Attendance Register {SSTUDY-11}

This option is used to record the student's class attendance records.

The following data should be set up:
{GCS-1} - Academic Year Start in Month.
{GCS2-11} - System Operational Definitions.
{STIME-3} - Timetable Days.
{STIME-4} - Timetable per Week.
{STIME-5} - Timetable Periods.
{STIME-1} - System Control Cycles – Blocks.

Fields in this option:

Block 1: Attendance Register

Query on Block 1 is not allowed. All the fields are completed and, on 'Next Block', all the students will display according to the parameters entered in all fields of block 1.

Field	Type & Length	Description
Academic Year	N4	Enter a valid Academic Year.
Subject Code	A7	The subject code for which the class attendance will be allowed.
Offering Type	A2	The Offering Type for the subject.
Block Code	A2	Enter the Block Code for the subject.
Class Group Type	A1	Enter the Class Group type.
Class Group	A4	Enter the Class Group.
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 queried.
Search on Surnames		Users can search for students on surnames.
From Date / 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 record found for the day'.
Sort	A1	User to select the sort of the Attendance Register - Alphabetical / Numerical.
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.
Set Attend	Tick Box	User to Set Attend of students. If ticked all records will be linked to attend 'Y'.
Update Attendance Register		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 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.
Display Mode of Transport	Tick Box	Tick to display the Mode of Transport linked to the student on {SREGB-1}.

Example: {SSTUDY-11b1}

Attendance Register: Attendance Record

An attendance record can only be updated when system cycle '3' on option {SMNT-2} TAB: 'System Control Cycle - Enrolments' 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.

On opening, the parameters and data selections from Tab 1 will be displayed.

The following new fields and indicators has been added to the attendance register.

Update all Periods as Absent - This field contains a 'Y' indicator and if set to 'Y' all the periods will be set to A to indicate that the lecturer responsible was absent on all of the periods.
Lecturer Absent - This field containts 'A' indicator and if set to A for a specific day, all the student records on that specific day will be set to 'A'.
A new indicator 'L' indicates students who were present in class but arrived late.
'R' - Absent with authorized reason.
The lecturer responsible for the group displays on the output for the attendance register.

Field	Type & Length	Description
Student No	N9	Student number will be displayed.
Surname & Init	A7	Surname and Initials will be displayed.
Cancel Date	DD- MON- YYYY	The canceldate of the student will be displayed for the specified subject code, when the canceldate > "From Date" or <= "To Date" of the date range requested.
Mode of Transport	A6	Display the Type of Transport code defined on {SCODE3-28} linked to the student on {SREGB-1}
Attend	Tick Box	Tick to indicate if the student attended the class. Valid values can be 'Y', 'N', 'R' or NULL.
Save	Button	The attendance selections will be saved with this button.

The subject attendance factor will automatically be calculated immediately after the attendance has been captured and saved.

Example:

History of Changes

Date	System Version	By Whom	Job	Description
10-Jan-2007	v01.0.0.0	Magda van der Westhuizen	T138723	Attendance Register.
22-Jun-2007	v02.0.0.0	Melanie Zeelie	T138723	Proofread and corrections.
30-Oct-2007	v01.0.0.0	Magda van der Westhuizen	T133956	Insert new images.
30-Oct-2007	v01.0.0.0	Melanie Zeelie	T133956	Corrections.
24-Nov-2008	v01.0.0.0	Magda van der Westhuizen	t151710	Update manual: Language Editing: Juliet Gillies.
07-Jun-2010	v01.0.0.0	Melanie Zeelie	T167474	Add new URL link
20-Jul-2011	v02.0.0.0	Magda van der Westhuizen	t175595	Added "{GCS2-11} - System Operational Definitions" to data that has to be in place. Updated descriptions for Attendance Register field and window.
08-Feb-2013	v02.0.0.1	Amanda van Emmenis	T188747	Added "Cancel Date" as display field,after Attendance registers are generated. New image displaying the "Cancel Date'" field.
02-Sep-2014	v03.0.0.0	Precious Diale	t200949	Change the output image and add rules pertaining to the addition of new absenteeism fields and indicator 'L' and 'A'
04-Dec-2014	v03.0.0.1	Magda v d Westhuizen	t203762	Insert new image and rules regarding 'A'.
27-Sep-2016	v03.0.0.2	Precious Diale	t217073	Add rules regarding system cycle '3
11-Jan-2017	v03.0.0.3	Precious Diale	t218727	Add a rule regarding the auto calculation of the attendance factor.
16-Aug-2017	v03.0.0.4	Katlego Modikoe	t219163	Add 'Mode of Transport'.
20-Mar-2018	v04.1.0.0	Magda van der Westhuizen	T226076	Copy the latest version of the manual from INT3.0 to INT4.1
06-Dec-2018	v04.1.0.1	Magda van der Westhuizen	t226076	Add 'Default to Attendance Type' field and warning message on button 'Update Attendance Register' for periods not yet captured. Change manual images.