The Workshop Attendance tab is for entering hours earned by the participants while enrolled in the workshop, and is comprised of two sections - the workshop attendance header and the workshop attendance grid.
Attendance Header
There is one available view on the view dropdown list in the workshop attendance header:
•Attendance
The Attendance view contains the following fields:
|
*Date |
Date of attendance record. |
|
Last Name |
Last name of participant. |
|
First Name |
First name of participant. |
|
Middle Name |
Middle name of participant. |
|
Person Type |
Indicates the roles of the participant enrolled in the workshop; may be student, staff, tutor, contact, volunteer, or donor.
|
|
Hours Type |
Type of hours. ONLY workshop hours are earned in a workshop. |
|
Hours Present |
Number of hours present for the date entered. |
|
Hours Absent |
Number of hours absent for the date entered. |
|
Late |
Number of hours late for the date entered. |
|
Creation Date |
System-generated date indicating the date the hours record was entered in the database. |
|
Edit |
Click to open the hours record for editing. |
|
Delete |
Click to delete the hours record. All participant hours associated with the enrollment must be deleted before the enrollment record can be deleted. |
Add Hours
Hours may be added for both assigned instructors and enrolled participants.
To add workshop attendance records:
1. Click the Add button.
2. The Add Hours data chooser will display, with today’s date highlighted.
3. To select dates other than today’s date, click Clear Dates.
4. You may make multiple date selections by clicking the dates on the calendar for which you would like to add hours.
5. The start and end date of the workshop must be within the selected dates.
6. Check the ‘Include Instructor’ checkbox if you want to add hours for the instructor. Instructors may have instruction hours
7. Select the hours type and enter the number of hours.
8. The hours type for the participants is Workshop. Enter the number of hours.
9. A row will display on the date chooser for the instructor and the participants.
10. The Hours Type, Hours Present, Hours Absent, and Late may be edited on each individual row. (If you don’t want to add a particular hours record, uncheck the record on the data chooser grid.)
11. To add additional hours types, click Add Hours Type and select from the dropdown list.
12. Click Save, or Save and New.
Editing and Deleting Hours Records
Click the Edit button to open an hours record for viewing or editing. This will open the hours record and allow you to make and save changes. Date, Hours Present, Hours Absent, and Late may be edited. When you are editing an hours record, you cannot navigate to a different tab or panel in the workshop detail record until the edits to the record are either saved or canceled.
The Delete button allows you to delete hours records.
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 records 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 2013-2014 will automatically display the date range 7/1/2013 – 6/30/2014 (start and end dates of the 2013-2014 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.
The last selection will remain in effect until Cancel is selected on the dropdown list.