Curriculum Recording Attendance on the CPCC Attendance System

The Attendance System will be closed for recording attendance 48 hours after the official end of class.

Traditional Classes

Page 1 - How to Record Attendance for Traditional (TR) classes

Page 2 - How to Record a Student that has not attended on or before the 10% Date

 

Non Traditional Classes

Page 3 - How to Record Attendance for Non Traditional: Online (IN), Hybrid (HY), Work-Based Learning/Co-op (CP), Open Lab and Independent Study (IS).

All Classes
Page 6 - How to Determine and Record if a Student Stopped Attending Class
Page 6 - How to Record a Canceled Class for Inclement Weather, Emergency Closing or Instructor Absence

Optional

Page 7 - How to Select My Preferences
Page 7 - How to Access My Reports, How to Print Class Rosters
Page 8 - How to Email Students
Page 8 - How to Access Student Hyperlink Features

How to Record Attendance for Traditional (TR) classes.

To ensure student success and engagement, faculty are requested to take and record attendance in the CPCC Attendance System every time the class meets throughout the entire semester.

For sections with a class/lab combination, attendance must be recorded in BOTH the CLASS and the LAB
Attendance columns on the Attendance website
.

 

How to Record Attendance in the Attendance System

1.       Login to the CPCC Attendance System.

2.       Select My Attendance.

3.       Click on the Course Title. The Attendance Entry screen will appear.

4.       Locate the column containing the date, click the drop down window and select "P". A pop-up window will remind you that after clicking Submit, the system will automatically mark all blank student(s) with "P" present thus documenting attendance/enrollment for these students. Click to close the pop-up box.

 

 

5.       For the students who were absent or tardy, use their individual drop down box and record only "A" absent or optional "T" tardy for the student(s) who were late or left early. After submitting, the system will automatically mark all blank student(s) with "P" present.

6.       Scroll to the bottom of the page and put a check in the box "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature." ***

7.       Click Submit. This will update the Attendance Entry site.

8.       Look for the "Saved" message on the top part of the screen to be sure that your attendance was recorded.

9.       Return to My Attendance, click the course title, and verify that all students received the proper attendance code.

10.       With the exception of NA, at any time, you can return to the Attendance Entry site and undo or change the attendance codes by unchecking the box(es). Then click Submit. *The attendance system will close access to the NA (Never Attended) box 48 clock hours (not business hours) after the census date for the class has passed.

11.   Congratulations, you have just finished taking attendance. You may either close the window and close the Attendance site or return to the Attendance Menu page and continue documenting attendance for another course/section.

12.   The Attendance System will be closed for recording attendance 48 hours after the official end of class.

 

*** After you have checked the checkbox for "I hereby certify that I am submitting this attendance information "

via electronic transmission in lieu of a signature", a date/time stamp is recorded when you click Submit.

 

How to Record a Student that has NA-not attended on or before the 10% Date

Recording attendance during the census date. It is crucial for our FTE funding and to comply with Federal regulations.

Verify the 10% census date. The census dates will be highlighted in the row of dates across the top. *NOTE*:If you are teaching a short session, your census date might be the first week of class or even the same day.

After the class on the census date has finished:

1.       Login to the CPCC Attendance System.

2.       Select My Attendance.

3.       Click on the Course Title. The Attendance Entry screen will appear.

4.       Put a check in the NA box for those students who were not present any days during the census date period (even if the student withdrew by him/herself during that time frame but never attended).

5.       Put a check in the "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature." After submission, for that student only, all remaining attendance boxes will be removed.

6.       Click Submit. This will update never attended on the Attendance site.

7.       Look for the "Saved" message on the top part of the screen to be sure that your attendance was recorded.

8.      For each student that was marked NA, the system will automatically record WN (withdraw) in the grading system. This grade is final and cannot be changed unless the instructor submits an official electronic grade change request form.

9.       NA students will be removed from the Blackboard or Moodle course.

10.      48 clock hours (not business hours) after the census date for the class has passed, the Attendance System will automatically close access to the NA (Never Attended) box. In addition, the Attendance system will record any student with all "A" absent codes with NA (Never Attended) and award the student "WN" in the grading system. The following message will appear next to the "submit" box: The period for checking the NA box for this class has already passed.

 

**Refer to PP 5.11; the College prohibits a registered student from entering (attending for the first time) a curriculum class after the 10% date. The only exception a Dean can approve is in the case of College error only.

