Introduction

Attendance

Student attendance management refers to the process of recording and monitoring the attendance of students. It helps to comply with legal and other requirements for record-keeping and reporting on student attendance. Reports can be generated to identify and track attendance patterns and trends.

By tracking attendance, education providers can identify students who are struggling and provide the necessary support or to identify absenteeism patterns and take action to prevent them from becoming chronic, which can negatively impact academic progress.

Compliance

CRICOS providers are required to monitor and report on student attendance to ensure that international students are meeting the conditions of their student visas and are attending classes regularly. The following is an overview of the student attendance compliance requirements for a CRICOS provider:

Policy and Procedures: CRICOS providers are required to have a clear policy and procedures for monitoring and reporting on student attendance. This should include guidelines for what constitutes acceptable levels of attendance, how attendance will be monitored, and the consequences of failing to meet attendance requirements.
Attendance Monitoring: CRICOS providers are required to monitor student attendance, including recording attendance at all scheduled classes, lectures, tutorials, and other learning activities. This may involve using an attendance sheet, a mobile app, or other electronic systems to record attendance.
Reporting: CRICOS providers are required to report on student attendance, including providing regular attendance reports to students and their sponsors. The reports should include information on the number of classes attended and missed, as well as any action taken in response to non-attendance.
Intervention and Support: CRICOS providers are required to intervene and provide support to students who are not meeting attendance requirements. This may involve providing additional support, such as tutoring or counselling, or imposing penalties, such as reduced grades or suspension.
Compliance: CRICOS providers must comply with all relevant legislation, regulations, and policies related to student attendance. This includes complying with the requirements of the Department of Home Affairs and other regulatory bodies.

Student attendance compliance requirements are critical in ensuring that international students are meeting the conditions of their student visas and are receiving the education and support they need to succeed in their studies. By monitoring and reporting on student attendance, CRICOS providers can ensure that international students are complying with the conditions of their visas and are making the most of their educational opportunities in Australia.

Attendance Management

This function allows Users to manage class attendance daily, weekly, individually and in Bulk.

To manage this, follow the instructions below:

Click Compliance > Attendance Management

Attendance Summary

To view the Attendance information for a Student:

Click Attendance Summary
Search the Student by using the filters (drop-down), type in the value
Click Search.

Once you search for the Student then you can view Student attendance history for each Course.
Click the View Action Icon

Select Attendance Type, Course, Semester, and Term
Click View

The Student Attendance Type available are:
- View Full Attendance
- View Attendance By Subject
- View Attendance By Class Timetable
- View Attendance Total Percentage

On the example below, we have chosen View attendance By Class timetable and the system generated the list of the Student weekly attendance information.

Class Attendance (Daily/ Weekly)

Class Attendance

Users can record Student daily attendance for the Class either weekly or daily. To manage this function, follow the instructions below:

Click Add Class Attendance (Daily/Weekly)

Select Course Type from the dropdown menu e.g. ELICOS, VET, HigherEd.
Select Semester e.g. 2017 ELICOS
Select applicable Term- week and Day
Click drop down menu to select Class. This will prepopulate the Class sessions being held on that day.
Click Check attendance. Attendance Checklist System page will appear with the list of students attending this class. Teacher/trainer has an option to edit and generate attendance checklist ( as shown below)

Confirm the student name and tick the box that correspond the time of Class. Click Record attendance to save. A message will appear to confirm successful recording of attendance.

Note: You can also amend the timing by clicking in the Edit icon on Action column and select the timings by increment of 5 minutes.

Note: Attendance checklist can be generated in a form of PDF. To perform this function, click the PDF icon located on the top right hand side of the page. A PDF file will be generated and can be printed if required.

Cancel Class

Users can cancel a timetabled Class. Once a Class has been cancelled, the relevant Attendance calculations will adjust to allow for the enroled Students to have not been required to have attended the cancelled Class.

To manage this function, follow the instructions below:

Navigate to Compliance > Add Class Attendance (Daily/Weekly)

Select Course Type
Select Semester
Select applicable Term-week and Day
Click drop down menu to select the Class to Cancel
Click the Cancel icon
The Cancel Class window is displayed

Enter Remarks
Click Cancel Class

The class is now shown as Cancelled
To edit remarks in the Cancel Class window click on the Cancelled link

Edit Remarks

Click Cancel Class

Bulk Attendance

This menu allows you to Bulk add/ Update student weekly attendance. To manage this feature, follow the instructions below:

Click Compliance > Bulk Attendance
Select relevant Course Type e.g. VET, ELICOS, Higher Ed, Course status e.g. Active, inactive, Year, Semester, Term and relevant week.
Once relevant information has been entered, click View student List.

Student list will appear at the bottom of the page and you can manually enter information on Class hour, Attended Hour and your remarks (if any). Refer to the screenshot below:

To update the student list in bulk, tick the box of all students of the list and click Update icon
To update students' attendance individually, click the green icon on the selected students' row.

Note: System will confirm the change made on the attendance list

Please note that this is only advisable to enter the attendance in this way if you are not assigning student to the timetable. If you are allocating Subject class timetable for the student then the best option is to enter the attendance hours Daily (using either Student Services Daily attendance recording page or Trainer portal daily attendance recording page)

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Related topics

Student Management