Post on 26-Dec-2015
transcript
Student Attendance TrackingUniversity of Bolton – Retention to UKBA to Retention
Presented by……….
Andy Dale – Systems Development Manager [University of Bolton]
Richard Cooke – Technical Consultant [CELCAT Consultancy Services]
We have been using CELCAT at Bolton for a number of years now.
We currently use the following elements of the software across the University......
•Timetabler•Student Attendance•Web Publisher•RoomBooker•iCalendar
Brief Overview
Project Approval
• The Student Attendance Project proposal was approved by the University’s Executive in May/June 2007.
• Following this approval, it was agreed with and backed by the teaching unions in the University.
• Pilot scheme ran from the start of the 2008/9 Academic Year, this was available to everyone on a trial basis.
• We identified some specific staff in different areas of the University to try the software and feed back any issues.
Support for the Project
University buy-in at a senior level has been key to the success of the project as a whole, initially through the three major commitments……….…
•the purchase of a dedicated server for the CELCAT system
• a Senior Management ‘champion’ has been essential to the continued success of the project
•the decision of the teaching unions to support the project
Initial Intentions
• The aim of the project was to improve our retention rates
• The registers would assist staff in identifying students who might be seen to be ‘at risk’
• Allowing for an intervention before the student actually withdrew
• To do this, the University appointed Student Liaison Officers [SLO’s] to act as an independent point of contact for all students
• The SLO’s reported to the then Director of Learning, Retention and Professional Practice
How are Registers marked?
• Registers can be completed on-line in the classroom, using either the Client or Web based application
• Staff can also take a paper register and complete the register once they return to their office
• Electronic registers must be completed within 48 hours of the session – if using paper
Implementaion
The project went live across the whole University at the start of the 2009/10 Academic Year
After a few issues in the first month, mainly around training and confidence, we had reached a figure close to 80% compliance by the second month
Reports were generated on a weekly basis and these were e-mailed to senior academic staff identifying any unmarked registers by staff name
The introduction of a 90% benchmark from the start of the second semester, helped us to reach around 95% compliance mark
Register Data - [2008/9 – 2012/13]
Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul0
10
20
30
40
50
60
70
80
90
100
Register Marking Compliance
2008/92009/102010/112011/122012/13
Months
% M
arke
d
Register Data - [2009/10 – 2012/13]
-15
-10
-5
0
5
10
Register Completion[Against 90% benchmark]
2009/102010/112011/122012/13
% M
arke
d
Notifications
• We sent an e-mail to students when they missed a class, in a gentle ‘miss you’ style
• They were also invited to speak to the SLO for their academic area if they had any personal issues or problems with their studies
• Staff were sent an e-mail, if they had not completed their registers within the 48 hour grace period
• A further e-mail was sent to their line manager after 72 hours if it was still incomplete.
Evolution• An unmarked register report now goes out on a Wednesday of each
week to the academic managers
Early Reports
Student Attendance Reportstudent ID week
Numberday Of Week Number module Code Mark module
ID0910224 9Tuesday (28/09/2010) BLT1716-10-E Present (P) 1230
Wednesday (29/09/2010) BLT1717-10-E Present (P) 1235BLT1718-10-E Present (P) 1239
10Tuesday (05/10/2010) BLT1716-10-E Absent (A) 1230
Wednesday (06/10/2010) BLT1718-10-E Absent (A) 1239BLT1717-10-E Absent (A) 1235
11Tuesday (12/10/2010) BLT1716-10-E Absent (Notified) (P) 1230
Wednesday (13/10/2010) BLT1717-10-E Absent (A) 1235BLT1718-10-E Absent (A) 1239
12Tuesday (19/10/2010) BLT1707-10-E Absent (A) 1201BLT1716-10-E Absent (A) 1230
Wednesday (20/10/2010) BLT1717-10-E Absent (Notified) (P) 1235BLT1718-10-E Absent (A) 1239
13Tuesday (26/10/2010) BLT1707-10-E Absent (Notified) (P) 1201BLT1716-10-E Absent (Notified) (P) 1230
Wednesday (27/10/2010) BLT1718-10-E Absent (A) 1239BLT1717-10-E Absent (Notified) (P) 1235