 

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How to Record Attendance for Non Traditional: Online (IN), Hybrid (HY), Work-Based Learning/Co-op (CP), Open Lab and Independent Study (IS) Classes

Keep in mind that the Attendance System will automatically log you out after 30 minutes of not certifying and submitting. Always look for the "Saved" text after submitting to be sure that your attendance was recorded.

1.       Online (IN) - While instructors are still responsible for accurate reporting of attendance, attendance recording for online (IN) courses will be facilitated by transferring data from the LMS (Blackboard or Moodle) to the attendance system. The transferring of "P's" from the LMS to attendance rosters happens overnight. Therefore, you will see the "P's" for assignment submissions the day after they were submitted on the column date the submission occurred.

In compliance with federal regulations, CPCC has mandated an enrollment verification process (EVA) that requires students to complete, on or before the 10% census date, any gradable assignment which is recorded in the Grade Center/Grade book in order to be officially counted as P (present) in an online course.

a.       Accurate attendance is essential in order for the College to claim all FTEs it has earned, to comply with federal and state regulations, and to maintain a clean FTE audit.

b.      Students who fail to complete the EVA by the end of the day on the census date are not permitted to continue in the course (please refer to College policy 5.11) and will receive a WN (Withdrawn - Never Attended) at the end of the term. After the instructor records an NA (Never Attended) on the attendance roster, students will be removed from that course on Blackboard or Moodle and will not be eligible for a refund. Students receiving financial aid may be required to reimburse tuition and fees.

c.       Go to the EVA site for instructions on creating and using an EVA in your Blackboard or Moodle course, along with FAQs and tutorial videos on the eLearning Community - EVA website at https://www.cpcc.edu/elearningcommunity/eva

d.      Tell them: Do the EVA first. Implementing Adaptive Release Rule to impede students from doing any other work in the course is highly recommended.

e.        If students have completed the EVA, a "P" will show in the attendance system. Do not enter "P's" manually, unless there is a technical error and the "P" didn't transfer to the attendance roster.

f.       If students have not completed the EVA on or before the 10% period, check the NA box.
Refer to PP 5.11; the College prohibits a registered student from entering (attending for the first time) a curriculum class after the 10% date. The only exception a Dean can approve is in the case of College error. Remember that the NA box will be closed 48 clock hours (not business hours) after the census date of all courses.

g.      Lastly, in your attendance roster, certify attendance records by scrolling to the bottom of the page and putting a check in the box for the statement "I hereby certify that I am submitting this attendance information via electronic signature in lieu of a signature." Then click on submit.

h.      Look for the "Saved" text on the top of the screen to be sure that your attendance was recorded.

i.      NA students will be removed from the Blackboard or Moodle course.

j.      It is your responsibility as an instructor to communicate via email with the NA students to let them know that they have been removed from their class. Keep a copy of this email for your records.

After the first week of class, you must verify that your students are submitting at least one assignment to CPCC Blackboard or Moodle that will count them as present for the week.

All online courses must include a weekly activity or assignment hosted in the CPCC Blackboard or Moodle course that generates a grade in the Grade Center. Assignments from a publisher or third-party vendor site do not count for attendance, even if the grades from the third party vendor connect to the Grade Center in Blackboard. When students submit these activities in Blackboard or Moodle, a "P" will transferred to the attendance roster overnight.

Each week, it is imperative that you verify that attendance information for each student has transferred correctly. Instructors are responsible for the accuracy of this information.

a.        Open your Grade Center in the Blackboard or Moodle course and compare for accuracy with the attendance roster. Do not enter any "P's" for present or "A's" for absent. Your job verifying attendance for online courses is only to confirm that students are submitting assignments on a weekly basis.

b.        You must mark a student "S" for stopped attending *** if you identify that she/head has consecutively missed submitting assignments in Blackboard or Moodle during 1/8 of the term class (two weeks in a 16-week course or 1 week in a 8-week course) without contacting the instructor.

c.        Then you will identify the last "P" for that student (as the last day attended) and replace it with a "S". Note: Stopped attending students are not removed from your Blackboard or Moodle course. You may create an adaptive release rule to prevent students from submitting further assignments. Also, the attendance system does not send an automated email when a student is marked "S" in the roster.

d.        Lastly, in your attendance roster, certify attendance records by scrolling to the bottom of the page and putting a check in the box for the statement "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature." Then click on submit.

e.        If you don't have any stopped attending students, you still have to click the certification box (after verifying and comparing with your Grade Center in Blackboard) and submit.

f.        Look for the "Saved" text on the top of the screen to be sure that your attendance was recorded.

g.        Marking a student stopped attending in the attendance roster generates the last day attended by the student in the "Grading" website.

h.        It is your responsibility as instructor to communicate via email with the students who have been marked Stopped Attending to let them know of their change of status. Keep a copy of this email for your records. Sample email:

Dear Student,
Due to your lack of progress and participation in your XXX class, you have been marked stopped attending, and you cannot continue working on this course. Any possible assignment submissions after this email will not be graded and will not count towards your final grade.

