Important Note:

• Attendance sessions generate overnight on their start date, and are ready for marking that day.
  I.e. Future attendance sessions only appear on the morning of their scheduled date.

In this Section:

• Attendance Marking
  • Bulk Attendance Marking
  • Attendance Marking Functions
• Enrolment Attendance
  • Attendance Report
  • Email an Attendance Report

Attendance Marking

You can mark attendance sessions, in bulk, in two ways:

1. Flash marking
2. Bulk Attendance Marking

Note: The steps illustrated below can apply to the Class or Intake level.

Bulk Attendance Marking

Figure 1. Flash Marking

Select attendance sessions, and click the green “flash” icon to assign an Attendance Code to them.

Figure 2i. Bulk Attendance Marking

Select attendance sessions, and click the “Bulk Attendance Marking” button to assign an Attendance Code. This method is usually used to mark late attendance sessions and leave comments in bulk.

Figure 2ii. Late Attendance Marking and Comments

Attendance Code: (L) Late reveals a “Minutes Deducted” field, which is pre-populated and deducted from the calculation which results in the total attendance percentage. This method of bulk attendance marking also allows you to leave comments for multiple attendance sessions (orange).

Attendance Marking Functions

The following features are included in the Attendance tab, across all objects (Class, Intake and Enrolment).

Figure 3. Backfill Button

Use this button if you create an Enrolment after an attendance session has been created at the Intake or Class level.

Figure 4. Generate Button

Use this button if you wish to create an attendance session, and mark the session on the same day. You can find the “Generate” button if you edit a timetable or attendance session on the timetable tab of a Class, Intake or Enrolment.

Figure 5. Inverse Button

Once you have marked attendance, you will see that your selections will remain (i.e. checkboxes still ticked). Click the blue inverse icon to reverse your selections.

Figure 6. Switch Views

The Attendance Register on the Attendance tab of a Class, Intake or Enrolment, can be viewed by day, month, or expanded to view all sessions. Click the “Fullscreen” button to fit the grid to the size of your screen.

Enrolment Attendance

Marking attendance on an Enrolment works the same as that of the Class or Intake.

However, you can see specific attendance details such as Hours Present and Absent, which the Class and Intake Attendance tab does not feature.

Figure 7. Attendance Counts and Totals

The total hours present and absent are included on the Enrolment Attendance tab (purple), as opposed to the Class and Intake Attendance tab.
Note: To calculate the total attendance percentage, SELMA calculates the difference between the total session duration minutes and the total minutes the Student was marked present. Late minutes is also deducted in the calculation.

Enrolment Attendance Report

The Attendance Report uses a system default template. If you want this report customised, please reach out to SELMA Support.

Figure 8. Enrolment Attendance Tab | Export PDF or CSV

To generate a PDF or CSV file of the Student’s attendance report, click the “Attendance Report” button on the Enrolment Attendance tab.

Figure 9. Intake Attendance Tab | Export CSV

Export a CSV file of the Attendance view you are on.
Note: the screenshot example shows the Intake, but the same applies to Classes (day and week views, only).

Figure 10. Class Attendance Tab

Figure 11i. Attendance Report PDF Example

Figure 11ii. Attendance Report CSV Example

The Student’s timetable will be a combination of all Class, Intake and/or Ad-Hoc Enrolment sessions, if any.

In this Section:

• Create an Intake Timetable
  • Create a New Timetable Session
  • Create a Recurring Timetable Session
  • Editing Timetable Sessions
• Create an Attendance Register
• Create a Class Timetable
  • Linking Components to a Class Session
• Create an Enrolment Timetable

Create an Intake Timetable

Intake timetables suit short courses where all students join simultaneously, share a single teacher/tutor, or study one subject. For more complex scenarios, such as multiple classes per subject or multiple teachers, use Class timetabling (common in Higher Education).

Figure 1. Navigate to the Timetable Tab

On a select Intake, navigate to the Timetable tab, and click the “<<” arrow to jump to the beginning of the timetable.
Note: Available calendar dates begin from the Intake Start Date and end on the Intake End Date.

Create a New Timetable Session

Figure 2. Click and Drag to Add a Session

To create an Timetable session, click over a start time on an available day, and drag your mouse to the end time.

Figure 2ii. Provide Required Details and Save

Fill in the required details, as indicated by red asterisks, and click the blue “Save” button. The Date and Start and End time of the session will be auto-populated, as per your calendar selection, and the Campus will default to that of the Intake.
Note: The purple “Generate” button is greyed out as your session will generate overnight, automatically. However, it will be enabled after you save the session, should you need to generate an attendance register on the same day that you create a timetable session.

Create a Recurring Timetable Session

There are two ways to create a recurring session:

1. Specifying the frequency by End-Date
2. Specifying the frequency by Number

Note: If you specify both ways, whichever of the two that comes first is applied to the timetable session.

Figure 3. Click and Drag to Add a Session

To create a recurring timetable session, change to a monthly view (purple), and click and drag over a time area on a select day.
Note: The monthly view will allow you to see the recurring sessions best when you’ve created them.

Figure 4i. Specify Frequency By End-Date

Figure 4ii. Specify Frequency By Number

Editing Timetable Sessions

Figure 5. Edit and Delete Timetable Sessions

Edit individual timetable sessions (yellow), or a series of recurring timetable sessions (pink).
Click and hold a session to reveal the “Delete” area, where you will need to drag the session to for deletion.

Create an Attendance Register

Once a timetable session is created, attendance registers are created for marking, automatically, on Enrolments of the associated Intake.

Note: If you create a timetable session and you need to mark attendance on the same day, you can edit the session, and click on the purple “Generate” button to create the attendance register, immediately.

Figure 6i. Edit a Session

On the timetable session editing screen, click the purple “Generate” button.

Figure 6ii. Confirmation Message

The pop-up message confirms that the Attendance register has been generated successfully.

Figure 7. Navigate to the Attendance Tab

Navigate to the Intake Attendance tab, and click the “All Sessions View” (red) to see the attendance register. Please refer to Attendance – Marking Attendance in this resource for more.

Create a Class Timetable

Class timetables are typically used for:

• Higher Education Students – Students attend multiple classes – usually a class per subject.

• Apprentices in Block Courses – Apprentices who belong to different intakes might be grouped into a single class for a “Block Course”, or a campus-based training period.

To create a Class timetable, follow the exact steps as those for the Intake, above.

Linking Components to a Class Session

Components can be subjects which you can link to timetable sessions. Though this can be done on both the Class and Intake level, it has more relevance on the Class level, for Higher Education students.

Note: Timetable sessions can be colour-coordinated by Component. To do this, set-up the colours at the Component level from the Curriculum Index.

Figure 8i. Link Components to the Class

On the Class tab of the Class profile page, select the Components you want to link to the Class.

Figure 8ii. Select Session Components

Select from the drop-down list of Class Components you have linked to the Class.

Create an Enrolment Timetable

Timetable sessions can be created at the Enrolment level, when Students require private 1:1 training or tutoring sessions.

Note: You will not be able to edit timetable sessions which have been set-up at the Class or Intake level.

Figure 9. Ad-Hoc an Enrolment Timetable Session

Navigate to the Enrolment Timetable tab, and create a new timetable session by clicking and dragging your mouse over a time period, on an available day.

Figure 10. Generate an Attendance Register

Click the purple “Generate” button to create an attendance register for marking on the Attendance tab.
Please refer to Attendance – Marking Attendance in this resource for more.