Attendance Registration

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Attendance Registration is a tool for the educational sector, which makes it easy to register attendance. Through a simple and intuitive interface, the teacher can register who is present, who is late and who is absent, all in a matter of seconds and simply by clicking the button with the student’s name and picture. The interface uses colour codes, which makes it easy to see how the individual students are registered. You decide which attendance options you want to use - e.g. options for being late, for legal and illegal absence - as well as which colours to use for the different options. When attendance is registered, UMS automatically writes back to the administrative system (if supported). If the school has received SMS messages from the student or if the staff has written notes regarding the student’s attendance, these can be seen in the interface

In this guide there is references to other UMS modules (ex. SMS), if these modules are not present in your environment then you may just ignore these settings.

Also basic knowledge about the UMS Configurator is required to edit templates.

Prerequisites

Supported administrative systems

Easy-C

Lectio

SIS

As well as all other systems where it is possible too get timetable for students and teachers

Module requirements

UMS

UMS Academic Web

Testing after setup

Log in as a teacher and check that there is access to fraværsregistering on the front of UMS portal.

Start fraværsregistering, and check that there may be increased team, students and teachers form.

Check that there may be registered absences of individual students.

What to have ready

A running UMS installation

Installation

Install UMS and UMS Academic Web

Technical settings

Settings for Attendance Basic

All setting for UMS Attendance Basic is set through the configurator. Under Settings/Services in the main menu, the “Absence service” needs to be set to run on a server:

AbsenceServiceSetup.png

Please make sure the service is running/started afterwards. The service is responsible for sending SMS messages to students with absence.

Some settings are global setting for the entire school, and some can be altered pr. Education or the like.

The Global settings are

  • Attendance colors
  • Design of SMS messages (messages sent to the students)
  • Used attendance types (late, approved, not approved)
  • Access to the registration interface (who is allowed to take attendance)
  • Is it allowed to register in the future

Attendance colors

Settings are found under Modules\Absence\colors in the main menu.

Absencecolor.png

Simply select the colors you want to use for each absence type.

Designing of SMS messages

Settings are found under Modules\Absence\SMS in the main menu.

Absencesms.png

For each action/absence type it is possible to set SMS message for both Danish and English. It is also allowed to make multiple messages for each type. If you do so, the system will randomize from these messages to send different message to the student each time attendance is registered.

When you edit a message, there is several variables that can be used for making the messages more personalized:

Absencesmsvariables.png

Granting Access and setting attendance types

Granting access to functions is done under “Setup web access”/Absence:

Absencewebsetup.png

In Attendance basic only “Register access” and “Future registrations access” is used. Enter a group (nested groups are allowed) containing the teacher/employees that are allowed to use the specific function.

The checkboxes are used as follows:

“Count too late on statistics” – Not used for Attendance basic

“Show empty days” – Should the day ruler/function bar show or skip days with no planed blocks?

“Show weekends” – Should the day ruler show or skip weekends?

“Show legal” – Is legal absence used on the school/shown on the protocol?

“Show illegal” – Is illegal absence used on the school/shown on the protocol?

“Show too late” – Is late attendance used on the school/shown on the protocol?

Under the button “Select…” you can find settings for letters and texts used in the attendance module.

Double-click the row containing the settings you want to use.

Absenceselect.png

Individual settings

Days back the teachers are allowed to change/edit attendance

Send SMS when the student is absent

Settings for register sick through SMS

Number of minutes a late show should count

If an individual setting is needed, a template has to be configured covering this group of students beforehand.

All individual settings are set under each template, Absence\Settings:

Absencesettings.png

Keyword “Sick” means that the student, needs to send a message in this form:

“sick” or “sick %reason or message to the teacher%”. All types of cases are allowed.

The setting for ignore start/end times means:

If the message is received before 10:00.

The system will check the students schedule for blocks on the day, and mark the blocks with “Legal absence” and send the student a reply.

If the message is received between 10:00 and 15:00

Send the student a reply, saying that it is disallowed to register sick at this time.

If the message is received after 15:00

The system will check for blocks tomorrow, and mark those with “Legal absence” and send a reply.

“Days back” is the number of days it is allowed edit attendance back in time. NB: This setting cannot exceed the number of days back in the global timetable block data job!

“Too late” is the number of minutes a late show is penalized.

FAQ