Giving permission for other staff or teaching assistants to take attendance registers

You may have staff members who are unable to access the registers but need to take attendance, such as teaching assistants, long-term supply teachers (e.g. maternity) or admin staff. You can choose the solution that will best fit your needs from the options below, and see where they can then take the register from:

  • Relax your take register access - if you want all your teaching staff and teaching assistants to be able to take attendance for any lesson
  • Give them the Admin Permission - to be used when adding users who should be able to take and see all registers and manage settings, such as SLT, attendance officers and admin Staff
  • Add them to the Timetable Slots - usually used for teaching assistants, this only allows the staff member to take the register for selected lessons and doesn't include administer permissions such as inputting assessment marks
  • Add them as an Academic Lead - to be used when adding new teachers, course leads or long-term supply teachers

Please note, if you need to allow short-term supply teachers to take registers you should not use this method. Instead, you should use Arbor's Cover module. Click here to see how to assign cover for an absent member of staff.

Permissions

  • Student: Attendance: Administer All Students - Relax your take register access
  • School: Permissions: Administer - Give staff the Student: Attendance: Administer All Students permission
  • Academic Structure: Administer - Give staff access to registers through timetable slots or by assigning them as the Academic Lead- Add staff as academic leads or to timetable slots

If you don't have permission, you'll need to ask your admin team to give you permission using these instructions.

 

Option 1 - Relax your Take Register access

You can give all staff who can take attendance for their classes the ability to take attendance for all registers.

  • Without this setting, staff can only take attendance for the registers they are linked to as the Academic Lead or assigned to Timetable slots for.
  • With this setting, they can access and take attendance for all registers.

Top Tip: They will need to have either the Student: Attendance: Administer All Students or the Student: Attendance: Administer My Students permission for this to apply. Staff with the (unedited) Business Roles of Teacher or Teaching Assistant have the second permission by default.

Switching on the setting

To do this, go to Students > Attendance > Admin and click on Take register access. In the slide over, change No to Yes, and click Save Changes.

Screenshot_2023-04-25_at_11.22.10.png

How staff can then take attendance

Your staff will be able to access the registers by going to Students > Attendance

Click here to see how.

The lessons will not appear in their calendars.

 

Option 2 - Give them the Admin Permission

Give the staff member the Student Profile: Attendance: Administer All Students permission to allow them to take attendance registers for any class.

Giving someone the permission

To give someone this permission, go to their Staff Profile > Roles & Permissions > Permissions. Click the green button in the top right.

Screenshot_2023-04-25_at_11.22.51.png

 

In the slide over, select the Student Profile: Attendance: Administer All Students permission.

If you only want the staff member to be able to take registers for a short period of time, you can select an End date for the permission so they will no longer be able to take all the registers after this date.

Screen_Shot_2019-08-23_at_09.59.27.png 

How staff can then take attendance

Your staff will be able to access the registers by going to Students > Attendance

Click here to see how.

The lessons will not appear in their calendars.

 

Option 3 - Add them to the Timetable Slots

To allow a staff member to take the register for selected lessons but not input assessment marks or change any settings, you can add them as a staff member to the scheduled timetable slots.

Adding the staff

Go to School > Timetable > Timetable Administration > Timetable Slots.

In the filters, select the correct class to edit.

Screen_Shot_2019-08-27_at_16.58.56.png

 

Tick the boxes next to the timetable slots you would like to enable the staff member to take the register for, then click the Bulk action button and select Change Staff

Screenshot_2023-04-25_at_11.23.32.png

 

In the slide over, leave the Remove field blank to keep any existing staff members already assigned to the selected timetable slots. In the Add field, add the staff members you want to be able to take the register, then click Change Staff.

The selected timetable slots will now have the new staff member assigned to them, and that staff member will be able to take the register for these lessons.

Screenshot_2021-03-30_at_15.36.50.png 

How staff can then take attendance

Your staff will be able to access the registers by clicking the class in their Calendar.

Click here to see how.

They will not be able to see the menu item for Students > Attendance.

 

Option 4 - Add them as an Academic Lead

You can add the staff member as an Academic Lead of the course they need to take the register for. You should add staff as an Academic Lead if you also want them to be able to enter assessment grades.

Taking registers for only one bottom-level course

Go to School > Programmes > This year Courses. Click to select the course the staff member should be able to take lessons for. 

To allow the staff member to take registers for just this one component module, select the bottom-most level, for example, Y11Set1.

Screenshot_2023-04-25_at_11.24.05.png

 

On the sub-module overview, click +Add in the Academic Lead section.

Screen_Shot_2019-08-23_at_09.48.07.png

 

Select the staff member and the dates they should be an academic lead between. 

If you only want the staff member to be able to take the register for a short period of time, you can select an end date for the permission so they will no longer be able to take all the registers after this date.

Screen_Shot_2019-08-23_at_10.04.43.png   

Taking registers for the whole course

Go to School > Programmes > This year Courses. Click to select the course the staff member should be able to take lessons for. 

To allow the staff member to take registers for the whole course subject, select the top-most level, for example, Applied Art and Design.

Screenshot_2023-04-25_at_11.24.55.png

 

On the course overview, click +Add in the Academic Lead section.

Screen_Shot_2019-08-23_at_10.07.30.png

 

Select the staff member and the dates they should be an academic lead between. 

If you only want the staff member to be able to take the register for a short period of time, you can select an end date for the permission so they will no longer be able to take all the registers after this date.

Make sure you tick the box to set the staff member as an academic lead for all of the course's sub-modules to allow them to take the register for all Applied Art and Design classes.

Screen_Shot_2019-08-23_at_10.08.19.png 

How staff can then take attendance

Your staff will then be able to access the registers by clicking the class in their Calendar.

Click here to see how.

They will not be able to see the menu item for Students > Attendance.

 
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