Attendance Reporting Guide

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Attendance Reporting Guide

Use the Attendance Reporting feature to:

confirm initial attendance for all students. You must confirm attendance for every section with enrollment. Even if all students in a section are attending, you need to call up the section and click the [Submit] button at the bottom of each roster page.
record never-attended and stopped-attending dates. Do this when you confirm initial attendance or later as students' attendance status changes.
amend never-attended and stopped attending dates. Do this as needed initial through grading.

Refer to step 6 for detailed instructions.

Click on the “Faculty” tab after you login to the Spectrum portal (http://spectrum.memphis.edu).

Tabs

Expand the folders in the "Banner Self-Service" channel until you see "Attendance Reporting" under "Faculty and Advisors."

You will be asked to select a term. Select the desired term and click the [Submit] button.

Select Term

Next, you will be asked to select a CRN, that is a specific course and section, from the drop-down list. Click the [Submit] button.

Note:
The drop-down list uses only the course title and CRN. Once you reach the actual Attendance Reporting screen for the section, you will see the Course ID and section number for the CRN you selected (ex: ACAD 1100 012).

Select CRN

You should now be on the actual Attendance Reporting screen for the selected class. Please note the drop-down box that appears in the Attendance column for each student:

Attendance Reporting dropdown box

You will use only three of these values in your attendance reporting:


Y	The student is attending. This is the default value. If you are not sure if the student is attending, you should leave this as Y; you can change the indicator to N or S later in the semester if necessary.
N	The student has never attended (see Never-Attended Reporting below).
S	The student stopped attending (see Stopped-Attending Date below).

An apparent fourth option appears, but never select it:


Not Reported	DO NOT USE. Although the option can be selected, it exists for other schools using the Faculty Self Service product. We do not use it at the U of M.

Record your attendance information.

Initial Attendance Reporting (Required for all of your CRNs)
You will receive a notice from the Registrar early in the part of term (session), instructing you to confirm initial attendance. You must do this for each section with enrollment.

Call up each section individually. Even if all of the students listed on the page are attending, you must scroll to the bottom of the page and click the [Submit] button for that page. This confirms that the students are attending. Once you click [Submit], the last three columns for Attending students should appear as follows:

Attending

If you do not click [Submit], these students will see "Not Reported" on their Attendance Reporting screens and will begin calling you. If all students in the section are attending, you must click [Submit] at the bottom of each roster screen.

Note: Self Service displays a maximum of 25 students on each screen. Make sure that you are aware of and check each screen. Just above the [Submit] button, you should see "Record Sets: 1 - 25 26 – xx...," if the section has more than 25 students enrolled. If, so click on the link to the next page.

Never-Attended Reporting
If the student has never attended, select "N" for that student. Do not enter a date; a date before the first day of semester classes will automatically be entered into the "Last Attend Date" column once you click [Submit] for the page. Once you click [Submit], the last three columns for a Never-Attended student should appear as follows:

Never Attended

When you have finished reporting attendance for a class, click the [Submit] button at the bottom of the last screen. You can now select another CRN; see step 7.

Stopped-Attending Dates
If the student stops attending, select "S" for that student. Then enter a stopped-attending date in the Last Date Attend column. Once you click [Submit], the last three columns for a Stopped-Attending student should appear as follows:

Stopped Attending

Please note these rules about entering dates:

Enter your date in this format: MM/DD/YYYY. You must enter the slashes, and you must enter leading zeros for the day and month when needed. For example, enter "09/26/2007" for September 26, 2007.
You cannot enter a future date: that is, you cannot enter a date in advance of today's date.
You cannot enter a date prior to the beginning of the term. This would mean the student never attended; if this is the case, then record him or her as never-attended (N) rather than stopped-attending.

Please note the following about recording stopped-attending dates:

You may enter stopped-attending dates at any time during the term.
If the student is to receive a final grade of F or U, you SHOULD enter a stopped-attending date if the grade is a result of the student's having stopped attending.

When you have finished reporting attendance for a class, click the [Submit] button at the bottom of the last screen. You can now select another CRN; see step 7.

"Not Reported" Students
If the words "Not Reported" appear in the Attendance Confirmation Date column for a student, then you have not successfully reported the student's attendance. A date must appear in this column for every student in every one of your classes. Occasionally, you may see a student show as "Not Reported" even though you earlier reported that class's attendance:

Missed student

Most likely, the student added the class after you initially reported attendance; you will have to correct the problem. Click [Submit] if the student is attending; or select N and click [Submit]; or select S, enter a Last Attend Date, and click [Submit].

Students with a Withdrawn Status
If the student has a final grade of W, you may enter N for never-attended, but you may not enter a Last Attend Date.

Error Messages
When you click [Submit], you will receive either a message telling you that your changes have been successfully submitted, or this message telling you that one or more of the records on the page have errors: At least one student record is in error. Please review errors below.

Records with errors will be marked with an asterisk (*) to the right of the Attendance Confirmation Date column. The actual error message(s) will be listed below the record in error. Correct any errors and click [Submit] again.

Warning Message

Please submit attendance often. There is a 60 minute time limit starting at hh:mm on Mmm DD for this page.

The first part of this system-delivered message is confusing. You are NOT being instructed to report attendance on a daily or weekly basis. (The Registrar will notify you when you are to report attendance.) Rather, you are being encouraged to click [Submit] regularly once you start an attendance reporting session. In other words, don't leave your terminal and go to lunch or a meeting with a session still open: you could lose all the changes you made after the last [Submit]. (Incidentally, with each [Submit], your 60-minute time limit is restarted, so you should have ample time to report all of your sections.)

	Possible Error Messages
	Error messages appear under the record in error and must be corrected. They will disappear once you submit acceptable changes.
	Future dates are not permitted. Please enter a Last Date of Attendance within term, no later than today. Enter a stopped-attending date that is equal to today's date or an earlier date within the semester.
	If the student has stopped attending, a Last Date of Attendance is required. Last Date of Attendance is not permitted when Attendance Indicator = Y. Either you left the Attendance Indicator at Y and tried to enter a stopped-attending date, or you changed the indicator to S but failed to enter a stopped-attending date. To indicate that a student has stopped attending, you must set the indicator to S and enter a semester date equal to today's date or earlier.
	Last Date of Attendance cannot be earlier than the first day of classes. To indicate that a student has stopped attending, you must set the indicator to S and enter a semester date equal to today's date or earlier. If the student has never attended, set the indicator to N and leave the date blank. A date prior to the first day of classes will automatically be generated after you click [Submit] .
	You entered a date in an invalid date format. A stopped-attending date must be entered in this format: MM/DD/YYYY. MM = 2 digits from 01-12; DD = 2 digits from 01-31; YYYY = 4 digits for the year. You must enter the slashes.

Corrections:
If you incorrectly submit a student with an "N" or "S" and need to correct this, or if you submit a student with an "N" or "S" and then the student starts attending, take these actions:

Change the "N" or "S" to "Y" in the Attendance column.
Delete or space out the date in Last Date Attend column.
Click [Submit].

Select another CRN to report on, or navigate to another Spectrum service. To select another CRN, click the [CRN Selection] link at the bottom of the page, and the select "Attendance Reporting" in the resulting menu.

Logout: Click on the logout icon in the upper right-hand corner of the screen when you are finished using the portal.

Logout Spectrum

Last updated: 06/13/2008 16:27:43