Teaching Events and Attendance Monitoring v1.2
LUSI User Guide
For the LUSI Course Handbook and Student Record System
SBS
Valerie Bramhall
Document1 / V1.2
Ordinary
11-Jan-13
1
Author/Owner
File Name/Version
Classification
Issue Date
Page
Lancaster University
Issuing Unit
Contents
1
Attendance monitoring Requirements ............................................................................................. 4
2
Teaching Events ............................................................................................................................. 5
3
2.1
Recording Compulsory Contact Types ..................................................................................... 6
2.2
Viewing Staff and Graduate Teaching Assistants Assigned to Events ...................................... 7
2.3
Assigning staff to a teaching event ........................................................................................... 7
2.4
Deleting staff assigned to an event........................................................................................... 7
2.5
Recording Graduate Teaching Associates against a module ................................................... 8
2.6
Assigning a Graduate Teaching Associate to an Event ............................................................ 9
2.7
Deleting a graduate teaching assistant assigned to an Event ................................................. 10
Finding and editing events: LUSI Course Handbook ..................................................................... 11
3.1
Finding an event..................................................................................................................... 11
3.1.1
4
5
Event Information ............................................................................................................ 12
Signing Students up to events ...................................................................................................... 13
4.1
Bulk Event Sign-Up: LUSI Student Records ........................................................................... 13
4.2
Changing the Maximum Number of Students – LUSI Student Records .................................. 16
4.3
Making Events Available for Online Sign-up – LUSI Course Handbook .................................. 16
4.4
Online Enrolment: Student Web Services.............................................................................. 17
Recording students’ attendance at classes: LUSI Student Record ............................................... 20
5.1
Options .................................................................................................................................. 20
5.2
Bulk Event Attendance ........................................................................................................... 21
5.3
Entering non-attendance details ............................................................................................. 22
5.4
Entering a Self-Certified absence record ................................................................................ 24
5.5
Removing a non-attendance record ....................................................................................... 26
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6
5.6
Verifying that the register was taken....................................................................................... 26
5.7
Recording which member of staff receives event non attendance email notifications ............. 27
Viewing a student’s events and attendance: LUSI Student Record ............................................... 29
6.1
Events signed up form............................................................................................................ 29
6.2
Viewing student attendance ................................................................................................... 29
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ATTENDANCE MONITORING REQUIREMENTS
1

Each department should nominate a compulsory regular contact event for each module at both
PG and UG level (see section 2.1 for how to do this)

Departments are encouraged to nominate seminars, tutorials, practicals and workshops as
compulsory events. Attendance at these events must then be recorded in LUSI at least every
two weeks.

Departments may also choose to collect additional attendance data, e.g. lecture attendance,
which they may also indicate to students is compulsory for their academic monitoring purposes
and record on LUSI. However, entering this data into LUSI would not be subject to the two-week
input deadline.

Handbooks and/or module handouts need to make it clear what the department expects with
respect to attendance for all students.

Part-time students should be treated pro-rata consistent with their expected interaction with the
university.

Non-typical modules (e.g. placements, short modules) may require bespoke approaches and
advice should be sought from the Head of the Student Registry.
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2
TEACHING EVENTS
All teaching events are created (on the Contact Hours CMod (Timetabled) form in the LUSI Course
Handbook) and then centrally timetabled by staff in the Student Registry. The screenshot below shows
how this screen may typically look. Please contact timetable.enquiries@lancaster.ac.uk if you need to
add, remove or amend any teaching events shown on this form.
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Recording Compulsory Contact Types
2.1
Each department is required to state which the compulsory event types are for each module. This
information should be recorded in LUSI on the contact hour’s form by clicking
.
The form will display a row for each event type associated with the module with a default value of
optional:

Click into the cell in the optional / compulsory column for the compulsory event type(s) to
change the value:

Click
to close the dialogue box.

