Flex Schedule Attendance

CourseKey has launched Flex Schedule Attendance as a new course setting that allows students individual flexibility in their attendance check-in and check-out times. Each student can check-in and check-out anytime between 12:00 AM and 11:59 PM, making this an excellent option for clinicals or externships, or any course where students have independent schedules. A 'Max Per Day' can also be set for the course to ensure each student's time earned does not exceed the designated limit per day.

Setting Up Flex Schedule 

To use Flex Schedule Attendance it must be selected in the initial course setup.  This can be completed during step 2 of the manual attendance setup, or by creating a custom configuration for course creation using the module setup or through integration with your SIS. 

During the setup process you'll also enter the Maximum Time Awarded Per Day. Students will not be awarded more than this time unless an adjustment is made by a school administrator. (Max Per Day can be any time greater than 1 minute and less than 24 hours.)

Attendance List

Once the course is created, an Attendance List will be created for each day between the start and end date of the course. In the time column you'll see 'Flexible Schedule' rather than a designated start and end time. At 12:00 AM each day the attendance will become 'Active'. 

Absent Students

For Flexible Schedule courses you'll also see a change on the Attendance List. At the start of the day students will begin in the 'Out' column so they will not be penalized if they are not scheduled that day. If a student misses a scheduled session an instructor/administrator can mark the student as absent by selecting the radio button in the Absent column for that student.

Adjustments

Individual and bulk adjustments can be made with the adjustment wizard for Flexible Schedule courses. However there are different options available since the typical schedule does not apply. When opening the wizard you'll see two options.

Adjust Record

Select Adjust Record to enter the student(s) check-in/out times. This option works similar to the "Override" adjustment for scheduled courses. If an adjustment is made for an individual student you'll see any current data and you can edit as needed.  For bulk adjustments, entering in a check-in/out time will void and replace all current data for the selected students.

Mark Absent

In the adjustment wizard students can also be marked Absent. This has the same outcome as marking the student Absent in the radio buttons on the Attendance List. 

Edit Schedule

To edit the scheduled dates of the course, select the gear icon in the top right corner of the Attendance page and select Edit Attendance. 

On the Edit Attendance page select the desired Start/End Date for the course. There are a few things to note when editing the schedule:

• Additional days can be added at the start or end of the previously scheduled dates.
• Future sessions can be removed, but completed sessions cannot be deleted.
• The schedule for the course must not have any missing days. (For example: you cannot have a day in the middle of a week without any available attendance).

On this page you'll also see the option to edit the Maximum time awarded per day. If this value is changed from the original value please note it will only apply to future sessions, the Max cannot be adjusted for completed sessions.