicative of the total list of students visible in the lower half of the

screen and can be hidden from view if required. (1) The chart can also be changed to a liner graph by click on the arrows. Note:

What is visible in the chart area will be dependant on your organisation’s configuration.

Main Screen Filters/Information Sorting You can filter by Campus, School, Course or Module. Note: Schools, Courses & Modules have predictive text as well as a dropdown list. (1) You may wish to Sort the Columns by order in alphabetical Ascending (A-Z) and Descending (Z-A) (2) An individual student may be searched for using their name or student number from within the Search field (3) The search searches for each word separated by a space and finds all results that match at least one of the words. If you want a return for only someone with all the words then separate the words using 'AND' ie 'white AND bird' will return 1 result matching both the words and 'white bird' will return all matching the word 'white' or 'bird'

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Column Sorting In addition to the filtering described above, a user can additionally add and remove columns from view. By clicking on the highlighted

icon, select or de select from the list for the required columns to be displayed in the main view.

Extended Filtering

Clicking on the Filter button, provides additional filtering options.

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The Active Filters field will display any filters that have been applied. In the example, the number 1 is populated in brackets indicating

that there is one filter applied. By clicking on the drop-down option, will display what filter is active.

The Date Range filter is not part of the Active Filters section and may be adjusted by clicking on the from or to date field. A new window

will be displayed where you can make various adjustments to the date range. In the example below, the date range has been set to

the current academic year. Note: Only Attendance statistics are influenced by date adjustment once the range has been selected.

The Student info filter provides adjustment on type, year, nationality, monitoring status and student status. The options within each

of the fields are as follows: Type – Part Time/Full Time/Sandwich. Study Level - First Degree, Further Education, Undergraduate,

Research, Other, Pre/Post Reg Nursing. Is National – International/National– free type/dropdown. Monitored - Yes/No – (Students who

appear under the “not monitored” tab could be historic students who were once “active” but their status may have changed to

“suspended”, “withdrawn”, “transferred” or who are not part of any workflow calculations ). Status – with Monitoring status set to NO,

a user can search for students that have a status of suspended, withdrawn or transferred.

The Engagement filter relates to student attendance statistics. The lesson types are determined locally in addition to being

mandatory/non-mandatory. The Attendance slider allows you to determine a range between 0 and 100 with returned results

immediately being displayed on the main screen. The N/A’s are any other student that falls out with filtered criteria and is included by

default. In the case below, monitoring Attendance, the N/A refers to ‘Last Physical Swipe’.

Please note: Although you will

see the nationality field, UCL

will not be using this field. You

will not be able to filter using

this field.

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Applying Filters

Once you have determined your desired list via the filter, you must apply the filter(s) to view the results on the main screen. As

criteria is applied, the indicators will increase and will remain in view above the filter button. Click on the Apply Filter button at the

foot of the page.

User Configuration – Custom State An additional configurable item available to clients is the ability to save your configured filters and columns. In the first instance, click

on the User Configuration Button as highlighted.

By clicking on the ‘Save Custom Sate’, a new window will be presented. Provide a name for your filter and decide if you want to save

the columns, filter and date range. The default chart refers to 1 = Doughnut 2 = Linear. The visibility allows you to share your filter

with other members of staff (Public) within your organisation. Once complete, Click to Save. Note: Several Custom states can be

configured and saved in this manner.

To retrieve your saved filters, click on the user configuration button and select ‘Load State’. Click on the appropriate line to highlight

followed by ‘Load’. Once selected, your screen will display the pre-configured custom state. Note: This will overwrite any existing

filters that may already be applied.

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The ability to add, edit and delete custom states is defined in profile permissions, determined locally. If you have full access, the icons

will be displayed as shown. Note: Only custom states that you have created will be available to edit or delete (if permission has been

added) You can make the current custom state your default, by clicking on the ‘make default’ link. Once updated, the ranges defined

in the custom state will automatically load on login to the application.

Clear All Filters

To clear all filters, click on the icon shown below. Any existing filters applied including custom states, will be cleared.

Public Edit

Delete

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Export a list of students to PDF or CSV File format

Created lists within the student screen may be exported to CSV or PDF file format:

Once generated the icon below will appear to let you know that it is ready to view.

By clicking on the icon, you will be taken to the user notifications screen, this will show historic reports that you have generated as

well as current. By clicking on the “details” icon you will be able to view the associated PDF/CSV. Once viewed, the report can be

deleted by clicking on the red ‘bin’ icon.

Note: Please see example of CSV export below.

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Add Absence

From the student screen, you have the functionality to record an absence against a student or multiple students. By selecting a

student(s) and clicking on the + icon, you will be presented with the option to ‘Add Absence’.

Add Note Add your text within the note field and Click to Save.

Student Calendar

By clicking on the icon next to the relevant student, additional options will appear: The Student’s Calendar, Student Details and

Student Absence Report which can be run for the last week, month or year to date.

By clicking on the “Student Calendar” you will be taken to the default calendar view below:

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Note: On the left-hand side of the screen you will see the student’s events, you can click on “show more” for further , future scheduled

events.

In the calendar view you can display the student’s events in a daily, weekly or monthly format.

Note: By clicking on a timetabled event you will see further detail including the room, Module Code, Module Name, Course Code and

Lecture as well as the associated date, time and status – in this case “Absent”.

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Note: Non-mandatory student events may additionally be shown in the calendar with text being lighter with the wording ‘optional’ in

brackets.

Student Details Screen From the “Students” tab you can access the Students Detail Screen. This can be done by clicking the icon next to the relevant student

and selecting “Student Details” from the dropdown or by clicking directly on the student name.

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By default, you will be taken to the Students Profile, here you will find more detailed information on the selected student.

Attendance Here you will see the students overall attendance percentage, you will also see a summary of percentage attendance broken down

by module.

Note: The overall attendance calculation is : Duration of classes Attended / (Divided by) Duration of Scheduled classes over academic

year to date.

This refers to loan

eligibility, the threshold

can be configured if

required.

The student timeline is located at the bottom of

the screen. You can select/de select items from

the item list to add/remove from the timeline

view if required.

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Absence Report By clicking the icon next to the relevant student and selecting “Absence Report” along with associated timeframe from the dropdown

list, will launch the reporting feature for the selected student.

Activity Screen The Activity screen is accessed via the ‘more’ tab and allows a user to view detail that would be normally viewed within an individual

student’s timeline however at a higher level i.e Colleges, Module, Course, School. Individual students can still be located via the

search function. The Type drop down field has various categories and dependant on what is selected, another ‘sub type’ will be

displayed alongside. If no information is initially displayed, try broadening your date range.

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In the example shown below, the user has chosen the ‘Type’ = Activities. They have then chosen from the event Sub Type = Activity.

All student Activities for the defined date range are displayed. This information may additionally be exported to PDF or CSV file

format. Note: The student name is hyperlinked and as such will take you to their details page if selected.