Using Registers in Facility CMIS

Transcription

1 [Type text] Corporate Information & Computing Services Glossop Road Sheffield S10 2HB Cliff Alcock Tel: (0114) Using Registers in Facility CMIS T R A I N I N G M A N U A L (version 1) Page 1

2 Contents Producing Printed Registers Sign-in sheets Registers Recording Attendance in CMIS Recording Attendance in CMIS eportal My Registers (today) Completing Registers for other Staff/Modules Note In order to successfully record student attendance some preparations need to be made: Events are scheduled for the teaching Students are associated with Modules Modules may have sub-groups Students are associated to those sub-groups Page 2

3 Introduction This guide is intended for users of the CMIS client software, typically administrative staff, who may be required to produce printed registers or sign in sheets or to enter student attendance data on behalf of academic colleagues. The guide also explains how attendance may be recorded via a web-page in MyTimetable, which may be used more by academic staff. Assuming that CMIS contains student data, and that students are attached to Modules and subgroups, CMIS is then able to produce registers which will contain all of the students attending a particular event, and each of the dates for which that event is scheduled. Registers could be in the form of a simple (printed) sign-in sheet which lists the students in attendance, or alternatively a register containing student names and dates for each event. Registers can also be completed in CMIS, allowing reports to be run to analyse patterns of attendance/absence. Once attendance data has been recorded in CMIS, it can then be reported on alongside other attendance data recorded within the University e.g. supervision meetings. Attendance may also be recorded using the mytimetable channel in MUSE, which is accessible by both academic and non-academic members of staff. Page 3

4 Printed Registers Sign-in Sheets A sign-in sheet is used to allow students to sign against their names to indicate their attendance and comprises a simple list of names and signature box. Such a sheet would be produced for each occurrence of a teaching event and typically might look like the one in Appendix 1. The sheet contains some basic information about the event in the header; the day, time, room, Module, size, Lecturer and type of activity. The register part of the sheet displays Student name, Department, Year of Study and a column for their signature this list is presented in student name order. The sign-in sheet is configured for different users, so all registers could be different from oneanother. It would probably be sensible for each Department to decide which information is to be included in their sign-in sheets. Because this is a simple sign-in sheet, it might be sensible to print one for each teaching event for each module, and then photocopy for each week required. Registers The register looks very similar to the sign-in sheet, but instead of a signature box, contains a tick-box for each date that the event is scheduled to run. The basic (paper) register is reproduced in Appendix 2. Note: Registers are designed in exactly the same way as sign-in sheets which is described below. The only difference is that Event dates are included instead of a Signature column. Designing printed sign-in sheets/registers Register printouts are designed by going to: Data Students Registers New printout the following window is opened: Page 4

5 We have two things to decide in producing our registers; i) what columns do we want to display (ii) what information do we want to show in the register Header. Choosing columns to display Which columns are to be displayed is controlled by the Details tab. The columns to display are selected by clicking on the Modify button Page 5

6 We want to display Student name, Programme and Year of study, Department and a column for the student s signature. Click against the word visible for those columns that are not to be displayed (the column will change to hidden ). The window should now look like this: Click OK Page 6

7 The order in which data is to be displayed in the list is determined by clicking the Order button on the Details tab. Here the sign-in sheet placed in Student name order (A-Z). Click on the No next to the Student column this will change to Yes! Click OK The register will now be sorted in Student Name order. Page 7

8 Displaying data in the Header There are two methods of displaying Header information on a register. The Header tab shows a range of different data that can be displayed. Click on the Modify button Page 8

9 The Modify columns window shows all the fields that may be displayed in the Header; simply ensure that each column to be displayed has visible in the Status column. The order in which data is displayed can be adjusted by moving columns Up or Down in this list. The Font, Border and Background for the Header can be modified using the Font and Border buttons on the Header tab. The second method of displaying data in the register Header is to use a Booking slip. To use a Booking slip click on the Options tab, the following window is displayed. Booking slips offer more flexibility in the use of registers since more data fields are available than through the Header tab. Booking slips may be selected from the drop-down menu in the Header section of the Options tab. Note: A Booking slip is designed by going to Options Booking slips OR Bookings Booking slips Here we are using the booking slip register/sign-in sheet which can be imported into CMIS. Page 9

