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: Still 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 switch on the setting:
- Go to Students > Attendance > Admin > Take Register Settings
- Click on Take register access
- On the slide over, change No to Yes using the Preference dropdown
- Click Save Changes
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, unless they are assigned to the course as a lead or the a lesson's timetable slot.
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
- Click Roles & Permissions in the left-hand menu to exapnd the list
- Click Permissions in the expanded list
- On the next page, click the green Assign Ad Hoc Permissions button in the top right
- On the slide over, select the Student Profile: Attendance: Administer All Students permission in the Permission(s) dropdown
- Set the Dates between which the should have the 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.
- Click Assign Permissions
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. The lessons will not appear in their calendars, unless they are assigned to the course as a lead or the a lesson's timetable slot.
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 staff
To add staff to a timetabel slot:
- Go to School > Timetable > Timetable Administration > Timetable Slots.
- In the filters, select the correct class to edit
- Tick the boxes next to the timetable slots you would like to enable the staff member to take the register for
- Click the Bulk action button
- Select Change Staff.
- 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
- 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.
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
To set a lead for a borrom level course:
- Go to School > Programmes > Courses.
- Click + next to the partent course of the course the staff member should be able to take lessons for, contnue exapanding the list untill you get to the bottom levels
- To allow the staff member to take registers for just this one component module, select the bottom-most level, for example, Y11Set1.
- On the sub-module overview, click +Add in the Academic Lead section
- On teh slide-over, select the staff member in the Tutor dropdown.
- Set the From and Until 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.
- Click Add Lead
Taking registers for the whole course/all modules
To make a staff memebr an academic lead for a whole course:
- Go to School > Programmes > 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.
- On the course overview, click +Add in the Academic Lead section
- Select the staff member in the Tutor field
- Set 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.
- Click Add Lead
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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