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), Co-op (CP), Open Lab, Independent Study (IS), Hybrid (HY), Television (TV) and TeleWeb (TW) Classes

All Classes
Page 6 - How to 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 attendance every time the class meets throughout the entire semester and record attendance once per week in the CPCC Attendance System. 

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.

 

10% census date

 

5.       Use the drop down box and record only “A” absent or optional “T” tardy for the student(s) that 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.       Return to My Attendance, click the course title, and verify that all students received the proper attendance code.

9.       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 hours after the census date for the class has passed.

10.   Congratulations, you have just finished taking 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.

11.   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

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

4.       Change all “A, P, T, or S” attendance codes for that student to blank. Otherwise an error message will pop-up, and will block you from changing the code.

5.       Put a check in the NA box for that student.

6.       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.

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

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

9.      48 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.

 

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How to Record Attendance for Non Traditional: Online (IN), Co-op (CP), Open Lab, Independent Study (IS), Hybrid (HY), Television (TV) and TeleWeb (TW) Classes

On the 10% census date, verify student attendance and then mark each student either NA for never attended, or P for present. After the 10% census date, to ensure student success and engagement, faculty are requested to record attendance once per week in the CPCC Attendance System.

How to Verify Student Attendance; refer to specific directions listed below.

1.       Online (IN) - Effective Fall 2013, 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.

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 deadline cannot continue in the course and will receive a WN (Withdrawn – Never Attended) at the end of the term. Students 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 up-to-date instructions on creating and using an EVA, along with FAQs and tutorial videos on the eLearning Community – EVA website at https://www.cpcc.edu/elearningcommunity/eva

d.      Require all of your students to complete the EVA on or before the 10% census date for your class.

e.      Tell them: Do the EVA first. Implementing Adaptive Release is highly recommended.

f.        If students have completed the EVA, a “P” will show in the attendance system.

g.       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. Remember that the NA box will be closed 48 hours  after the census date of all courses.

h.      All online courses must include a weekly activity or assignment in Blackboard or Moodle, (not from a third-party vendor site), linked to the grade center. When students submit these activities, the information will be transferred to the attendance system.

i.        Each week, it is imperative that you verify that attendance information for each student is accurate. Instructors are responsible for the accuracy of this information. 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.” 

j.        If a student stops attending class (no activity for two weeks in a 16-week course or the equivalent in a shorter-term course), record an “S” in the attendance system.

**Complete directions for creating and using an EVA, along with FAQ’s and tutorial videos are located on the eLearning Community – EVA website at https://www.cpcc.edu/elearningcommunity/eva

2.       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.

 

 

 

3.       Hybrid (HY) and Teleweb (TW) – verify student attendance as stated in the syllabus.

a.       Mark all students that have attended 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 attended 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.


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.

 

5.       Television (TV) – verify that each student has started or completed an assignment on or before the 10% census date.

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 Co-op, Hybrid, Teleweb, Open Lab, Independent Study, Television 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 can not be changed unless the instructor submits an official electronic grade change request form.

e.      48 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 exeption 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 Record and Determine 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 missed all scheduled class/lab meetings within a 12.5% or approximately two-week (whichever is greater) timeframe or has not participated as stated in the syllabus without contacting

the college class instructor; or

  1. An online, hybrid, television or Teleweb student who has not participated as stated in the syllabus and/or not completed a required class assignment (EVA) within a two-week period; or

3.       A student who has missed a minimum of one-eighth of a short term class (including summer term classes) 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. 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.       If needed, at any time, you can undo or change the attendance codes by unchecking the box(es) and then click Submit. 

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

 

*** 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.

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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 absent 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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