Click
to save the change.
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Viewing Staff and Graduate Teaching Assistants Assigned to Events
2.2
To view staff and graduate teaching assistants associated with a particular teaching event, click into the
blank square at the left hand side of the event to highlight that row in the grid. Click on the ‘Staff’ or
‘GTAs’ tab in the bottom section of the form to see who is currently assigned to the event.
Assigning staff to a teaching event
2.3

In the ‘Events’ section of the form, click into the cell to the left hand side of the event you want to
assign staff to, this will highlight that row.

On the ‘Staff’ tab at the bottom of the form, click into the ‘Department’ cell of the next blank row
of the grid:

Click on the

Select the appropriate department from the list.

Click into the next cell in the ‘Staff’ column

Click on the

Select the appropriate member of staff from the pick list.

Click
to open the ‘Department’ pick list.
to open the ‘Staff’ pick list, all staff from the selected department will be listed.
to save the change.
Deleting staff assigned to an event
2.4

Click into the cell to the left hand side of the event to highlight that row in the grid

On the ‘Staff’ tab at the bottom of the form, click into the cell to the left of the ‘Department’
column against the row containing the member of staff to be removed
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
Click

Click
.
.
Recording Graduate Teaching Associates against a module
2.5
In order to assign a graduate teaching associate to a teaching eveny, they must first be associated with
course moduel. Follow the steps below to do this:

Open the Form ‘Staff CMod GTA’

Click

Enter either the Student ID number or surname into the appropriate cell on the student picker.

Click

Any matches will be displayed in a grid at the bottom of the ‘Student Picker’
or hit the ‘Enter’ key.
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
Click to highlight the correct person, this will activate the select button

Click

The ‘Student Picker’ will close and the selected student will be seen in the grid.

Give the student the relevant level of access to the VLE by selecting the appropriate option from
.
the ‘VLE Access’ pick list.

Repeat the steps above to add more students to the module.

Click

To delete a student from a module, click onto the appropriate line in the grid and click
when complete.
.
You will now be able to assign the student as a GTA against events.
Assigning a Graduate Teaching Associate to an Event
2.6

In the ‘Events’ section of the form, click into the cell to the left hand side of the event you want to
assign GTAs to, this will highlight that row.

On the ‘GTAs’ tab at the bottom of the form, click into the ‘Student’ cell of the next blank row of
the grid:

Click on the

Any students recorded as ‘GTA’s’ on the ‘Staff CMod GTA’ form will appear in the list (see 2.5
to open the ‘Student’ pick list.
above).

Select the appropriate student from the pick list.

Click
to save the change.
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Deleting a graduate teaching assistant assigned to an Event
2.7

Click into the cell to the left hand side of the event to highlight that row in the grid

On the ‘GTAs’ tab at the bottom of the form, click into the cell to the left of the ‘Student’ column
against the row containing the GTA to be removed

Click

Click
.
.
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FINDING AND EDITING EVENTS: LUSI COURSE HANDBOOK
3
This section shows you how to find an event in order to edit details such as Max Students and
Available for online sign up.
Finding an event
3.1
To find an event:

Open the Find form

Click the Event tab

Either:
o
Enter an event id and choose Event ID
o
Enter an event name and choose Event Name
o
Or if none of these are known, move to next stage

Choose a department and then a course module from the pick list

Click Find Now

If any results are found the LUSI find screen will extend to show the results:

Select the event you wish to view
There are a number of ways of selecting events from the find results which will appear at the bottom
of the ‘Find Form’:
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
Double
click
on
a
specific event to view
the relevant details.

Click Select All to
load the details of all
the events found into
the ‘Selection List
(Timetable Event)’.

Open selected
events by clicking the
mouse whilst holding
the <CTRL> key on
the chosen events and then click Select.
3.1.1
Event Information
From the selection list, double click to view and / or edit the details held on the ‘Event Information’ form.
The top section of the form gives the event type, name, timetabled day / time and location.
The next section gives the following information:
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
Hours per week is entered by timetabling staff from information provided to them by the
department

Max students will limit the number of students who can be signed up to the event, use the
arrows to increase or decrease this number. Please note, if you leave max students blank
then the event will not have a limit.

