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Student Attendance Monitoring System
Biometric Student Attendance Monitoring System with Electronic Classroom Registration
A major element of accreditation is to ensure that colleges have efficient and transparent methods of tracking international students' attendance and that they have systems in place to inform the Border and Immigration Agency (Home Office) of non-compliance.
CaptureIT is a system that meets the UK Border Agency's challenges by accurately recording and monitoring student attendance. It removes the inherent inaccuracies associated with manual registers and student signatures, which are clearly open to abuse and demand time-consuming administration. Above all, CaptureIT is fast, reliable and effective and gives you complete confidence in understanding student attendance behaviour.
In helping with Tier 4 compliance, CaptureIT keeps you fully informed of all student attendance and pro-actively tells you of students to be reported to the UKBA and those whose attendance behaviour is putting them at risk.
You can now meet every inspection with the confidence that your student attendance monitoring is clear, accurate and reliable!
Arrange a Free Demonstration - Telephone 0800 288 8632
Download our Student Attendance Monitoring System Brochure
Download our white paper -
UK Border Agency regulations and the role of an Electronic Student Attendance Monitoring System
How it Works
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Students register their arrival and departure at College using a biometric terminal.
This technology ensures that the person registering is indeed that person and, in addition, prevents students falsely recording the attendance of others.
Whenever a student registers, the CaptureIT database is immediately updated so that administrators have a real-time view of which students are on-site. Students can be grouped by course, year or other criteria.
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The biometric terminal uses fingerprint technology, which has been shown to be reliable, whilst not raising any ‘human rights’ issues - in this regard a unique number is derived from the finger image and it is this alone that is stored in the CaptureIT database. It is not possible to ‘reverse engineer’ the number into any form of finger pattern or fingerprint.
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Many colleges use the CaptureIT student proximity card as the student’s ID card. This provides added security, whilst helping make registration quick and easy.
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Attendance Times
Students’ scheduled daily attendance times can be set for one or a group of students. These times would typically be each day’s scheduled start and finish times and can vary by day, e.g. Mon-Thurs 09:00-16:00; Fri 09:00-15:00.
CaptureIT supports many different weekly attendance patterns, so there is scope to cover a wide range of variations.
The times set against days on which a student is scheduled to attend are then used in monitoring that student’s attendance behaviour, including lateness which is then acted upon accordingly.
If a student fails to attend on a scheduled day then CaptureIT can automatically mark that day as ‘unauthorised absence’ and email this fact to the relevant person(s).
Triggers can be set to alert administrators if a student fails to attend for a specified number of days.
This is particularly important in complying with the requirement to inform the UK Border Agency of students who are absent for 10 days, whether these be consecutive or during a specified period.
Authorised and un-authorised sick days and approved absences can be entered into a student’s Attendance Calendar to ensure there is a complete record of attendance behaviour.
Health & Safety and your Duty of Care
CaptureIT helps you discharge your duty of care for the Health, Safety and Welfare of your students.
In addition to reports covering absence and sickness, CaptureIT provides you with an up-to-date fire list of all students on site.
Option to Include Academic Staff
You have the option to include all staff on CaptureIT. This provides the added benefit of an early warning when staff have not arrived, so that cover can be put in place, and secondly, ensures that everyone on-site is included on the fire list.
If classroom monitoring is in place you will be able to meet the latest requirement to show the attendance of qualified staff in lecture rooms.
Administrators can be authorised to view just students and not staff if this is deemed necessary.
Administrator View
You can easily differentiate between students who are currently on site and those who have attended, but have since left site. Students can arrive and depart as many times as they wish in a day, with the times of all instances being recorded.
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Coloured shirts are used to show students by their status for that day, e.g. attending, study leave, placement, sick, authorised absence, etc. Clicking on a student allows navigation to all data relating to that student, making CaptureIT very intuitive and exceptionally easy to use.
This illustration shows students on the highlighted group “Computing”, together with the actual attendance this week for the (highlighted) student, John Ashe.
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Student Attendance Calendar
Every student has their own Attendance Calendar showing details of their attendance, absence, authorised holidays, sickness, placements and the like. This makes it incredibly easy to have a clear picture of every student’s attendance throughout the academic year.
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CaptureIT is customisable and enables you to create your own absence types (with associated colour schemes) to suit your individual needs. Typically, these would cover common occurrences, such as study leave and work placements.
All attendance data is retained indefinitely, even for students who have been marked as ‘left’. This means that you are always in a position to provide historically information on any student, past or present.
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Group Attendance By Course
You can view attendance by group, giving you visibility on many students’ attendance on a single screen.
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This could help in spotting patterns of absence by students on the same course.
Here we see students studying Computing during the month of May.
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Classroom Monitoring
CaptureIT is able to monitor the time students spend in individual classrooms (or other locations). This is achieved using Classroom Registration Readers.
Each classroom would have two readers, one for ‘in’ and one for ‘out’. When the student enters or leaves a classroom they simply pass their Proximity / ID Card in front of the appropriate reader.
By electronically recording the exact times that a student attended lectures you can :
• eliminate the need for a tutor to take a manual register and
• remove the need to manually update attendance spreadsheets
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The screen shown to the right shows June Brindley attending college on 8th Jan. Her on-site times are shown, together with the time spent in each lecture room.
Note that only the time spent in lecture rooms counts towards Jane’s attendance for UKBA purposes.
(Note also the message that June ‘returned from absence’ on this day).
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Daily and Weekly Attendance
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Each student’s attendance is recorded on a daily basis, with supporting weekly summary.
If the student has agreed daily start/finish times then CaptureIT can report exceptions to such times, such as absence, lateness and leaving early.
Time away from site, such as work placements and study leave can be easily accommodated.
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Reporting
CaptureIT has a comprehensive set of reports to ensure you are kept fully informed of student attendance behaviour, such as;
• less than required percentage attendance (e.g. 80%, 85%)
• failing to attend for the required hours (e.g. 15 hrs per week)
• absent for a specified number of days (e.g. 10 consecutive; 10 days within a period)
• persistent late arrival
• daily absence
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Reports can be run manually or scheduled to be emailed to named persons. For example, if classroom monitoring is not being used a report could be automatically produced every morning at say 9:30 showing all students who had arrived on-site.
The tutor could then use this in checking class registration. All reports can be output in Word, PDF or Excel formats.
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Access Control
The CaptureIT system can be extended to include full access control to help keep your students, staff and property safe.
The technology uses the same student proximity ID card and can be configured in line with your college access policy.
When a student is marked as ‘left’ they cannot gain access, even if they retain their ID card.
Arrange a Free Demonstration - Telephone 0800 288 8632
Download our Student Attendance Monitoring System Brochure
Download our white paper -
UK Border Agency regulations and the role of an Electronic Student Attendance Monitoring System
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By implementing CaptureIT
as a time & attendance
solution, Matalan has managed
to improve on business
efficiency and reduce costs.
Now payroll and attendance
are run smoothly with
automatic calculation and
professional reporting…more
James Wilde
Senior Payroll Manager
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For help with all your support issues and any questions please call 0871 474 2140 or you can email support here
To order your replacement consumables such as cards, key fobs, power supplies click here
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