TABLE OF CONTENTS

Attendance


There are two types of attendance logging: Class Schedule and Attendance Log. 

Class Schedule — is the main attendance type with a class schedule and the attendance is logged for every class.

Attendance Log — is the attendance logged for each student individually without a schedule.


Class Schedule


In this case, the classes are planned in advance, and then the students get their attendance logged.

Class Schedule is available for the following:

  • Common class in didactic, clinical, and prerequisite courses
  • Clinical rotations
  • Outside hours
  • Mandatory alternative hours


Follow the steps below to set up a class schedule:

  1. Open the Group “Name”: Education Group Details page.
  2. Click the Class Schedule item in the Actions drop-down menu of the corresponding course.
  3. On the next page, Class Schedule, enter the required information about the class in the Add Attendance Class panel:
    • Class Type — select one of three types (Class Hours – hours in the School; Outside Hours – hours acquired outside of the school, only for didactic; Mandatory Alternative Hours – mandatory additional hours)
      Note: Only the options configured in the course are available.
    • Date 
    • Time 
    • Duration 
    • Repeats — if classes are repeated regularly (e.g., once a month or on certain weekdays), this field will help to schedule all the repeated classes in bulk:


  4. Click the Add button.

  5. Add the other fields the same way.

    Note: Total Scheduled Hours and its components should equal Total Required Hours in Course. If they are not equal, the field will be highlighted in red and you will see a tooltip with details. 

Do the following to log attendance in a class schedule:

  1. Open the Group “Name”: Attendance page.
  2. Select the classes you want to log attendance for in the Students Attendance panel and click the Edit button:



  3. This will open the Edit Students Attendance page. Log the attendance for the selected classes and click the Save button.
    Attendance can be of the following types:
    • P (Present) — the student attended the class
    • A (Absent) — the student was absent (you can define the reason as Excused/Unexcused)
    • L (Late) — the student was late for the class
    • PM (Past Made-up) — the student missed the class but worked it off afterward:


Attendance Log


In this case, the hours are logged for each student individually after the student had actually attended the class.

The attendance log is available for:

  • Clinical rotations
  • Outside hours
  • Mandatory alternative hours


Add attendance to the attendance log by doing the following:

  1. Open the Clinical Group “Name”: Attendance Log page.
  2. Select Add Clinical Hours in the Actions drop-down menu:



  3.  Add the student’s attendance in the Add Hours to Students panel on the Add Row to Attendance Log page.
    • Date — attendance date
    • Hours — attendance hours number
      Note: Hours = Time Out - Time In - Break
    • Time In — class start
    • Break — break duration
    • Time Out — class end
    • Comment:



  4. Click the Add button.


You can set the attendance type for clinical rotations on the Add Clinical Rotation page. Select either Attendance Log or Class Schedule in the Attendance Type field:



Further attendance type configuration requires adding students to the clinical rotation.


If a student’s status is NOT STARTED, DROPPED, LOA, or COMPLETED, the attendance can be logged\changed only by the users with the corresponding permissions. If a user has the permission, the user will see a warning that may be ignored by clicking the Save button:



Grades


Letter Grades


Letter Grades — is a widely accepted grading system.

Grade letters, also called letter grades, are symbols used to represent a range of grades. For example, “A” could be used to represent grades of 80% and above, “B” to represent grades between 70 and 80%, “C” to represent grades between 50 and 70%, and so on.  More information can be found here: https://en.wikipedia.org/wiki/Academic_grading_in_the_United_States.


If Transcript Final Grade type is set to Letter Grade instead of Pass/Fail, such course must have letter grades configured.

Configure letter grades by doing the following:

  1. Open the Group “Name”: Education Group Details page.
  2. Click the Letter Grades item in the Actions drop-down menu in the corresponding course row.
  3. You will see the Grading: Letter Grades page. Enter the maximum limit values for B, C, D, and F letter grades in the Letter Grades panel. The other values will be set automatically:


            4. Click the Save button.


Grade Components


Grade Components — are the parts that a course is divided into and graded. For each part, the maximum possible points number (Max Point) is defined.

Grade components can be configured in the following way:

  1. Open the Group “Name”: Education Group Details page.

  2. Click the Grade Components item in the Actions drop-down menu in the corresponding course row.

  3. You will see the Grading: Grade Components page. Click the Add Components button:



  4. You will see the Grading: Add Component page. Enter the grade component information.
    • Name
    • Type of Grading — select Points, Percent, or Pass/Fail
      Note: Grading calculation depends on that type.
    • Max Points — maximum possible points
    • Count -— subcomponents number
    • Subcomponents Type — subcomponents grade type.
      Note: The subcomponent type may differ from the component type:
  5. Click the Add button.
  6. Configure the subcomponents in the Add Subcomponents to Component panel:
    • Title
    • Max Points/Percent — maximum possible points
    • Omit Count — the number of omitted lowest grades in total grade calculation. E.g., if a student gets 10/10, 10/10, and 1/10 grades in subcomponents with Omit Count = 1, the lowest grade 1 will be excluded from the calculation:

  7. Click the Add button.
  8. Configure the rest of the grade components the same way.


Enter Grades


Student grades can be entered in the following way:

  1. Open the Group “Name”: Education Group Details page.
  2. Click the View or Record Grades item in the Actions drop-down menu of the corresponding course row.
  3. You will see the Grading: View or Record Grades page. Enter the grades in the corresponding grade components:



  4. Click the Save button.

If the Is Final Grade checkbox is checked, that means the course is completed. The grades and the attendance for this course can not be changed anymore: 




Some users can uncheck Is Final Grade if they have the corresponding permission. 


Absence Reduction


Absence Reduction can apply to Current Grade and Current Grade is reduced by that %. Absence Reduction also influences the grades that were not overridden from Edit Grades.


An instructor enters a certain percent to Absence Reduction if a student skipped several classes.


The Absence Reduction field allows entering a percent for reducing the Current Grade:





Edit Final Grade 


If for some reason the final grade of a student needs to be changed, it can be done manually on the Grading Edit Grade page using the Edit Final Grade item in the Actions drop-down menu of a course:



The final grade can be manually overridden on the Edit Grade page, and it requires to describe the reason for the grade change:



On the student’s View or Record Grades page you can see a note with the reason for the grade change and who changed it:


The final grade can be also changed if the student has got remediation. It is defined on the Grading: Remediation page. 

Remediation — is the grade after remediation. All students without a passing grade in any course are sent to remediation: 



Remediation is added to the total grade number for all components, and that is how the Final Grade is calculated. 
The limitations for the students in the Remediation Table:
  • If a student already has Is Final Grade set and the student needs remediation, the Is Final Grade checkbox must be unchecked first. The grade needs to be finalized after setting Remediation.
  • Remediation should be greater than Final Grade.
  • Remediation is allowed for any grade in a clinical rotation. In didactic courses, you can set the lowest grade that will require remediation. 

You can set Remediation for a student as a percent grade on the Grading: Remediation page: 



The grades of the students in the inactive stages (NOT STARTED, DROPPED, LOA, COMPLETED) are not allowed to be set/changed.  The grades can be changed only by the users that have the required permissions.