*** Stopped attending is final unless the student can provide written documentation of some kind of extenuating circumstances.

2.       Hybrid (HY). Hybrid courses are a mixed delivery method using both an online component in CPCC's Blackboard or Moodle and a face-to-face component in a classroom or lab. Unlike fully online courses (with IN delivery method), attendance for hybrid courses (HY delivery method), needs to be manually entered by instructors because there is no connection between Blackboard or Moodle and the CPCC Attendance System. Students are expected to attend all face-to-face class meetings. Outline the attendance expectations for your hybrid course very clearly in your syllabus.

Recording Never Attended (NA) by the 10% Date:
Hybrid classes may or may not have a face-to-face meeting by the census date. Therefore, all hybrid courses must have an EVA assignment hosted in your Blackboard or Moodle shell to allow students to be counted present during the 10% census date period.

a.       The EVA must be set to be due (and available to students) until midnight on the census date.

b.       You will manually enter a "P" for each student on the exact date of their EVA submission.

c.      You will mark a student "NA", if, by the end of the day on the census date, the student has neither completed the EVA nor attended a face-to-face class during the 10% period. Either the submission of the EVA or a face-to-face attendance will count a student present.

d.       Lastly, in your attendance roster, certify attendance records by scrolling to the bottom of the page and putting a check in the "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature." Then click on submit.

e.       Look for the "Saved" text on the top of the screen to be sure that your attendance was recorded.

f.       As in any other delivery method, NA boxes close 48 clock hours after the census date. Refer to PP 5.11, the College prohibits a registered student from entering (attending the first time) a curriculum class after the 10% date.

g.       It is your responsibility as instructor to communicate via email with the NA students, to let them know that they have been removed from their class. Keep a copy of this email for your records.

Recording the Face-to-Face Portion of a hybrid course:
Attendance for the face-to-face portion of a hybrid class should be recorded following the same processes of a regular traditional (TR) class.
Attendance for the face-to-face sessions must be recorded every time you meet with your students.

a.       Circulate a sign-in sheet and record attendance at the end of each session. Keep a copy of the sign-in sheet for your records in case of a discrepancy.

b.       In your attendance roster enter:

A "P" for the students who attended the session.

A "T" for the students who were late to the class.

An "A" for the students who did not attend that session.

c.       Select the certification box (in lieu of your signature) and click submit.

d.       Look for the "Saved" text on the top of the screen to be sure that your attendance was recorded.

Recording the Online Portion of a hybrid course:
Attendance for the online portion of the class must be entered manually based on assignment submissions in Blackboard.

a.       Create at least one scholarly assignment per week in your Blackboard or Moodle course (third party vendor assignments are not valid for attendance purposes, even if they connect to the Grade Center).

b.       Once a week, open the Blackboard or Moodle Grade Center and the attendance roster of the course.

c.       Manually enter a "P" for each student who submitted the weekly assignment on the day it was submitted.

d.       Do not record anything for the students who did not submit any assignment. Just leave it blank.

e.       Select the certification box (in lieu of a signature) and click submit.

f.       Look for the "Saved" text on the top of the screen to be sure that your attendance was recorded.

Identifying and Recording a Stopped Attending Student in a hybrid course:
A student is considered Stopped Attending when she/he has consecutively missed all scheduled class/lab meetings and weekly assignments in Blackboard within a 12.5% or 1/8 of the total class meetings (approximately two weeks for a 16-week class or one week for an 8-week class), whichever is greater.

a.       In your attendance roster, locate the column containing the last date attended (the last "P" entered) for that student only.

b.       Use the drop down box and select the "S" (stopped attending code) for that date. ***

c.       After submission, all remaining attendance boxes will be removed from the roster.

d.       Put a check in the "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature."

e.       Click Submit. Marking a student stopped attending in the attendance roster generates the last day attended by the student in the "Grading" website.

f.       Look for the "Saved" text on the top of the screen to be sure that your attendance was recorded.

g.        g. Send an email informing the student that she/he has been marked Stopped Attending. Keep a copy of the email for your records. Sample email:

Dear Student,
Due to your lack of progress and participation in your XXX class, you have been marked stopped attending, and you cannot continue working on this course. Any possible assignment submissions after this email will not be graded and will not count towards your final grade.

