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Attendance Capture - Capturing Attendance Mark
System Administration | Host Intergration | Capturing Attendance Mark
 In this section:
Paper Registers
The Print module allows
users to print traditional looking paper registers suitable
for efficient attendance data capture using optical character
recognition (OCR) techniques. Paper registers can be printed
for a specified date range by course, tutor, department,
or other user defined criteria and related lessons can
optionally be printed on the same register.
Attendance data is most efficiently captured
from paper registers by scanning them using the Attendance
Manager Scan Module and an optical character recognition
(OCR) process. Using this advanced technology, some colleges
have achieved results where data is accurately captured
from 98% of scanned paper registers with no need for any
data correction.
The Scan module can be configured to automatically
with no user interaction in order minimise the effort
(and training and IT skills) required by tutors. Configured
this way all a tutor need do is drop their register, or
a pile of registers, onto a scanner in order for all the
marks to be captured and stored in the Attendance Manager.
Registers are scanned using standard office
scanners. The scan module allows other ‘scanning
profiles’ to be set up to utilise their scanner
for other purposes and to further justifying the initial
scanner purchase cost.
The Mark Module is used to efficiently verify
or correct the few paper registers from which not all
data could be extracted by the scanning and optical character
recognition (OCR) process. If a mark on a register could
not be read by OCR with a pre-defined and configurable
level of confidence the Mark Module presents the scanned
image of the register to the user highlighting the mark
and also suggesting what the mark is most likely to be.
Presented with the highlighted mark on the scanned image
and the suggested mark the user need only press return
to verify the mark is correct.
Registers containing hand-written students
who have appeared unexpectedly in lessons will be presented
for verification in the Mark Module. The user will be
shown the hand-written student highlighted on the register
image and have the option to add the student as a ‘unknown
student stranger’ or select a student from students
known to the system (‘known student stranger). This
ability to track and manage both enrolled and non-enrolled
students prevents loss of colleges funding units by capturing
attendance for students not yet enrolled at all to the
college or not yet enrolled to a particular course.
Direct Data entry
Direct entry of attendance
data on a PC or laptop is catered for using the Attendance
Manager Mark Module.
Various methods are available for producing
direct data entry registers addressing the different direct
data entry needs identified at colleges. For example,
If a college have IT hardware and network infrastructure
extending to every classroom the Manual Data Entry by
Activity would be utilised allowing staff in classrooms
to quickly access and directly enter the data in the relevant
register
The Mark Module permits ‘Manual Data
Entry by Paper Register Code’ providing a attendance
data capture method combining the benefits of paper registers
and direct data entry but without using scanning and optical
character recognition techniques. This option may be adopted
at a college with low volumes of registers who cannot
yet justify the cost of scanning hardware.
The Block mark option enables staff to enter
marks into the future when the college knows a student
will be away for a known period of time. For example if
a student is due to go on a placement for a few months,
then the ‘Student Block Marking’ direct data
entry option in the Mark module will allow the registrar
or administration staff to enter the marks notifying the
students absence so the information appears on the printed
registers.
Using Web Registers
to collect student's attendance
Tokairo's Attendance
Manager Web Registers provides the ideal platform for
capturing student attendance where staff are located at
remote sites with minimal network and dial up access,
or where low specification workstations are being used.
Web Registers ensures student attendance
information is captured and available for reporting immediately
is entered by the member of staff. The flexible capture
allows other required data to be captured, such as staff
and room changes, missing time, drop in session hours,
staff hours.
Information required by staff can be quickly
and securely disseminated to staff using the Web Register
Module. Other information such as student details, photos,
internal truancy and messages can be passed to staff using
the Web Registers Module. Even task lists and instructions
can be issued to temporary staff allowing them to organise
their day. Access to other areas of the college intranet
can be provided from the Web Register screens.
New development
By January 2006 Tokairo will have a college using all of our methods of data capture and one more. The college in question is implementing Tokairo's smart card technology (proximity cards) to capture student attendance.
This technology is very different from the old swipe card technology that was tried in number of colleges in the past. Tokairo has overcome the many difficulties of students forgetting their cards, swiping for friends, linking data to the register timetable, and absent marks collection.
This new future allows the collection of accurate staff and room utilisation. No longer do colleges have to rely on what they think is happening but start using real time accurate data of where student and staff are. This will also help with security, access controls, fire drills, cashless machines, bus and nightclub passes, and library controls.
Login Screen: the user
login will determine the restriction placed on that user.
The college has the ability to restrict the staff members
to particular registers and to a particular week range.
In other words they can only enter data from a particular
time period and a particular set of registers.
Register screen: This screen
provides a quick way of entering attendance data.
For more information on any of our student
attendance administration products or services please
call +44 (0) 1908 366 388 or click
here to complete our online enquiry form.
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