Attendance Register {PL0001- 11}

This option is used to record the students' class attendance records on the iEnabler, the backoffice system is {SSTUDY-11}

The following data should be set up:
{GCS-1} - Academic Year Start in Month.

{SCODE-42} Maintain Attendance Type Codes

{GCS2-11} - System Operational Definitions.
{STIME-3} - Timetable Days.
{STIME-4} - Timetable per Week.
{STIME-5} - Timetable Periods.
{STIME-1} - System Control Cycles – Blocks.

Attendance Register:

The field selections on this tab determine what will be displayed for updates on the Attendance Register

Field	Type & Length	Description
Year	LOV	Enter a valid Academic Year.
Subject	LOV	The Subject {SACADO-10} for which the class attendance will be allowed.
Offering Type	LOV	The Offering Type for the subject.
Block	LOV	Enter the Block Code for the subject.
Group Type	Drop Down	Enter the Class Group type.
Group Value	A4	Enter the Group Value
Period	N2	Enter a valid class timetable period as defined on {STIME-2}
Student Number	N9	Field can be null or a single student can be entered.
Search on Surnames		Users can search for students on surnames.
From Date and To Date	DD-MON-YYYY	If the date is entered only display records that exists on {STIME-2b2} for the specific day an all the periods. If no records exist for the day the following message will be displayed: 'No timetable information found'.
Default to Attendance Type	A1	Enter the attendance code to default all periods where the attendance is not captured for records from census/subject registration date.
Sort	A1	User to select the sorting of the Attendance Register - Alphabetical / Numerical.
Set Attend	Yes/No Select	User to Set Attend of students. If ticked all records for Attend will be set to (Y)es.
Update Attendance Register	Button	On selecting this button the Attendance Register with student records will be displayed in a new window. If no timetable detail exists for the selected date range, the Attendance Register records will not be called and a message will be displayed: "No timetable exists for the period selected". If System Operational Definition {SMNT-12} "AL" for Subsystem = "LI - Limit Lecturers to update Attendance List" is set to YES it will validate if the user is linked to the relevant Subject Group Type/Group Value {SACADO-13} , if not, then a message of " Personnel Number *** is not allowed to update the attendance register for this combination".
Display Mode of Transport	Yes/No Selec	Tick to display the Mode of Transport linked to the student on {SREGB-1}.

Example:

Actual Register:

Field	Type & Length	Description
Summary Break Down	Display	The summary display is from the first screen parameters entered.
Student No	Display	The student from the selections are displayed.
Surname & Initials	Display	The student surname and initials
Attendance Factor	Display	This factor is calculated up to the system date. NULL/Empty are excluded in the calculation.
Projected Attendance Factor	Display	This factor is calculated by adding all classes attended up to the system date then add possible/remaining classes and then divide the sum by the total number of classes scheduled. Multiply the divided sum number by 100. NULL/Empty are excluded in the calculation.
Cancel Date	Display	If there was a cancellation it will display here.
Days	Display	All calendar days that are marked for examinations, these only will display.
Period	Display	All periods linked to subjects for that day will display.
Update all Periods as Absent	Drop Down	When ALL records on page has to be marked as ‘A’ – Lecturer absent , choose ‘Y’ and click on Save.
Lecturer Absent	Drop Down	When selected periods on page has to be marked as ‘A’ – Lecturer absent, choose ‘A’ and click on Save.
Attend	Drop Downs	The drop downs below the Lecturer Absent have active attendance type code from {SCODE-42}, to mark students register.
Save	Button	The attendance selections will be saved with this button. The subject Attendance Factor and Projected Attendace Factor will automatically be calculated immediately after the attendance has been captured and saved.
Global Drop Downs	Drop Downs	All drop downs under the days mentioned on screen, have values of (Y)es/ (N)o, (R)eason and (L)ate. To be marked for all Students.

Example:

Processing
Rules

This program will only show active Attendance Type Codes from {SCODE-42}

The attendance register can only be updated when System Cycle {SMNT-2} "3 - ATTENDANCE REGISTER" in the "System Control Cycle - Enrolments" - tab is open for the year/block/offering type combination. i.e. when cycle '3' start date is less than or equal to the system date and end date is greater or equal to the system date.

If there are periods that are not captured before the date entered on the 'From Date' field then the message ‘There are attendance records not captured for dates prior to DD-MON-YYYY. Latest date not captured is DD-MON-YYYY’ will appear to warn to the user to take action.

The following System Operational Definitions (SOD's) from option {SMNT-12} are used in this program.

Description	Subsystem	SOD Code	Purpose
Use (C)ensus or (R)egistration Date to Calculate Attendance Factor	RE	AF	This SOD can be used to determine from which date the attendance and projected attendance factors will be calculated. If set to 'C' or NULL then the factors will be calculated from the census start date. If set to 'R' then the factors will be calculated from the subject registration date.
Attendance Code for Cancelled Students	RE	CS	The attendace type code from this SOD will default on the register from records with date same as the subject cancellation date. This attendance code will be removed on the register on un-cancelling the subject on option {SREGC-4}.
Show Public and Institution Holidays on Attendance Register (Y/N)	RE	PI	Periods that falls on public and institution holidays as set on {GOPS-2} will show when this SOD is set to 'Y' and users cannot update these records. If the SOD is set to 'N' then holidays will not appear on the register.
Public and Institution Holiday Attendance Type	RE	HA	Periods that falls on public and institution holidays will be defaulted with the attendance type code from this SOD and the user cannot update these records.
Default Attendance Indicator for Late Registration	RE	LR	Attendance records prior subject registration date will be defaulted with attendance code from this SOD.

Lecturers linked to user restriction 'AUAR' on {SMNT-5} will be able to update the attendance code even if the Override field on the Attendace Type Code structure {SCODE-42} is set to N for the attendace to be updated.

The Note can be maintained on option {GOPS-8} TAB: Client Customisation for Text Code 'MSG_00436'.

Date	System Version	By Whom	Job	Description
10-Jun-2014	v01.0.0.0	Charlene van der Schyff	t196435	New manual for Attendance Regsiter ienabler.
02-Dec-2016	v04.0.0.1	Thelma Komana	t217217	Apply changes done on job: 217073 (Add rules regarding system cycle '3')
06-Dec-2018	v04.1.0.1	Magda van der Westhuizen	T223379	Add new fields 'Default to Attendance Type, Attendance Factor, Projected Attendance Factor'. SOD's 'AF/RE, CS/RE, PI/RE, HA/RE, LR/RE'.User restriction 'AUAR' and note rules for text code 'MSG_00436'. Warning message for periods not captured prior From Date. Change manual images.