*** Stopped attending is final unless the student can provide written documentation of some kind of extenuating circumstances.

3.       Work-Based Learning/Co-op (CP)- verify that each student has started his/her work experience on or before the 10% census date.

a.       Mark all students that have started their work experience on or before the 10% census date as

P (present) on the 10% census date.

b.      If a student has not started work on or before the 10% period, check the NA box. Refer to PP 5.11, the College prohibits a registered student from entering (attending for the first time) a curriculum class after the 10% date.

c.       No weekly attendance is required.

 

 

 

4.       Open Lab and Independent Study (IS) - verify student attendance by reviewing the "Seat-Time" documentation.

a.       Mark all students that have started or completed an assignment on or before the 10% census date as P (present) on the 10% census date.

b.      If a student has not started or completed an assignment on or before the 10% period, check the NA box.

Refer to PP 5.11, the College prohibits a registered student from entering (attending for the first time) a curriculum class after the 10% date.

c.       Continue to record attendance once per week.

 

How to Record Attendance in the CPCC Attendance System for Work-Based Learning/Co-op, Hybrid, Teleweb, Open Lab, Independent Study ONLY.

1.       Login to the CPCC Attendance System.

  1. Select My Attendance.
  2. Click on the Course Title. The Attendance Entry screen will appear.
  3. If any student(s) has never attended, follow steps 6, 7 and 8 to record "NA" never attended.
  4. To mark students "P" present, proceed to step 9.

10% census date

 

6.       To record "NA" never attending students:

a.       Check the NA box for any student(s) that has not attended/not completed the attendance verification requirements on or before the 10% census date. Attendance verification requirements are listed on page one.

b.      Scroll to the bottom of the page and put a check in the "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature."

c.       Click Submit. After submission, for that student only, all remaining attendance boxes will be removed.

d.      For each student that was marked NA, the system will automatically record WN (withdraw) in the grading system. This grade is final and cannot be changed unless the instructor submits an official electronic grade change request form.

e.      48 clock hours (not business hours) after the census date for the class has passed, the Attendance System will automatically

close access to the NA (Never Attended) box. In addition, the Attendance system will record any student with all "A" absent codes with NA (Never Attended) and award the student "WN" in the grading system. The following message will appear next to the "submit" box: The period for checking the NA box for this class has already passed.

*Please refer to Policy 5.11 for more information about prohibiting students from start attending a class after the 10% census date.

7.       Reselect the same course title and record the students that were "P" (present).

8.       Click Submit. This will update the CPCC Attendance System (shown), and the record WN in the Grade website.

9.       To record "P" present

a.       Locate the column containing the 10% census date, click the drop down window and select "P".

b.      A pop-up window will remind you that after clicking Submit, the system will automatically mark all blank student(s) with "P" thus documenting attendance/enrollment for these students.

c.       Click to close the pop-up box.

10.   Scroll to the bottom of the page and put a check in the "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature." ***

11.   Click Submit. This will update the CPCC Attendance System (shown).

12.   Return to My Attendance, click the course title, and verify that all students received the proper attendance code.

13.   With the exception of NA, at any time, you can return to the Attendance Entry site and undo or change the attendance codes by unchecking the box(es). Then click Submit.

14.   Congratulations, you have just finished recording attendance. You may either X out and close the Attendance site or return to the Attendance Menu page and continue documenting attendance for another course/section.



 

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How to Determine and Record if a Student Stopped Attending Class

The last date of attendance shall be determined for student(s) meeting one or more of the following criteria:

  1. A student who has consecutively missed all scheduled class/lab meetings within a 12.5% or 1/8 of the total class meetings (approximately two weeks for a 16-week class or one week for an 8-week class), whichever is greater, timeframe or has not participated as stated in the syllabus without contacting the college class instructor; or
    1. An online or hybrid course, a student who has consecutively missed submitting assignments in Blackboard or Moodle during 1/8 of the term class (two weeks in a 16 week course or 1 week in an 8 week course) without contacting the instructor.

 

How to Record if a Student Stopped Attending Class

  1. Login to the CPCC Attendance System.
  2. Select My Attendance.
  3. Click on the Course Title. The course Attendance Entry screen will appear.

