Clock Hour Attendance Records

For clock hour programs, the student’s attendance transaction page provides a detailed report of the student’s awarded time for an attendance session. This page can be located either from the Attendance List or the Gradebook by selecting the student’s name and the relevant attendance session.

At the top of the page is a summary of how total awarded time was calculated. The left side shows the Total Awarded Time, with a visual comparison of the time earned compared to the amount of time available in the attendance session.

When a student checks-in and later checks-out we pair those events in to what we refer to as a ‘session’. After taking into account all adjustments that have been made, the summary also shows the results of each check-in/check-out sessions and their corresponding awarded time.

Below the summary is the detailed record of each check-in and check-out event, as well as information on any adjustments that have been made. Each event will be grouped within the session that it is applied to.

Icons

The transaction records can include up to four different icons.

If an instructor or administrator makes any changes to the student’s record the blue adjustment flag will be located next to the event. For schools with a mandatory check-out policy, the red alert icon will indicate the attendance session has ended and the student has not checked-out. If an administrator makes an exception to a policy for a student, the green policy adjustment icon will be shown.

In the example below the student record shows the red alert indicating that the student did not check out. Because of the mandatory check-out policy the student was not awarded any time for the attendance session. However, an admin used the Wizard to edit the student’s check-out time. This applied the green policy adjustment icon to indicate that although the student did not check-out on their own, the admin is making an exception to award time for this session.

Events

Check-in/Check-out

Each check-in and check-out will be listed along with the date and time that the event occurred. 

If an instructor checked a student in or out using the radio buttons on the attendance list, a blue adjustment flag will be shown and the instructor’s name will be listed on the event.

For courses that do not require students to check-out, an auto-checkout will occur at the end of the attendance session if the student did not check-out. As this occurs automatically, the event will list CourseKey System as the initiator of the event.

Manual Adjustment

If an instructor or administrator edits the student’s record a Manual Adjustment event will be shown along a blue adjustment flag and one of the following notes that indicates the type of adjustment.

• Instructor or admin edited the check out time.
• Instructor or admin edited the check out time.
• Instructor or admin awarded full time.
• Instructor or admin removed all time.

On the right hand side the event will also indicate how much time was added or removed from the Total Awarded Time.

Policy Adjustment - Rounding

CourseKey captures each check-in and check-out event down to the second. Depending on school policy, CourseKey allows the option to round the check-in/out time to the minute. For transparency, the attendance record will indicate how many seconds were adjusted based on the policy.

Policy Adjustment - Grace Period

A grace period allows students an extra window of time to check into class before it starts, and/or a window to check-out after class has ended, and avoids awarding them more time than was available for class that day. Since CourseKey records the exact time of the check-in/out event, an adjustment is created to remove any time that the student was checked-in while class was not in session.

Policy Adjustment - Mandatory Check-out

A mandatory check-out policy requires that the student check-out before the end of the attendance session (or grace period) in order for the student to earn time from their most recent check-in. If the student does not check-out an event will be listed in the student’s record to indicate that the student did not earn time. 

If no adjustments have been made to edit the student’s final check-out time, the icon will also be listed in the attendance summary at the top of the page.

Attendance Policy Override

For schools with a mandatory check-out policy, an administrator has the ability to make an exception to the policy and award the student time for that session. If an administrator selects to ‘Edit Check-Out’ or ‘Award Full Time’ the student’s transaction record will list the “Attendance Policy Override” event and display the green policy adjustment icon. On the right hand side the event will also indicate how much time was added to the Total Awarded Time.

Break

For courses that are over 5 hours in length, instructors have the ability to create an official course break. Since all students are checked-out when the break is started, a check-out will be listed in the students transaction record along with the coffee cup icon. On the right hand side the event will also indicate how much time was earned from the previous check-in.

Voided Records

Located below the current records and adjustments is the Voided Records section that includes all past records and adjustments that were overridden. The events listed in these records do not apply to the Total Awarded Time, but they will always remain visible for admins to review if they want more details on what occurred during an attendance session. 

Records will be moved to this section if an adjustment is made to Award Full Time, Remove All Time, or to Override existing records. Voiding a record cannot be undone.