Emerge – Attendance

Taking Emerge in Attendance has been designed to be be intuitive and simple, however there are a few things you should know.

Sessions vs Lessons

A session is a period in a day i.e. Morning (AM) or Afternoon (PM). Registration for this is statutory i.e. all schools have to return this information to the LA. Sessions are controlled by the MIS settings.

A lesson is a period within a session, usually defined by a subject or class grouping, such as Geography or Year 12 Study Time and is controlled by the MIS timetable. Registration for this is optional, but many schools like to collect this data. Emerge makes this process simpler and replaces complex paper procedures being needed several times per day.

Rows of Students

Each student in the current register is represented by a row in Emerge. Dependent on your device and login that row will look something like the below images.

Apple iOS Android Windows 8.1
iOS_Attendance_Row Android_Attendance_Row W8_Attendance_Row

The 'Anatomy' of a row

Each row is made up of several areas which fit into one of two categories:

  • Displayed information
    • Shown in the below image outlined in red.
    • There are certain key pieces of information displayed on each row. You cannot interact (i.e. click, tap or touch) with this display information, it is there just to tell you something.
  • Interactive areas
    • Shown in the below image outlined in blue.
    • Each row is divided into 3 areas with which you can interact (i.e. click, tap or touch) that allow you to enter marks, notes and minutes late.

Display&Interact_Attendance_Row

We have written this guide for those users that wish to understand more about how Emerge records attendance; if you are a beginner we recommend you just dive right in and give it a go - in essence you press the left hand end of a student's row (A) to mark them absent and right to mark them present (C). Why not come back to this guide later to read more about it in depth.


 

Tell me more...

Displayed information

There are certain key pieces of information displayed on each row. You cannot interact (i.e. click, tap or touch) with this display information, it is there just to tell you something.

Attendance_Row_Display_TRANS

Display Area Breakdown

iOS_Display_Attendance_Row

iOS

W8_Display_Attendance_Row

Windows 8.1

Android_Display_Attendance_Row

Android

Show Explanation of Display Areas
  1. Photo or place-holder image (if no photo is available).
  2. Surname, First-name.
    • Controls display order, e.g. Alphabetically by Surname.
  3. Today's Attendance marks.
    • (Session Name | Mark) Lesson 1 Mark | Lesson 2 Mark | Lesson 3 Mark etc (Session Name | Mark) Lesson 4 Mark etc
    • (AM /) //L (PM \) N
    • Present in morning registration, Present in 1st 2 lessons, late for lesson 3, Present for afternoon registration, Absent for lesson 4.
  4. Current or assumed mark for selected register.
    • White
      • No Mark.
      • e.g. At time of taking morning register this would be blank as they have no mark entered, but at other times of the day there may be an assumed mark displayed here; see below.
    • Pale Green, Red, Blue or Orange
      • Assumed Mark. Pale Colours are used to indicate an assumed mark for lesson, derived from the session mark, or for the PM session derived from the AM session. This is one of Emerge's best used time saving features.
      • e.g. A student was absent this morning so its unlikely they will be present during any lessons that take place that morning; therefore for ease of taking lesson registration Emerge 'assumes' that the lesson mark will also be absent. If the student does arrive for a lesson however the mark can be overwritten as explained below. This also helps confirm to staff that if a student is absent from their lesson there is a reason for that.
    • Dark Green, Red, Blue or Orange.
      • Saved Mark.
      • e.g. When looking at "this morning's" register later "today" the mark will show a dark green / to indicate the student was present "this morning".

All Marks are read from your MIS; the most common defaults are below (click the arrow) for reference but for an explicit list you should refer to your MIS.

Mark Explanation
 

Mark Description Colours Meaning
- Dash No Mark entered yet e.g. Morning Session not started yet
_ Underscore No Mark where one is expected. e.g. Morning session over and no mark entered
/ Forward Slash AM Present
\ Back Slash PM Present
N Absent
L Late
-10 Dash followed by a number various Indicates minutes late e.g. /-10* indicates a student was present, but arrived 10 minutes late.
 E Excluded
 B Educated off site

 

Interactive areas

Each row is divided into 3 areas with which you can interact (i.e. click, tap or touch) that allow you to enter marks, notes and minutes late.

