Docent - Teacher

How do I keep track of students' presence with Attendance?

Updated on

Activate Attendance

Attendance can be used to keep an attendance list of who was present at a certain meeting. This allows you to see the percentage of students who were present at a lecture and which students do not attend enough meetings. You need to activate the tool before you can use it in your course.

You cannot (yet) use Attendance to calculate a grade. One alternative is to keep track of the attendance with Grades. To learn more about this possibility, read How can I use Grades in my course?

  1. Click Administration in the navbar of your course.
  2. Click Course Admin.
  3. Click Tools below the heading Administration.
  1. Click the status indicator behind Attendance. A blue check mark will appear.
  2. Return to the Course Home to finalise your changes. You can now find Attendance below Administration in the navbar.

Create an Attendance Scheme

Attendance can be tracked by using a Register. You will need to create an Attendance Scheme before you can start creating a register. The scheme allows you to create the options you want to have whilst tracking the attendance of students. It allows you, for instance, to not only fill in whether they were present or absent but also create an option that they left the lecture early with a good reason.

  • Go to Administration in the navbar of your course.
  • Click Attendance. You will now see the overview of your Attendance Registers.
  1. Click Attendance Schemes (the second tab). You will notice that System Scheme is being used as the standard attendance scheme. You can set another scheme as the default scheme by clicking on Set behind a scheme.
  2. Click New Scheme.

An information icon will appear behind the name of a scheme when it is used for one or more registers. Clicking this icon will show the registers for which it is used.

  1. Enter the name of the new attendance scheme.
  2. Choose an abbreviation for every status you want to use. This abbreviation is used for filling in the attendance register.
  3. Fill in the actual meaning of the status below Status Full Name (for example: present, absent, or absent with a good reason).
  4. Below Assigned % you can fill in the percentage this status gives the student.
  5. Add (an) additional status(es). Enter the amount of statuses and click on Add Statuses.
  6. Click Save to save the attendance scheme and click Close to return to the overview.

Create an Attendance Register

An Attendance Register allows you to track the attendance of students. This register can be used to fill in whether a student is present of absent. Tracking the attendance for multiple sets of lectures can be done by creating multiple registers for the same course. 

  • Go to Administration in the navbar of your course.
  • Click Attendance. You will now see the overview of your Attendance Registers.
  • Click New Register
  1. Enter a name and description.
  2. Select the Attendance Scheme you want to use for this register in the dropdown menu.
  3. Below Cause for Concern you can enter a percentage that represents the minimal attendance for students for this register.
  4. Below Visibility you can choose whether students are able to view their own attendance.
  5. Below Users you can choose whether this attendance register is to track the attendance for all students (Include all users in the course) or only the students in a specific group (Include all users in the following groups/sections). Click Add Groups/Section and select the specific group you want to track if you have chosen the latter option. This allows you to track the attendance of multiple groups within one specific course.
  1. The Sessions menu allows you manage the sessions for which you want to track the attendance. Enter the name, description, and order for every session.
  2. Add additional sessions if needed. Fill in the amount and click Add Sessions.
  3. Click Save to save your register.

If you have connected a scheme to a register, it is no longer possible to connect a different scheme if you have already added data to the existing register.

Delete and restore a Register

You can delete a Register. This is how:

  1.  Select the Register you want to delete.
  2. Click More Actions.
  3. Click Delete.
  • Click Delete to confirm the action.

If you deleted a Register by accident, you can restore your action. This is how: 

  1. Click More Actions.
  2. Click View Deleted Registers.

3. Click Restore. The Register will now be readded to the original list.

Tracking Attendance

You can track the attendance of participants of your course by filling in the correct symbols you have used when creating your Attendance Scheme.

  • Go to Administration in the navbar of your course.
  • Click Attendance. You will now see the overview of your Attendance Registers.
  • Click the Register in which you want fill in the attendance.
  • Below Sessions you will see the sessions for which you can fill in the attendance. You will see the status for every student for each of the sessions after you have filled this in.
  • The Totals will show you how often a student received a certain status (present, absent, or absent with a good reason).
  • Below Attendance you will see the percentage every student has achieved. Their percentage will be red and accompanied by a warning icon when their attendance is below the minimal percentage indicated in the register.
  1. Click the calendar icon next to the name of a session to fill in the attendance per student for that specific session.
  1. Select the correct symbol for each individual student in the dropdown menu. You can choose between the options you have created in the Attendance Scheme.
  2. You can fill in the attendance for multiple students at once. Check the boxes before the names of multiple students and select Set Status.
  3. Click the question mark symbol next to Attendance Status to see what every symbol means.
  4. Click Save to save the changes and click Close to return to the overview.

Make attendance visible

You can now make the Attendance visible for the students in the course.

  • Use the navbar to go to Administration and then click Attendance.
  1.  Click the fold-down arrow next to the Attendance list you want to share.
  2. Click Make Visible to Users.

You can also make mulitple lists visible for students at once.

  1.  Select the Attendance listst you want to share.
  2. Click More Actions.
  3. Click Make Visible to Users.
Previous Article How do I send an e-mail from the Classlist?
Next Article How do I use the Calendar?