4.       Locate the column containing the last date attended (the last P entered). For that student only

a.       Use the drop down box and select the "S" (stopped attending code) for that date,

b.      After submission, all remaining attendance boxes will be removed.

5.       Put a check in the "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature." ***

6.       Click Submit. This will update the last date attended to the Attendance System site, and the "Grading" website.

7.       Look for the "Saved" message on the top part of the screen to be sure that your attendance was recorded.

8.       If needed, at any time, you can undo or change the attendance codes by unchecking the box(es) and then click Submit.

9.       It is your responsibility as instructor to communicate via email with the students who have been marked Stopped Attending to let them know of their change of status. Keep a copy of this e-mail for your records. Sample email:

Dear Student,
Due to your lack of work progress and participation in your XXX class, you have been marked stopped attending, and you cannot continue working on this course. Any possible assignment submissions after this email will not be graded and will not count towards your final grade.

 

***Stopped attending is final unless the student can provide documentation of some kind of extenuating circumstances.

 

NOTE: The Attendance System does NOT automatically inform students that they have been marked Stopped Attending. Be sure to contact them to let them know that they are not allowed to continue in class and that no further work will be graded.

 

*** After you have checked the checkbox for "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature", a date/time stamp is recorded when you click Submit.

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All Classes
How to Record a Canceled Class Meeting for Inclement Weather, Emergency Closing or Instructor Absence

1.       Login to the CPCC Attendance System.

2.       Select My Attendance.

3.       Select the Course Title. The course Attendance Entry screen will appear.

4.       Click on the Class Name. A pop-up box will appear.

On January 11, the College was closed because of inclement weather. The missed class will be made up by students completing an online assignment.

5.       "Post a Comment" in the box:

a.       Type in the date and reason the class was canceled (Note: there is no spell check in the text field. Also, once you click "Post" this becomes a permanent record that contains your name and date, and cannot be modified or deleted. This post can be viewed by the instructor and administration.)

b.      Type how class time was made up (suggest that you verify with your department or accrediting agency).

                                                               i.      You cannot schedule a time before or after the class, or on another date, with the exception of classes that must meet program specific accrediting body requirements of lab or clinical hours.

                                                             ii.      You can give an out-of-class, library, or an online assignment. Online instructors may use a notation of "online assignment."

6.       Close the pop-up window and return back to the course Attendance Entry screen.

  1. Locate the column containing the class canceled date and then use the drop down window to select "X". A pop-up window will remind you that after clicking Submit, the system will automatically mark all blank student(s) with "X" canceled thus documenting attendance/enrollment for these students. Click to close the pop-up box.

8.       Put a check in the "I hereby certify that I am submitting this attendance information via electronic transmission in lieu of a signature."

9.       Click Submit. If you have any questions, contact ITS Support Desk at 704 330 5000.

 

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How to Select My Preferences
This feature allows you the change the way that your Attendance screen displays.

1.       Click on "My Preferences".

2.       Select your preferences.

3.       Click Save.

4.       If needed, at any time, you can undo or change your preferences.

NOTE: These preferences will retain to all your attendance rosters.

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How to Access My Reports

When clicked, a new window will display the attendance for that class along with all the P, A, T, X, and it will have a check in the NA boxes if recorded. You can print this out for your records.

How to Print Class Rosters

Class Roster
A class roster will have the following columns: Student ID, Name, Email, and Phone

1.       Click on "My Attendance".

2.       Find the class that you want to print.

3.       Click either HTML or Excel.

Printer Friendly Version (has the meeting dates, not applicable to Online or Hybrid)

1.       Login to the CPCC Attendance System.

2.       Click on "My Attendance".

3.       Click on the class that you want to print.

4.       Scroll down to the bottom of the page.

Click on the "Show Printer Ready version". This will open in a new window and will display all of the absence codes - A, P, T, X, S, or NA.
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How to Email Students

Send an email to the entire class (CPCC student email accounts). This feature is only available if you are logged on to Outlook. Not Recommended for CCE.

1.       Login to the CPCC Attendance System.

2.       Click on "My Attendance".

3.       Find the class that you want to Email.

4.       Click the "Email" link. This will open a new email with the class email list address in the To: field

How to Access Student Hyperlink Features

This feature allows you to:

·         Record note(s) about a student. (Note: there is no spell check in the text field. Also, once you click "Post" this becomes a permanent record that contains your name and date, and cannot be modified or deleted. This post can be viewed by the instructor and administration).

·         View a student Education Plan.

·         Email a student.

·         View a student phone number.

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