Attendance Tab

The Attendance tab allows you to add hours for the enrolled students and the assigned instructors on the same page.  Only student hours display at the attendance tab.  Instructor hours display at the Instructor Hours tab.

Views

There is one available view on the View dropdown list at the attendance tab:

•      Attendance

The attendance view contains the following fields:

Expand All/Collapse All

Expanding and collapsing may be used after a column heading has been dragged to the top row header to group.  Once a column is grouped, the information can be collapsed to display only the information for that column. 

To see how this works:

1.     Drag the column Hours Present to the top row header.  This will group together the records with the same number of hours present.

2.     Now click Collapse All.  This will reduce the number of records that display so only one record displays for each grouping.

3.     Each row has an arrow at the beginning of the row.  Click one of the arrows to expand that particular group.

4.     Click Expand All to expand the grouping.

Date Range

Hours in the class record may be searched by a specific fiscal year, or fiscal year and quarter by clicking the down arrow on the Date Range dropdown list.  Once a selection has been made, the dates will display in the date fields.  

For example, selecting the fiscal year 2015-2016 will automatically display the date range 7/1/2015 – 6/30/2016 (start and end dates of the 2015-2016 fiscal year).  Selecting the fiscal year 2014-2015: Q3 will automatically display the date range 1/1/2015 to 3/30/2015, which is the 3^rd quarter for the 2014/2015 fiscal year.

Click Apply to search the hours records.

Even after a selection has been made from the list, a custom date range may be entered and applied.  The date range will overwrite the previous selection.

Click Cancel to cancel all date selections and return to all hour records. 

Rules regarding student and instructor hours

1.     Student instruction and non-instruction hours must be on or after the student’s start date in the class, and on or before the student’s end date in the class.

2.     Instructor non-instruction hours must be on or after the instructor’s assign date in the class, and on or before the instructor’s end date in the class.

3.     Instructor instruction hours must be on or after the instructor’s start date in the class, and before the instructor’s end date in the class.

To add hours:

1.     Open the class record and click the Attendance tab.

2.     Click the Add button.

3.     On the Add Hours data chooser, select the hours date or dates. 

4.     Include students is checked by default.

5.     Instruction is the default student hours type.  (If instruction does not display as the default in your agency, then select Instruction from the dropdown list.)  Enter the number of hours.

6.     To add additional hours types, click Add Hours Types and select the type from the dropdown list, if applicable.

7.     Enter the number of additional hours.

8.     If you wish to add hours for the instructor, check Include Instructor.

9.     Instruction is the default instructor hours type. (If instruction does not display as the default in your agency, then select Instruction from the dropdown list.)  Enter the number of hours.

10.  Click Add.  ONLY students and instructors who are eligible to get hours on the selected dates will display on the grid.

11.  Notice that each hours record is automatically selected.  If you do not wish to add hours for a particular date, you may uncheck the record prior to saving.

12.  Date, Hours Type, Hours Present, Hours Absent, and Late may be edited individually on each record, if necessary, prior to saving. 

13.  Click Save.

The number of Hours Present will recalculate if you enter a number of Hours Absent on the same row.

Hours Present and Hours Absent are currently the only columns where you may use the down arrow to move to the next record to edit the number of hours.

Hours entered for the instructor will display at the Instructor Hours tab.

Hours Calendar

The ‘Add Hours’ data chooser has a calendar for selecting the hours dates.  The current month will display on the calendar but a date is not automatically selected.   Multiple dates may be selected on the calendar.  You may also enter a single date in the date field, or use a combination of both.  All dates may be cleared at any time by clicking the ‘Clear Dates’ button.   Future dates are not allowed.

Selecting on the calendar

 Select the dates on the calendar by clicking the dates.  You can use the back and forward arrows on the calendar to move to a different month.  Selected dates will be highlighted.

To unselect a date, click the date again, or click the Clear Dates button.

Using the date field

Enter the date, or choose a date from the calendar dropdown in the field. The entered date will be selected on the calendar.

The date field only stores one date at a time.  If the date is deleted from the field, the date will be removed from the calendar.  If the ‘Clear Dates’ button is clicked, the date will be removed from the date field as well as the calendar.  If you select the date in the field and enter a new date, the previous date will be removed from the calendar. 

Selecting on the calendar and using the date field

Multiple dates may be selected on the calendar, but only one date entered in the date field can be in effect.