TracCloud: Attendance Tracking

Additional Features

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• Attendance Tracking

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Attendance Tracking

This feature allows you to track class attendance for particular sections. Attendance and absences can be recorded by either a staff member with access to section data or by the faculty/instructor assigned to that section from their dashboard. This feature requires that section schedule data is present.

Section Configuration

To track attendance for a section, first ensure that "Track Attendance" is enabled. Your section records can be found in Other > Listings > Sections. After you save the record with this box checked, a new "Attendance" tab will appear along the top of the page.

Additionally, verify that this section has a schedule. The attendance tracking utility will use this to show which days are available to record attendance/absences on. If you do not see a schedule for your section, it's possible this isn't something you're currently importing. Reach out to our support for further assistance.

Tracking Attendance

Within the attendance tab you will find your class attendance table. This will show each student registered in the course and their class attendance for each day of the section schedule. Clicking the square for each student/date will cycle between for attended, for absent, and for absent excused. The right-most column will display the total absences for each student in the section.

By clicking the day header at the top, you can additionally make batch changes to all or all unset records at once for that day. An efficient workflow in this interface may be to mark the absences first, and then mark the remaining unset students as attended. A unique status, Holiday , also becomes available when making a change to the entire day at once.

Faculty View

Faculty accounts can be allowed to track attendance through the "Faculty Options" widget on the dashboard. This requires that the faculty permission group have access to the sections table, which can be added by going to Other > Other Options > Groups > Faculty > Admin/Modules > add "Sections" under "Table Access." "View Entry (No Listing)" will work for minimal access.

Clicking this option will take them to the "Attendance" tab of sections as described above. The other section tabs (Course Info, Enrollment, Schedule) will not be available when opened from the dashboard.

Reports

The Class Attendance report in the Management category provides a list of students grouped by faculty then section, along with each student's total class attendance and absences. Optionally, the report can also be configured to display each student's attendance status in each day of your section schedule.

Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

Show Section Term

Include the term code in the Class column.

Show Section Title

Include the course/section title in the Class column.

Show Date Columns

If enabled, this will display the day-by-day breakdown of attendance for each student, with each day being a separate column.

Hours Attended

Include an additional column that tallies each student's total attendance hours.

Show Max Consecutive Absences

Include an additional column to show the maximum number of consecutive absences for each student.

Show Student Email

Include Student Email in report results.

Show Student Phone Number(s)

Include Student phone numbers in the report results. This will show their cell, home, and work numbers.

Select a Faculty

Choose a faculty to see attendance from their linked sections. If a specific section is not chosen, faculty is a required field to receive results.

Select a Section

Choose a section to see attendance for that class. Wildcard searches such as "BIO210*" are allowed to view attendance for all BIO210 sections. If a specific faculty is not chosen, section is a required field to receive results.

Sort by

Choose how the selected data is sorted.

Only Include # or More Absences

This field can be used to filter the list of students down to only those who have missed more than the specified number of classes.

Only Include # +/- Attendance Hours

This field can be used to filter the list of students down to only those who have attendance hours matching your search. For example, searching for "10-" would show students who have 10 or fewer total attendance hours, whereas searching for "10+" (or simply "10") will show students with 10 or more hours.

Additional Search

Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.

Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

HTML

CSV

The Class Attendance Summary report in the Management category provides totals for attendances, absences, excuses, and attendance hours grouped and tallied by the two fields you select.

Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

Group by

Choose how to group the results, and by extension how totals (attendances, absences, excuses, and hours) are tallied.

Show Student Details

This will add an additional "Student Details" column to the report results displaying student names. Enabling this option will also show additional options to include ID, email, and/or phone numbers.

Select a Faculty

Choose a faculty to see attendance from their linked sections.

Select a Section

Choose a section to see attendance for that class. Wildcard searches such as "BIO210*" are allowed to view attendance for all BIO210 sections.

Only Include # or More Absences

This field can be used to filter the secondary grouping down to only groups that have missed more than the specified number of classes.

Only Include # +/- Attendance Hours

This field can be used to filter the secondary grouping down to only groups that have attendance hours matching your search. For example, searching for "10-" would show groups who have 10 or fewer total attendance hours, whereas searching for "10+" (or simply "10") will show groups with 10 or more hours.

Additional Search