4.1.0.0: Assuming Attendance Enhancement Details

Quality Improvement

The "Assume Attendance" functionality has been developed to allow institutions to provide a single indication of attendance on a course, and make no further updates throughout the payment period.  Regent 8 assumes that the student maintains attendance in the course until  the course ends, or is withdrawn, whichever comes first.  

Reason for Improvement

Challenges around providing attendance to Regent 8. In some cases, institutions simply do not take attendance in a formal way. These school have had challenges when it comes to the calculation of attended units and weeks for things like disbursement of awards, because they are unable to provide updated attendance information throughout the payment period.

End-User Impact:

When attendance data is removed from a course in which R8 was previously assuming attendance, census units/weeks totals and census enrollment status will be recalculated by R8. A school who has chosen to freeze Cost of Attendance (COA) as of the census date will need to manually adjust COA as needed per school policy. 

FA Users

Activity Log Entries to support Assume Attendance

1. DEV-5246

New Field for "Assume Attendance" Override

1. DEV-5244

Technical Support

Configuration in REM Administration

If a school sets the Assume Attendance value to 'Yes', and the "Effective as of" date is set, R8 will assume attendance on courses whose end date is on or after the "Effective as of" date or a date in the future of the "Effective as of" date. Attendance will be assumed as of today's date, the course withdraw or course end date if at least one indication of attendance has been provided on the course via either the SBL or Course Overrides. This indication of attendance can be provided in the form of a Last Attended Date (LAD) or via the <attendance> flag, both of which are on the course level in R8. When the Assume Attendance functionality is set to a value of "No," R8 will calculate attendance based on the attendance data provided for the course on the SBL only. For example, if the last attended date on the course is set to a date of January 1, 2017, R8 will calculate attendance as of January 1, 2017, not as of today's date (which is future of January 1, 2017).

Step-by-step Guide: 

Users must have certain permissions to configure items under the Administration menu. Please see your system administrator.    

Where to Configure "Assumed Attendance"

Assumed Attendance can be configured in one of 4 places. In the Administration Menu under Institution Setup, Campus Setup, or Program Setup. It can also be selected in a student record under the Courses tab. This gives Institutions the ability to apply this feature efficiently based on their individual business rules.

1. Login to an REM Instance

2. In the left hand sidebar, select the Administration menu (Fig. 1a)

Institutional Setup

1. Drill down by selecting the appropriate Enterprise and Institution (Fig. 1b)

2. On the Institution Setup tab, select the Edit button in the upper left of the General subtab  (Fig. 2a)

3. Scroll to the bottom of the "Default Settings" section 

4. Select Yes in the "Assume Attendance" dropdown menu 
5. Use the date picker to select the "Effective as of" date
6. Select the Save button in the upper left of the General subtab

Campus Setup

1. Drill down by selecting the appropriate Enterprise, Institution and Campus (Fig. 1c)

2. On the Campus Setup tab, select the Edit button in the upper left of the General subtab

3. Scroll to the bottom of the "Default Settings" section 

4. Select Yes in the "Assume Attendance" dropdown menu (Fig. 3a)
5. Use the date picker to select the "Effective as of" date (Fig. 3a)
6. Select the Save button in the upper left of the General subtab

Program Setup

1. Drill down by selecting the appropriate Enterprise, Institution, Campus and Program Setup (Fig. 1c)

2. On the Program Setup tab, select the Edit button in the upper left of the General subtab

3.  In the right hand column of the "Program" section 

4. Select Yes in the "Assume Attendance" dropdown menu (Fig. 3a)
5. Use the date picker to select the "Effective as of" date (Fig. 3a)
6. Select the Save button in the upper left of the General subtab

Courses Tab

1. After logging into REM, search for the Student Record
2. Select the Courses tab (Fig. 4a)
3. Select a course in the "Course Data" grid (Fig. 4b)
4. Select Edit under the General subtab in the lower section of the main window.
   
5. Scroll to the bottom and use the dropdown menu to select "yes" or "no" (Fig. 5a)
6. Select the Save button in the upper left of the General subtab
7. The results can be seen under the "Course Dates" section

Steps to Replicate:

Scenario 1:

Scenario 2:

Scenario 3:

Scenario 4:

Expected Results