14Tuesday (02/11/2010) BLT1716-10-E Present (P) 1230BLT1707-10-E Present (P) 1201
Wednesday (03/11/2010) BLT1718-10-E Present (P) 1239BLT1717-10-E Present (P) 1235
15Tuesday (09/11/2010) BLT1716-10-E Absent (A) 1230BLT1707-10-E Absent (A) 1201
Wednesday (10/11/2010) BLT1718-10-E Present (P) 1239BLT1717-10-E Present (P) 1235
16Tuesday (16/11/2010) BLT1707-10-E Present (P) 1201BLT1716-10-E Class Cancelled (U) 1230
Wednesday (17/11/2010) BLT1718-10-E Present (P) 1239BLT1717-10-E Present (P) 1235
17Tuesday (23/11/2010) BLT1707-10-E Absent (A) 1201BLT1716-10-E Absent (A) 1230
Wednesday (24/11/2010) BLT1717-10-E Absent (A) 1235BLT1718-10-E Absent (A) 1239
18Tuesday (30/11/2010) BLT1707-10-E Absent (A) 1201BLT1716-10-E Absent (A) 1230
Wednesday (01/12/2010) BLT1718-10-E Absent (A) 1239BLT1717-10-E Absent (A) 1235
19Tuesday (07/12/2010) BLT1707-10-E Present (P) 1201BLT1716-10-E Absent (A) 1230
Wednesday (08/12/2010) BLT1718-10-E Present (P) 1239BLT1717-10-E Present (P) 1235
20Tuesday (14/12/2010) BLT1716-10-E Absent (A) 1230BLT1707-10-E Absent (A) 1201
Wednesday (15/12/2010) BLT1718-10-E Absent (A) 1239BLT1717-10-E Absent (A) 1235
24Tuesday (11/01/2011) BLT1716-10-E Absent (A) 1230BLT1707-10-E Absent (A) 1201
Wednesday (12/01/2011) BLT1718-10-E Absent (A) 1239BLT1717-10-E Absent (A) 1235
Unmarked Register StatsEvent Week
Subject Area Name Number of Registers
Week Of
28Art and Design 14807/02/201128Biology and Environmental St
udies1607/02/2011
28Business 22807/02/201128Civil Engineering 5507/02/201128Community Studies 2207/02/201128Computing 5407/02/201128Construction, Surveying and A
rchitectural Technology24407/02/2011
28Creative Technologies 4107/02/201128Creative Writing 2007/02/201128Education 13307/02/201128Engineering 9107/02/201128English 1707/02/201128Games 6707/02/201128Health and Safety 907/02/201128Health Studies 6107/02/201128Learning, Retention and Profes
sional Practice207/02/2011
28Mathematics 1807/02/201128Philosophy and History 807/02/201128Product Design 3007/02/201128Psychology 5907/02/201128Sport Rehabilitation 2407/02/201128Sport Science 4607/02/201128Textiles 707/02/201128Theatre and Film Studies 1407/02/2011
The Current Report
Staff/Student Comments
I was in this class on another day’
‘Thank you for the e-mail and show of concern.......’
‘Me, NOT ATTENDED!.... This is wrong’
‘Thank you for the e-mail, everything is alright I will be in next week’
‘I’m dropped out, this is probably an automated message that no-one will read’
‘I told the tutor I would not be in’
‘I was at this lesson? The tutor doesn’t even take a register’
.....these are all student quotes
‘We have always used paper registers why do we now have to do this twice...’
Fast forward a couple of months, this member of staff was checking the attendance profiles of the students on his course, from his computer
‘I need the students signature to prove they were here’
‘I can’t go back to an earlier date when I need to fill in my register......’
‘We have not had any training and I am to busy to sort it out’
‘From day one I have had problems........’
‘It’s a useless system’
..........these are all staff quotes
Benefits
• Improved data quality
• More accurate management information
• Ability to check against student performance [eg. degree classifications]
• Check space utilisation - [planned v actual]
• First indications would indicate an improvement in retention
Mon Tues Weds Thurs Fri0
50
100
150
200
250
300
350
400
450
500
Space Usage Data[Booked Vacant by day]
Book
able
Slo
ts
1 2.1 2.2 3 P40.00
50.00
60.00
70.00
80.00
90.00
100.00
Attendance v Degree Classification
Degree Classification
Ave
rage
Att
enda
nce
%
Mon Tues Weds Thurs Fri0.00
10.00
20.00
30.00
40.00
50.00
60.00
70.00
80.00
90.00
Space Utilisation[Daily Averages]
Avg OccAvg FreqAvg Util
The PULSE Report
• The report was developed to assist Personal Tutors to quickly and clearly see any of their tutees potentially at risk
• It is ordered by most at risk on the left and alphabetically on the right
• Identifying students most at risk in red at the top through to green
• It also includes an attendance trend arrow, indicating whether a student is improving or not
• By clicking on a student’s name you can see their full profile
The PULSE Report
The PULSE Report
The PULSE Report
The PULSE Report
The PULSE Report
The PULSE Report
The PULSE Report
The PULSE Report
Any Questions?