Planned size is used by timetabling staff to determine the size of room required.

Room Capacity displays once the event has been timetabled and roomed.

No of Enrolled Students shows the number of students signed up to the event.

Available for on-line sign up tick this box to make the event available for students to sign up to
online. Please note that if you want to make multiple events available for online sign up
there is a bulk method for doing this detailed later in this guide (see section 4.3).

Block automatic enrolment used by timetabling staff to prevent automatic enrolment onto
events.

Departmental Admin Staff Email Contact: use this section to record the departmental
recipient for non-attendance emails. Please note, there is a bulk method for recording
departmental email contacts which is detailed later in this guide (see section 5.4).
SIGNING STUDENTS UP TO EVENTS
4
Students are automatically signed up to non-alternate events (e.g. a lecture that is attended by all
students on the relevant modules). Part II undergraduate students will be signed up to optional events
by the timetabling staff however, departments will easily be able to move students from one event to
another or open the event up for online enrolment in order to allow students to choose their own events.
Bulk Event Sign-Up: LUSI Student Records
4.1
Departments can sign students up to optional events, or move students from one event to another, by
using this facility.

From the top bar menu click Records  Bulk Event Information Entry  Bulk Event Sign
Up.
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The following form (which allows quick and easy assignment of students to events) appears:
To use this screen:
Choose a year (the default that appears is the current year).

Choose a department.

Choose a course module (this list will only show modules administered by the selected
department).

Choose a cohort. If only one cohort is available then the cohort will be displayed instantly.

Choose the relevant event type.

Choose the relevant event.

The event chosen determines what is shown in the information section. If the event is an
alternate then the other alternate events will be displayed. If there are other course modules
attached to the event they will be displayed. If there are no alternate events and no other course
modules then the information box will not be displayed.
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
There are two boxes displayed:
o

Available Students - This list contains any students who are:

Enrolled on the chosen module

Enrolled on any other module linked to the event

not enrolled on an alternate event
Signed-up for event. This list contains any students


Who are already signed up to the event
Moving students between boxes
Move the students to the correct box using the arrow buttons described below.
Click to move one or more students across from the available list to the ‘signed-up’ list
(to select more than one student hold down the ctrl key and then click on all the relevant
students).
Click to move all students across from the ‘available students’ list to the ‘signed-up for
event’ list.
Click to move one or more students across from the ‘signed-up for event’ list to the
‘available students’ list.
Click to move all students across from the ‘signed-up for event’ list to the ‘available
students’ list.
Tip: to select more than one student hold down the ctrl key and then click on all the relevant students.

Once all the students are in the correct lists click ‘Save’.
Note: If the maximum number of students permitted for the event is exceeded then you will receive a
warning and the information will not save. Instead, you must either reduce the number of students who
are ‘signed-up for event’ or increase the maximum number of students allowed (see 4.2).
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Changing the Maximum Number of Students – LUSI Student Records
4.2
You can change the maximum number of students for a teaching event on the Bulk Event Sign-up form
detailed above. To do this, simply change the number which appears in the top section of the form as
the last row of the parameters section:
Note: You will not be able to set the maximum No. of students to a number greater than the room
capacity and you cannot change the room capacity. If a larger room is required you MUST contact
timetabling@lancs.ac.uk.
Making Events Available for Online Sign-up – LUSI Course Handbook
4.3
New undergraduate students are asked to pre-enrol for modules prior to arrival at the University after
which departments can opt to allow the new intake to sign up online for teaching events. Online sign up
for events can also be made available to postgraduate and Part II UG students should departments
wish. The availability for on-line sign up is controlled by the departments by using the method detailed
below:

Open the LUSI Course Handbook.

From the ‘Records’ menu select ‘Bulk Events Available On-Line’.

