School admins now have the ability to transfer awarded attendance time between courses, so that previously awarded/valid time counts towards student progress/attendance in an active course.

 

Setting up a Time Transfer between Sync or Blended courses (including those with a Flex schedule)

Admins can initiate time transfers by clicking the Transfer Time button on a student’s attendance record in the desired destination course:

Note: the ability to transfer time is only available to school admins with editGrades permission, and the admin must have access to both courses relevant to the transfer request. Beyond this, there is no school config enablement required to access the feature.

To process the transfer, admins must complete several required fields in the “Transfer Time to…” modal:

1. “Select course to transfer time from” - the course from which a student’s previously awarded time will be transferred. The course options in the dropdown are curated based on the following criteria:
   
   
   1. Contains Sync, Blended, Flex, or Open courses only
      1. No Async-only courses
      2. No Archived courses
   2. Student was previously enrolled in (or dropped from) the course
      1. If the course is active/ongoing (current date is before the course end date), the student must be Dropped
      2. The course can be a course that student completed previously
   3. The school admin initiating the transfer has access
      
      
2. “Sync Time” - the amount of time to transfer from the selected course
   1. defaults to total awarded time in the selected course, but admins are free to adjust to a lower value when applicable
      1. The admin should be mindful of creating a potential surplus or deficit of awarded time in the recipient course based on this value
   2. Blended Courses will also require the school admin to input Async Time 
      1. defaults to total awarded time in the selected course, but admins are free to adjust to a lower value when applicable
      2. The admin should be mindful of creating a potential surplus or deficit of awarded time in the recipient course based on this value
         
         
3. “Start Date" - should be between the Start Date and End Date of the destination Course, where the transfer date is the start of specified date in the school’s timezone.
   
   
4. “Notes” - required to provide context about the transfer for compliance purposes (in the event of an audit)

1.  

Understanding Time Transfers in the UI:

• Course Attendance Records (of a Student) - shows the amount of transferred time for a specific student
  
  
  • Progress Summary - updates to bar reporting and legend:
    • Sync Transferred Time
    • Async Transferred Time (when applicable)
    • Missed Time:
      • Synchronous, where “Attendance time possible - Break time - Sync time awarded*1 - Make up - Attendance Transfer Sync time”
      • Asynchronous, where “Async activities possible time - Async activities time awarded*2 - Attendance Transfer Async time
      • (*1) it does not include any attended time for attendance sessions that ended before the start of the day of the Transfer Date
      • (*2) it does not include any async activity completed before the start of the day of the Transfer Date
    • Total Time Remaining - a new calculation
    • Total Time Awarded - a new calculation
    • Total Course Time - a new calculation
      
      
  • Attendance Breakdown: Total Awarded, Sync., and Async

Student Progress Bar containing Transfer Time

 

Attendance Breakdown containing Transfer record

 

Note: Transfer Time views will differ slightly depending on course type (Sync, Blended, Flex, Open)

• Student Attendance Records (“Attendance Breakdown”)
  • Records are updated to exclude (zero out) attended time for an attendance session or async activity completed before the start of the day of the transfer date
  • Note: Makeup time with a Date Completed before the start of the day of the Transfer Date are not adjusted (zeroed out)
    
    
• Course Attendance Records (“Time by Student” overview tables)
  • Transferred Time column added to all “Time by Student” tables.

Time by Student table containing Transferred Time column

 

• Student Record Page - will show a Time Transferred entry in the Attendance Records:
  • The Student’s Course Records Page will depict when time has been transferred to another course – including the Course ID/Name of the Destination Course and the amount of time transferred (Sync and/or Async).  It also displays details for any adjustments to the transfer or a voided transfer.
    
    
• Note: To prevent data integrity/compliance issues with active/ongoing courses,, admins will not be able to change dropped students back to Active status once any portion of their awarded time has been transferred to another course.
  • As well, the following associated actions will be disabled:
    • POST Add Enrollment and POST Update Enrollment API endpoints, used by the CourseKey’s SIS Integration and other third party integration services
    • Enrolling students via CSV file upload
    • Enrolling the student via the Course Roster

• Time Attended By Student & Attendance Transactions API endpoints (Report)
  • These are used by our SIS Integration, to post attendance to Nexus and RGM.  These are also used by other third-party integrations (Orbund, CampusCafe, and Verity) to fetch attendance data.
  • The reports include a condition in the timesheet to exclude any attended or absent time (sync or async) recorded before a Transfer Date for a student's transfer time to a Destination Course.
  • Note: The reports include any Makeup time with a Date Completed before the start of the day of the Transfer Date.
    
    

Adjusting an Existing Transfer in a Course

• Adjusting a time transfer can be completed in the Student Records page of the Destination Course, and executed by a school admin with the “editGrades” permission.
  • An “Adjust” prompt shows when there is a transferred time record for a student in a course.
    
    
• Adjustments include:
  • updating the transferred time, transfer date, and/or notes recorded for a previous transferred time from a Destination Course, OR
  • changing the Destination Course from which time is transferred from, in which case the workflow is similar to what is needed for creating a new transfer.
    
    
    • •  
• The entry for the transferred time in the Student Records page of the Destination Course is updated to show details from the adjustment, and a log of adjustments for transferred time.

Voiding an Existing Transfer in a Course

• Voiding a time transfer can be completed in the Student Records page of the Destination Course, and executed by a school admin with the “editGrades” permission.
  • A “Void Transfer” prompt shows when there is a transferred time record for a student in a course.
    
    
• The void action reverts any transferred time from an Origin Course to the Destination Course.
  
• After a transfer of time has been voided, school admin can click on “Adjust Transfer” to create a new transfer.
  
• The entry for the transferred time in the Student Records page of the Destination Course is updated to show details from the void, and a log of adjustments for transferred time.

Viewing Transfers in the Mobile Student App

The Student’s Courses Page shows when time has been transferred to another course – including the Course ID/Name of the Destination Course and the amount of time transferred (Sync and/or Async).

Mobile Student App attendance records containing Transferred Time

 

Frequently Asked Questions

• When I complete a transfer, will the awarded time post to the SIS a second time?
  
  No, the feature was designed to prevent double-posting time when an SIS-integrated school completes a transfer. The transferred time will not be recorded in any of the time attended reports for the destination course.
  
  Any attendance data that has been synced to an SIS for the student in a course’s attendance session that started before the transfer date of the awarded attendance time, should be manually corrected by the school administrator in the SIS.
  
  
• If I initiate a transfer after a course start date, will the student be penalized for any course records before the transfer date?
  
  No, course records prior to the date of the transfer will be ignored by default.
  
  
• Why can’t I freely transfer to/from all courses in a students' records?
  
  The time must be transferable/analogous to both courses of interest. The prevent invalid time transfers, the list of course transfer options will be automatically curated to display valid options only.
  
  
• Is it possible to have a surplus or deficit of time when using the Transfer Time feature?
  
  Yes, and for this reason the transfer amounts need to be carefully managed by admins on a case-by-case basis to ensure desired time balances are achieved. Should there be an expected and acceptable surplus or deficit of time stemming from a transfer, we recommend admins capture relevant details explaining the surplus or deficit in the transfer notes field.