ATT - Self Registration Tab (SU)
Attendance Self Registration (ASR) Overview
The Attendance Self Registration portal is a TASS.web application that students can use to register when:
They are late for school.
They leave school early.
They leave school for part of the day.
The school can define the options available to students when using the system.
For example, you may want students to register when they are late for school but not an early departure.
The portal is designed to work with a touch screen and a magnetic swipe card reader. A docket printer can also be used to generate:
A late slip for students who arrive late. Click here to download an example.
A leave pass for students leaving school. Click here to download an example.
A returning slip for students who leave school and return later in the day. Click here to download an example.
To use an ID card reader, ID chip reader, barcode scanner or alternative input device, student identification cards/chips/barcodes must be configured to use the 'Student Code' or 'Alternate ID' fields as the ID value for each student.
The process for a student using the ASR system is as follows:
The student will be initially prompted to swipe their ID card to authenticate. Alternatively, if the student does not have their ID card present, they can elect to authenticate using their school username and password instead.
Once authenticated, the system will display the student's basic details and prompt the student to select whether they are arriving late, leaving school or returning to school.
Continue by clicking 'Next'.The next screen will prompt the student to select the 'Reason' for the attendance record. The reasons that are displayed in the ASR portal are set up by the school in TASS.web program Student Admin > Attendance > Setup Information > Attendance Setup on the 'Absentee Reasons' tab.
Some reasons can be configured to request further information from the student, e.g. If you allow a generic reason of 'Other' to be available, then you may want the student to type in more details of why they were late.
The ASR portal will then display the details of the attendance entry they have entered for confirmation. The system provides the options to 'Change', 'Cancel' or 'Confirm'.
For students recording a late entry to school or returning to school after being absent for part of the day, the student's timetable for the current day will be displayed. The timetable period that the student should now go to, will be highlighted.
Once confirmed by the student, the ASR portal will process the attendance entry and insert or update records in the TASS.web database based on the following possible scenarios:
Where a 'Late for School' Is Recorded
A student processes a 'Late for School' entry through the ASR program and there are currently no existing attendance records for that student for the current day (e.g. The student arrives late, but this is prior to the student's teacher submitting their rollcall).
The system will process the attendance record by inserting a 'Late for School' record into the TASS.web database using the information provided by the student.
If a teacher then subsequently processes an 'Absent from School' using Staff Kiosk Class Rollcall (before the student arrives to class), the teacher will be notified by Staff Kiosk as they submit their roll.
When enabled, the system will send an automated email to Teacher once the student has confirmed they are 'Late For School' via the ASR portal. See section 'ASR Late For School' below.
A student processes a 'Late for School' entry through the ASR program and there is currently an 'Absent from School' attendance record for that student for the current day (e.g. The student arrives late, and is after the student's teacher has submitted their roll call).
The system will process the attendance record by updating the existing 'Absent from School' record to a 'Late for School' record using the information provided by the student and set the arrival time as being the time the student completed his/her attendance entry.A student processes a 'Late for School' entry through the ASR program and there is already a 'Late for School' attendance record for that student for the current day (e.g. The student arrives late, however, the parent has already contacted the school earlier in the morning to advise an approximate time of arrival).
The system will update the existing 'Late for School' record to reflect the more accurate time of when the student arrived. The reason that is entered by the student will also be stored against the record.A student processes a 'Late for School' entry through the ASR program and there is already an attendance record that conflicts with a 'Late for School' entry (Excluding 'Absent from School' and 'Late for School'), e.g. The student arrives at 11:00 am, however, there is already an 'Early Departure' record for the same day departing at 10:30 am.
The system will stop the registration process for that student, and request that they report to a school administrator.
The system also provides the reason the attendance record cannot be entered.
A student processes a 'Late for School' entry through the ASR program but the student has already been late for the allowable number of times over the specified time period (e.g. The student arrives late for the 5th time over 10 days).
The system will stop the registration process for that student, and request that they report to a school administrator.