Select the ‘Session’, Department, CMod and Cohort; any alternate events will then be displayed
in the grid:
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
To make an event available for online enrolment click onto the
change it to a


.
To make an event unavailable for online enrolment click onto the
to change it to a
in the ‘Available’ column to
in the ‘Available’ column
.
Use the ‘Bulk Updates’ options to make all events ‘available’ or ‘unavailable’ as appropriate.
At the start of the academic year it is expected that the site will be kept open until midday on Friday so
enrolments are finalised by the end of intro-week, after this time departments should make all events
‘unavailable’.
Online Enrolment: Student Web Services
4.4
Once the department have opened up events for online sign up Student’s should be directed to their
‘Event Sign-Up’ area. This can accessed via the ‘Student Web Services’ section on the ‘Student Portal’
or by going directly to https://mylusi.lancs.ac.uk/StudentInfo/

Click on:

See this form:
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
Click ‘Current Events Selected’ to view the events currently signed up to and to update
enrolments:
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
As shown in the screen shot above, this student is not yet signed up to a seminar group for
HIST201.

Click onto

The student should click into the
to see available options
against the event they wish to sign up for and then click
.

If any event is already full then the student will see this indicated and they will not be able to sign
up for that event:
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5
RECORDING STUDENTS’ ATTENDANCE AT CLASSES: LUSI STUDENT RECORD
5.1
Options
The ‘Student’ tab of the ‘Options’ form offers you the chance to select preferences for certain fields on
the attendance form. Options can be acessed by clicking the

button from the header bar.
Setting a Default Non-Attendance Reason
If you leave this option blank then each time you click onto a tick in the ‘Bulk Entry: Event
Attendance’ form the ‘Edit Event Attendance’ box will appear as detailed in 5.3 below. However, if
you regularly find that, at the time of recording non-attendance, you haven’t been informed of the
reason for non-attendance, you may want to set the default reason to ‘No Reason Given’ or
‘Uncondoned’. To do this select the appropriate reason from the ‘Default Non-Attendance Reason’
pick list then click
.
If a default reason has been saved then the ‘Edit Event
Attendance’ box will not open when a tick is removed in the ‘Bulk Event Attendance” form instead
the default value will automatically be recorded. You will be able to edit this information at a later
date by clicking

button to open the ‘Edit Event Attendance’ form.
Default Bulk Event Attendance Column Headers
This option allows you choose between week numbers or the week commencing date as column
headers. We would expect that those recording attendance for undergraduate students would want
to see dates wherea those recording attendance for postgraduates may choose dates instead.
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
Default Bulk Event Attendance Grid Settings
Rather than seeing a column for every week in which an event is running, this option allows you to
opt to hide previous weeks and / or future weeks.
Bulk Event Attendance
5.2
Attendance is recorded using the LUSI Student Record. The system is set up under the assumption that
most students will usually attend; the default setting for all student attendance instances is a tick,
indicating that the student attended. Hence, you only need to edit this data when a student has failed to
attend.
From the top bar menu choose Records  Bulk Event Information Entry  Bulk Event
Attendance. The following form (which allows quick and easy recording of non-attendance) will open:
To use this screen:
Choose a year (the system will default to the current year)

Choose a department (you will only be able to select the department(s) you are associated
with).

Choose a course module (this list is populated with modules owned by the department you have
selected).

Choose a cohort. (If only one cohort is available then the cohort will be displayed instantly).

Choose the relevant event type.

Choose the relevant event.
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The grid will display all students who have signed up for the chosen event. Column four onwards
displays the weeks in which the event runs (in the case shown here, weeks 11-20), so this display will
vary in width according to the total number of weeks the event runs for.
Refer to 5.1 above if you
would prefer to see week commencing dates instead of week numbers as column headers.
Entering non-attendance details
5.3
You only need to edit the attendance details of a student when they fail to attend an event. Hence,
unless you edit these details each student attendance will show a tick, indicating that they did attend the
event. To indicate that a student did not attend:

click on the relevant tick, the tick will disappear and the following screen will be displayed:
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Note:
If you have opted to set a default non-attendance reason as mentioned in 5.1 above this form will not
display instead, the default reason will automatically be entered.

Select an absence reason, if there is no known reason choose ‘No reason given’ from the drop
down list.

