Systems for Student Attendance Monitoring
In order to assist departments with monitoring student attendance, the University has developed three systems which departments can utilize for recording student attendance along with an associated Reporting Facility. These are all briefly described below.
CMIS Registers
A 'Registers' module for the existing CMIS Timetabling software used by all Departments is now available. If student data in CMIS has been attached to Modules and Sub-Groups within CMIS, then CMIS can be used to produce a register listing all of the students attending a particular scheduled session/event. Printed paper registers can be produced, if required, to take to sessions for students to sign up against. Staff will also be able to access an online register which they can either complete directly during a session or complete later by logging who has signed the paper register. CMIS Registers will be particularly suitable for use where classes/sessions of small to medium size numbers of students are being delivered.
1 to 1 Meeting Facility
A web-based facility for staff to record 1 to 1 meetings/interactions with individual students is available. This facility is linked to the central student record system and is accessible via MUSE (see the "CIES Student, CIES Staff and Student Attendance Monitoring" channel on the Staff Applications MUSE tab) and via individual CIES Student Profiles. This facility will be particularly useful for recording PGR supervisory meetings, and Personal or Academic Tutorial meetings, etc.
In order to record meetings with students using the 1 to 1 Meeting Facility you have to be 'linked' within the Corporate Information System (CIS) to the relevant student records. Please contact your Departmental Student Attendance Monitoring contact or Departmental Administrator if you find any links are not already set up when you use the Facility.
Departmental Upload Facility
Some departments with robust systems (web-based systems, databases, spreadsheets) for capturing and recording student attendance data may wish to continue using these rather than switching to using CMIS Registers and the 1 to 1 Facility provided. It has been agreed that such departments will be required to upload attendance data in a standard format and at defined intervals from their system onto CIS. This is so that the data can be made available along with other departments' data captured via the University systems described above. This will be of particular assistance to providing a fuller picture of student attendance for dual degree partner departments and departments with students taking approved/unrestricted modules in other departments. Data uploads can be done either via Excel spreadsheet format or via CSV File format.
Reporting Facility
A web-based Reporting facility has been developed for use by Departments to assist in reviewing student attendance data and identifying students whose attendance records are starting to give cause for concern. The Reporting facility will pull in all the attendance data recorded in the CMIS Registers, in the 1 to 1 Meetings Facility and from Departmental Uploads to CIS, to give a comprehensive view of student attendance. This facility is linked to the CIS student record system and is accessible via MUSE (see the "CIES Student, CIES Staff and Student Attendance Monitoring" channel on the Staff Applications MUSE tab)
Access to Systems
All staff who have access to the Corporate Information Enquiry System (CIES) will automatically have access to the 1 to 1 Meeting Facility and the Reporting Facility. If you do not have access to CIES you will need to be set up as an authorised user via a Registration process.
Contacts for Queries
Use of CMIS Registers
Cliff Alcock, Teaching Space Manager - CICS (c.alcock@sheffield.ac.uk, Ext. 23194)
Use of 1 to 1 Meetings Facility, Departmental Upload System or Reporting Facility
Andrew Stainforth - CICS (a.stainforth@sheffield.ac.uk, Ext. 21115) OR
CICS Helpdesk (helpdesk@sheffield.ac.uk, Ext. 21111)