Where a 'Departure' Is Recorded
A student processes a 'Departure' entry through the ASR program and there are currently no existing attendance records for that student for the current day.
The system will process the attendance record by inserting an 'Early Departure' record into the TASS.web database using the information provided by the student.A student processes a 'Departure' entry through the ASR program and there is already an 'Absent for Morning' or 'Late for School' attendance record.
The system will process the attendance record by creating an 'Early Departure' record. This is providing that the student's time of departure is after the time of arrival in the existing 'Absent for Morning' or 'Late for School' attendance record. For example, the school has already recorded that the student will be 'Absent for Morning' and arriving at 11:00 am. The student subsequently attempts to record a departure at 10:30 am. The system will stop the registration process for that student, and request that they report to a school administrator.A student processes a 'Departure' entry through the ASR program and there is already an 'Absent for Afternoon' attendance record.
The system will stop the registration process for that student, and request that they report to a school administrator.A student processes a 'Departure' entry through the ASR program and there is already an 'Absent for Lesson' attendance record.
The system will process the attendance record by creating an 'Early Departure' record. This is providing that the student's time of departure does not fall within the timetabled period that the student has been marked 'Absent form Lesson'. For example, the school has already recorded that the student was 'Absent for Lesson' during Period 3 which starts at 10:30 am and ends at 11:30 am. The student subsequently records a departure at 11:00 am. The system will stop the registration process for that student, and request that they report to a school administrator.A student processes a 'Departure' entry through the ASR program and there is already an 'Early Departure' attendance record, for that student for the current day. For example, the school has already recorded that the student will be departing early and the student subsequently records their departure through ASR.
The student will not be able to register that they have left before the time recorded in the existing 'Early Departure' record. For example, if the school has already recorded that the student is allowed to leave at 11:00 am; the student cannot use the system to register their departure before 11:00 am.
The student will be able to register that they have left after the time recorded in the existing 'Early Departure' record. For example, the school has already recorded that the student is allowed to leave at 11:00 AM; the student processes their departure at 11:30 am. The system will update the existing 'Departure Time' to 11:30 am.
A student processes a 'Departure' entry through the ASR program and there is already an existing 'Part Day' attendance record. For example, the student has already left school grounds and returned once today and is now leaving again.
The system will process the attendance record by inserting an 'Early Departure' record into the TASS.web database using the information provided by the student.A student processes a 'Departure' entry through the ASR program and there is already an existing attendance record that is a non-standard attendance type.
A non-standard attendance type is one that is not mapped to one of the 7 standard Attendance Types in TASS.web program Student Admin > Attendance > Setup Information > Attendance Setup on the 'General' tab.
The system will check if departures are allowed when a non-standard attendance type record exists and will either allow or stop the registration process for that student.
Where a Student Is 'Returning' to School
The 'Returning' function will only be available when an 'Early Departure' attendance record exists for that student for the current day. For example, the student has recorded that they have left the school using the ASR program and they now want to record that they are back at school.
The system will process the attendance record by updating the existing 'Early Departure' record to 'Absent Part Day'. It will set the 'Time Departed' to the time logged with the 'Early Departure' record and the 'Time Arrived' to the time the student completed his/her returning attendance entry. If the student has made an error in an entry they have made, they can repeat the process again with the correct details, and the initial entry will then be updated to reflect the latter entry.
Student Check In / Out (SCIO) Overview
The Student Check In / Out portal is a TASS.web application that students can use to register their arrival before their first rollcall period of the day or after their last rollcall period of the day.
Students can check in and out using a barcode scanner, chip reader, card reader, or alternative input device connected to the computer logged into the Self Registration system.
Students cannot use Usernames and Passwords to access the Student Check In / Out portal.
Students can check in before their first rollcall period of the day.
Students can check out after their last rollcall period of the day.
If students attempt to check in or out during a timetabled rollcall period, users will be redirected to sign in/out via the Attendance Self Registration (ASR).