10 Recording register data in CMIS Attendance data is recorded in CMIS by going to Data Registers Examine register The following window is opened With the Unit radio button selected, choose the Department, Unit Code and Instance of the Unit which you wish to complete the register for. Click on the Date ranges button and select Clear range. (Note the date range button allows you to narrow the events to, for example, a week or month and defaults to today s date. Clearing the date range will display all events scheduled for a particular Module). Click on the Generate button and all timetable events for that Module will be displayed. Here Module ACS327 (AUT) has been selected and the single scheduled event displays in the list at the bottom of the window. Page 10

11 Ensure that a View for display has been selected. Click the Examine button. A window similar to the one above will open (these windows are user definable so may display different data to the one above). Here we can see in the leftmost column, the Student s Name, Code, Course and Year of study are displayed. Each column then represents each date that the event is scheduled to run. Page 11

12 Entering attendance marks To enter attendance data, highlight (using the Control key) all students for which you wish to enter an attendance mark. Enter the relevant key Click the Commit button to save to the database Note: the attendance key is as follows P AA UA R Present Authorised Absence Unauthorised Absence Remove Previous Attendance Page 12

13 Entering attendance via MyTimetable The MyTimetable channel available in MUSE provides a method via the web of entering attendance data into the CMIS system and so provides a method whereby academic colleagues can record attendance directly. MyTimetable is found by logging into MUSE under the Staff Applications tab. Page 13

14 Clicking the mytimetable link opens the following page: The mytimetable homepage shows: Timetables Timetable My Registers My Units Room Bookings Links to search for timetables for Staff, Modules, Rooms, Class Groups and Students Displays the user s timetable for the current day Displays links to registers for the current day Displays a list of modules/units for which the user is teaching Displays any ad-hoc room bookings (meetings etc) made by the user for the current day Page 14

15 Attendance for Today To record attendance for any teaching taking place on the current day click the relevant Event Id number in the My Registers section of the window. The register is opened Note: If the register does not show in alphabetical order, click the column header Stu Name to reorder the list. If all students are Present The default value for registers is Present (P) which is highlighted in the key at the top left of the window. If all students are present Click Submit The following pop-up is displayed Page 15

16 MyTimetable will enter the default, Present, value for all students. Click OK to accept The register is updated as follows This register is complete and the user may either logout or enter attendance for another timetable event. Page 16

17 If any students are absent If a student has not attended then they will either be recorded as Authorised Absence (AA) or Unauthorised Absence (UA). To enter these values Highlight the required value in the register key e.g. AA Double-click against each student to be recorded Page 17

18 If another attendance value need to be recorded for any student, repeat the steps above select another value in the register key Double-click against each student to be recorded If all other students were present for this class Click Submit Note: it is only necessary to record absences for individual students as the default (Present) value will be automatically recorded for all students who were in attendance. Page 18

19 The default (Present) value is entered for all other students in the class This register is complete and the user may either logout or enter attendance for another timetable event. Page 19

20 Attendance for earlier dates If you are completing student attendance for a class that has already passed, or for which you are not the lecturer, then such a class will not be shown in My Registers. To record student attendance Click the Main Menu button at the top right of the window On the Main Menu window, a number of menu items are shown on the left-hand side. Select Registers Select By Module Page 20

21 You will now be able to search for other modules, or other (previous) timetable events for your module. Page 21

22 In the search box (Find Unit) enter the unit/module code for which you wish to record student attendance Click Search A list of module codes which meet your criteria will be displayed; if you have only entered a Department code, then all modules for that Department will be listed. Page 22

23 In the list, select the module for which you wish to record attendance Next you will enter the date range to select from registers between two dates. Click a From Date Click a To Date Click Submit In this example a single day has been selected. Page 23

24 Note: you cannot currently select a future date when examining registers. However, this has been changed, at our request, and will be available for Semester 2, when the software is next upgraded in January A list of timetable events for the module selected and between the specified dates is now displayed. Each event lists the day, date and time for which it is scheduled, the module and group code and the room allocated so that the correct event may be chosen. Note only events scheduled for 9 th October are displayed here. Page 24

25 click the relevant Event Id number in the list. The register is opened Recording attendance is done in the same way as described in the section Attendance for Today from page 15 above. Page 25

26 Attendance for multiple dates If the date range chosen will mean that a timetable event has happened several times, then all weeks will be displayed in a register. In the example below all teaching from the start of semester will be displayed From date is 17 September (start of semester) To date is today Page 26

27 More timetable events are available to view. When an event is now selected, the register will display all dates for that timetable event that fall within the date range. Attendance can be recorded for each student for each date that the timetable event has taken place. Page 27

28 Select the required register key Double-click against each student & date to record their attendance Note: if using this method, the defaut value will not be entered by clicking the Submit button an entry must be made for each student in turn. Page 28