The notes field may be used if there are relevant extra details (e.g. the receipt of a medical
certificate) that you wish to note. There is no requirement to use the notes field, however.

To save these details click ‘Save’.
Note: Condoned absence will be marked with a white cross in a blue circle
absence will be marked with a white cross in a red circle
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.
and uncondoned
5.4
Entering a Self-Certified absence record
Students can enter details of their absence via the ‘absence notification’ option from their Student Web
Services area (now accessed from the Student Portal).
Once the student has clicked onto Absence Notification they will see the following screen:
They can select to Submit Absence Details or view their Current Attendance Details.
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After selecting Submit Absence Details this screen appears:
The student must complete the form, providing details for their reason for absence, then click next:
If they are happy with the information they click
at which point the absence record is
saved against all events the student is signed up to which will occur during the absence period
indicated:
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Removing a non-attendance record
5.5
If a non-attendance record has been entered in error the record can be removed, in most cases, by
clicking the relevant cross and a tick will reappear; this will immediately delete the non-attendance
record from the database. Where the absence has been entered by the student via the web then you
cannot remove the record in this way; an attempt will result in the following message being displayed:
To remove a web non-attendance record:

Click the

Click the

Select the any value, other than ‘illness – Self-Certified (Web)’ or ‘Personal Circumstances -
button in the details column, see the following :
button.
Self-Certified (Web)’ from the ‘Absence Reason’ pick list

Click

You will now be able to remove the non-attendance record by clicking the relevant cross and a
tick will reappear.
5.6
Verifying that the register was taken
The bulk non-attendance grid includes a row marked “Click to verify register taken”. Tick these boxes to
indicate that the attendance details for the week in question have been entered and verified. This is
because the default position is that all students are recorded as attending; hence, if all students are
shown as present this might only be because the relevant staff member has yet to confirm any nonattendances for that week. If all students did attend, then you must tick the verify box to conform that
this was the case.
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Recording which member of staff receives event non attendance email notifications
5.7
When a student enters a self certified absence record as detailed above an email notification is sent.
You can record who should be the recipient of these notifications in the following way:

Click to open ‘Records’ menu (in the Course Handbook)

Select the options ‘Bulk Event Departmental Email Contact’ to load the following form

Select the Department from the picklist

Select the course module from the picklist

Select the cohort

If you want to see particular event types then select this from the event type pick list. All event
types will be shown if nothing is selected here.

To allocate a member of staff to an event click in the grid on the apprpriate line for that event.
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Note: to allocate the same member of staff to multiple events select multiple rows by using shift+click or
ctrl + click.

Click the

Enter either the surname of the member of staff into the appropriate cell on the staff picker.

Click

Any matches will be displayed in a grid at the bottom of the ‘Staff Picker’.

Click to highlight the correct person and activate the select button.

Click
button to open the staff picker.
or hit the ‘Enter’ key.
.
Tip: You can sort the data alphabetically by clicking on any of the column headers, in the example
above I have sorted by Department.

The ‘Staff Picker’ will close and the selected name will be displayed in the ‘Staff Email Contact’
column against all of the events you had selected.

Repeat the steps above to allocate different members of staff to other events.

Click Save.

Click Close.
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Note: If you DO NOT specifically record who should be the recipient of email notifications then they will
be sent the person recorded against the module, on the staff on cmod form, as ‘administrative staff’. If
more than one person is recorded against this role then the system will randomly select one person.
6
VIEWING A STUDENT’S EVENTS AND ATTENDANCE: LUSI STUDENT RECORD
6.1
Events signed up form
To view a student’s whole diet of events for a given year, find and select the relevant student, then
select their “Events Signed up to” form and the relevant year (the current year is the default). The
display-only form that then appears is shown here:
6.2
Viewing student attendance
To view those occasions when a student has been recorded as not attending an event in a given year,
find and select the relevant student, then select their “Events Signed up to” form and the relevant year
(the current year is the default). The display-only form that then appears is shown here:
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