Version 0.1 - Last Updated: 05 May 2021
Confirming attendance from the Detailed Student Information page
We recommend that you use the Attendance Worklist under the Attendance section of SIS to confirm attendance. However, you can also do this from the Detailed Student Information page.
You will need Attendance Administrator access to confirm attendance.
You should only confirm attendance for students after you have registered them with the appropriate awarding body.
The Attendance section of the Detailed Student Information page lets you:
- confirm student attendance
- reverse a negative attendance code for any outstanding tuition periods
- see the latest attendance status for each tuition period of all attendance periods
The Attendance section is split between the 3 liability periods and will show the following fields.
TFL Amount – Tuition Fee Loan amount
TFG Amount – Tuition Fee Grant amount
TFW Amount – Tuition Fee Waiver amount
STP Amount – student to pay amount
Attendance Status – the attendance status of the student:
- awaiting attendance confirmation
- attendance saved
- attendance required
- attendance confirmation not required
Last Updated By – the username of the person who made the last update (this will say 'SYSTEM' if it was a system action)
Late Updated Date/Time – the time and date stamp of the last action for audit purposes
Attendance code – this shows any attendance codes that you have submitted for this student earlier in the current academic year
If the student needs an attendance confirmation, you will see a dropdown filter in the Attendance Code column of the relevant liability period. This will be set to Select as a default.
- To confirm attendance, select the appropriate code from the Attendance Code dropdown.
- Select Submit if you want to submit the attendance confirmation right away.
- Select Save if you want to come back to the page and submit the attendance confirmation later.
The Save and Submit buttons will only become active once you have selected an attendance code.
Once you have submitted a student’s attendance confirmation, their status will change to Attendance Confirmed and they will disappear from the attendance worklist. If you submitted attendance for the first liability period, they will also disappear from the combined worklist.
If you submit a positive attendance code, this will appear in the Attendance Code column and you will no longer be able to edit it. If you have made an error, you will need to submit a CoC notification to correct it. If you have HEI CoC Administrator access to SIS, you can do this from the Detailed Student Information page by selecting the Create Change of Circumstance button.
If you submit a negative code, this will appear in the Attendance Code column, but the dropdown will still be active so you can reverse it if you need to.
- To reverse a negative attendance code, select a positive code from the Attendance Code dropdown.
- Select Submit if you want to submit the positive attendance confirmation right away.
- Select Save if you want to come back to the page and submit the positive attendance confirmation later.
If you save an attendance confirmation but do not submit it, the saved code will appear in the Attendance Code column along with the dropdown option to amend it. The Submit button will become active. Select this to submit the confirmation when you are ready.
If a student does not need an attendance confirmation, the Attendance Code column will be blank. This might be because it is too early for the student to appear on the attendance worklist. This column will also be blank for liability periods 2 and 3 for part-time students, as they only need an attendance confirmation in the first liability period.
Sometimes, a student’s application is reassessed and this affects a previous liability period. In this case, you may need to enter an attendance code for 2 liability periods at the same time.
The system will not let you submit an attendance code for the later of the 2 outstanding liability periods until you have submitted one for the earlier period. If you have only saved a code for a previous liability period, the system will consider it outstanding.
If you try to submit an attendance confirmation when there is an outstanding confirmation for an earlier liability period, you will get an error message:
'The attendance code for the selected period cannot be submitted without submitting a code for all outstanding periods.'
You will also see a warning text when you submit attendance codes:
'Please ensure that any attendance codes are correct.'
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