The Student Check In / Out status of each student can be reviewed in the following Staff Kiosk program:
Rollcall > Class Rollcall
Listings > Student Check In / Out List
For more information on SCIO, refer to How to Setup the Student Check In / Out Portal (SCIO).
Self Registration Tab
The 'Self Registration' tab is used to configure the 'Attendance Self Registration' (ASR) and ‘Student Check In / Out’ (SCIO) portals.
For more information on ASR, refer to How to Setup Attendance Self Registration (ASR).
For more information on SCIO, refer to How to Setup the Student Check In / Out Portal (SCIO).
Fields that require detailed information | |
|---|---|
Enable Late for School | Tick this option to enable the ASR portal and allow students to record when they are late for school using the ASR portal. |
Enable Early Departure and Absent Part Day | Tick this option to allow students to record an early departure from school, or when they are returning to school after being absent part of the day using the ASR portal. |
Enable Student Check In / Out | Tick this option to allow students to register their arrival on campus before their first rollcall period of the day or after their last rollcall period of the day using the Student Check In / Out Portal (SCIO). |
Allow Departures when student has non-standard attendance types | Tick this option to allow students to record an early departure when a non-standard attendance type exists for the current day. A non-standard attendance type is one that is not mapped to one of the 7 standard Attendance Types in program Student Admin > Attendance > Setup Information > Attendance Setup on the 'General' tab. |
Self Registration Password | This is the Administration password that will be requested when the ASR is accessed for the first time each day. This password should be changed regularly. |
Student Identifier for ASR Logon | Use this field to indicate whether the card value (used to identify each student) on student identification cards is the students' 'Student Code' or 'Alternate ID'. Where student identification cards are not used, students can log in manually using an LDAP username and password. This will be the students' LDAP username and password set up in TASS.web program System Admin > Users > LDAP/SAML Maintenance. If you are using LDAP mappings for student passwords, you must limit the size of the passwords to 18 characters. If passwords are longer than 18 characters, then students will not be able to log into Self Registration Portal. |
Tolerance for next Period (Minutes) | The tolerance is used by the system to determine whether the student should proceed directly to their current class or their next class. If the student's current class finishes within the tolerance time, then they will be directed to their next class. |
Allowable LFS within Time Period and LFS Time Period (Days) | These fields are used in combination with each other. If an attendance entered by a student will exceed the allowable quantity of 'Late to School' entries within the time period, then the system will not allow the student to self register their attendance. Instead, the student will be directed to register their attendance with a school officer. |
Docket Printer | This is where you define the docket printer(s) that are to be used for generating the late slips. The drop-down list will display the valid printers that have been set up using TASS.web program System Admin > Utilities > Printer Definitions. The system also caters for multiple ASR Terminals. Each terminal can have its' own associated docket printer. Examples of this could include:
If your school has set up multiple ASR terminals and docket printers, leave this field blank. When the ASR system is logged in, the user will be directed to a second screen where he/she will be able to nominate the docket printer that belongs to the terminal. |
Email details of failed login attempts | If this option is checked, an email will be sent automatically to the Attendance contact email address (as specified within the 'Contact Info' tab) whenever a failed attempt is made to access the 'Attendance Self Registration' portal. The email message will read: A failed attempt to log into TASS.web Attendance Self Registration was made at 01:45 pm on 02/06/2010 from IP address x.x.x.x. |
Email attendance confirmation to students | If this option is checked, an automated confirmation email will be sent to the student's email account whenever they register themselves as 'Late for School'. The email message will read: This message is to confirm that you used the Attendance Self Registration system today to enter an attendance record. The details of the attendance record are:
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ASR Late For School Triggered Email
A predefined system email template 'ASR Late For School Registration' exists which, once enabled, will automatically trigger an email to the teacher of the class the student should be attending, once they have registered their late arrival (via the ASR portal).
System Email Templates are located in TASS.web program System Admin > Utilities > Email Settings on the 'System Email Templates' tab.