Database Training

2

Agenda

Introduction & Purpose How to enrol a student Attendance Data Entry Attendance Reports Change of Class Leave of Absence Record Keeping Problem Cases

3

Scenario 1

Student Name: John SmithVisa: StudentSID: 11111Course: General English for 10 weeksStart Date: 01/12/2008End Date: 20/02/2009Class: Beginner AM A

4

Enrolling John Smith

1. Enter Personal Information

2. Contact Information

3. Course Enrolled, Start Date, End Date

4. Choose Class

5. Create Attendance Pathway

5

John Smith’s Attendance

Mon Tues Wed Thurs Notes

28/11/2008 5/5 5/5 5/5 5/5

05/12/2008 0/5 5/5 5/5 5/5

12/12/2008 5/5 5/5 5/5 5/5

02/01/2009 0/5 0/5 0/5 0/5 Medical certificate - headache

09/01/2009 0/5 5/5 5/5 5/5

16/01/2009 0/5 0/5 0/5 0/5 Med cert. – unfit to study 2 days only

23/01/2009 0/5 0/5 0/5 0/5 LOA - Approved

30/01/2009 0/5 0/5 0/5 0/5 LOA - Approved

06/02/2009 5/5 5/5 5/5 5/5

13/02/2009 5/5 5/5 5/5 5/5

6

John Smith’s Attendance

Week 1 – Enter all attendance 20/20 Week 2 – 15/20 Week 3 – 20/20 Week 4 – 0/20 Week 5 – 15/20 Week 6 – 0/10 Week 7 – 0/0 (LOA approved) Week 8 – 0/0 (LOA approved) Week 9 – 20/20 Week 10 – 20/20

7

Recording LOA

Tick LOA Box Enter the start and end date for LOARecord on the notes:

LOA approved on dd/mm/yy by … on the grounds of:………. from dd/mm/yy till dd/mm/yy

Attendance is 1 expected

8

Scenario 2

John Smith was moved from Beginner am A to Intermediate am B on 14/01/2009 to start attending new class on 19/01/2009

9

Change of Class

Click on “ CHANGE CLASS” button, under Attendance/Pathway TAB

Select “ Intended Class”Enter the start date of the changeEnter the end date of the changeRecord all updates in notes section

10

Scenario 3

John Smiths re-enrols for 6 more weeks Start Date: 23/02/2009End Date: 03/04/2009Course: General English

11

Scenario 3 (cont.)

Remember: NEW Coe was issued for this enrolment

NEW attendance will be calculatedStudent needs to attend orientationNeed to enrol into new course

12

Scenario 4

John was enrolled from the beginner intoGeneral English

Start Date: 01/12/2008 End Date: 20/02/2009

ANDIELTS Preparation Course

Start Date: 20/02/2009 End Date: 03/04/2009

Any difference in how we record attendance compared to Scenario 3?

13

Attendance Reports

Click on “REPORTS” Tab

14

Attendance Reports (Cont.)

ELT – Student– To be posted on the notice board

ELT – Staff – For attendance Monitoring ELT-WL80-85 – A list of students with

attendance below 85% ELT-ItoR>80 – A list of students with

attendance below 80% 0 Hours per week – a list of students who were

absent for more then 4 consecutive days

15

Attendance Reports (cont)

On Weekly Basis: Print out student attendance report to post on

notice boards Print out warning letter for students below 85% Send warning letters to students on weekly basis Make sure that you file a copy of the warning letter Print out a list of students who are below 85% File it in the attendance monitoring folder Update Database by ticking “Warning letter sent

box” and entering the date it was posted Record all of the above in notes section

16

Attendance Reports (cont)

On Weekly Basis (cont.): Print out letters of intent for students below 80% Send letters of intent to students on weekly basis Make sure that you file a copy of letters of intent Print out a list of students who are below 80% File it in the attendance monitoring folder Update Database by ticking “Intention to Report

Letter sent” box and entering the date it was posted Record all of the above in notes section Attempt to Contact all students who were absent for

4 consecutive days (if not successful, keep evidence)

17

Unsatisfactory attendance

STD 11 of the National Code 2007 8.25 Recording Attendance - TEG intranet (

www.teg.com.au/intranet) Provider must report through PRISMS that

the student is not achieving satisfactory attendance ASAP. The provider does not report until the process is completed and it supports the provider, or the student has not accessed the provider’s complaints and appeals process within 20 days of being notified of the provider's intention to report.

18

Problem Cases?

Check if the information below is correct:Attendance PathwayStudent Course IDClass IDNumber of weeks

College: LIC, Student ID: 35169Reports Dates: Start: 16/01/07; Update: 16/01/09; End: 16/01/2011

19

Unsatisfactory attendance (cont.)

CheckWarning letter has been sent Intention to report letter has been sentCorrect address is entered on the databaseComplaints & Appeal process is finalised

(Internal & external)No Leave of Absence have been granted Attendance data entry is correct

Questions?

Thank you.