Attendance_Row_Interactive_TRANS

Interactive Areas Breakdown

iOS_Interactive_Attendance_Row

iOS

W8_Interactive_Attendance_Row

Windows 8.1

Android_Interactive_Attendance_Row

Android

 

[expandsub3 title="Show Explanation of Interactive Areas"]

A. - The left hand end of the row.

  • Enter default mark for Absent or overwrite an assumed absent student with default mark for present.
    • The row will have a coloured background to indicate behaviour
      • e.g. Red = default for Absent Attendance shading default
      • Green = overwrite assumed mark with present Attendance shading reversed

B. - The middle of the row.

  • Enter alternative marks from MIS, record minutes late and enter a note.
    • Minutes late is supported only in SIMS and cannot be deleted once entered from Emerge. You can edit the value in SIMS directly, however due to a limitation of the interface used by Emerge to access SIMS (the API) you cannot set it to a value less than 1 (i.e. 0 or blank) in Emerge itself.
  • If configured, you can also record Dinner Register choices from the middle of the row.

C. - The Right hand end of the row.

  • Enter default mark for Present or confirm an assumed mark.
    • The row will have a coloured background to indicate behaviour
      • e.g. Green = default for Present Attendance shading default
      • Any other Colour = confirm the assumed mark Attendance shading reversed
[/expandsub3]

Examples

Mark Entry (Pale Colours)

Mark Entry (PALE)

  • Jimmy was present for the most recent registered session.
    • To confirm him as present for the lesson or PM session interact with the right hand end of the row (C) shaded in green.
    • To overwrite the mark as absent for the lesson  or PM session interact with the left hand end of the row shaded (A) in red.
    • To apply minutes late, notes or a custom mark to Jimmy, interact with the middle of the row (B) shaded in white.
  • Matt was absent for the session.
    • To mark him Absent for the lesson or PM session interact with the right hand end of the row.
    • To confirm him as absent for the lesson or PM session interact with the right hand end of the row (C) shaded in red.
    • To overwrite the mark as present for the lesson or PM session interact with the left hand end of the row shaded (A) in green.
    • To apply minutes late, notes or a custom mark to Jimmy, interact with the middle of the row (B) shaded in white.
See more...
  • Paul was educated offsite for the session.
    • To confirm him as offsite for the lesson or PM session interact with the right hand end of the row (C) shaded in blue.

    • To overwrite the mark as present for the lesson or PM session interact with the left hand end of the row shaded (A) in green.
    • To apply minutes late, notes or a custom mark (including absent) to Jimmy, interact with the middle of the row (B) shaded in white.

  • Patrick was excluded for the session.
    • To confirm him as excluded for the lesson or PM session interact with the right hand end of the row (C) shaded in orange.

    • To overwrite the mark as present for the lesson interact with the left hand end of the row shaded (A) in green.
    • To apply minutes late, notes or a custom mark (including absent) to Jimmy, interact with the middle of the row (B) shaded in white.

Viewing and Editing Saved Marks (Dark Colours)

Saved Marks (DARK)

  • Jimmy's row is dark green at the end.
    • He was Present for the selected register.
    • To retrospectively change the mark, select the relevant interactive row area;
      • Left for Absent, Middle for alternative mark selection.
    • Confirm you wish to change the mark in the popup.
  • Matt's row is dark red at the end.
    • He was Absent for the selected register.
    • To retrospectively change the mark, select the relevant interactive row area;
      • Middle for alternative mark selection, right for Present.
    • Confirm you wish to change the mark in the popup. 
See more...
  • Paul's row is dark blue at the end.
    • He was marked as a B for the selected register.
    • To retrospectively change the mark, select the relevant interactive row area;
      • Left for Absent, Middle for alternative mark selection, Right for Present.
    • Confirm you wish to change the mark in the popup.
  • Patrick's row is dark orange at the end.
    • He was Excluded for the selected register.
    • To retrospectively change the mark, select the relevant interactive row area;
      • Left for Absent, Middle for alternative mark selection, Right for Present.
    • Confirm you wish to change the mark in the popup.

 

Emerge Data Updates
When data is recorded it 'lives' in one or more possible places and there are a number of factors that affect where it is held.

The below information is of a technical nature and is designed to assist technical staff understand and troubleshoot data updates in the range of Groupcall apps designed to display and record attendance marks and other data; including Xpressions, Emerge Mobile and Emerge Desktop. Should you need any further assistance please contact our support team.

Emerge for Schools

Data saved in Emerge

  • When attendance is taken in the Emerge Mobile app or Emerge Desktop the marks are immediately sent to the school Emerge server to be written back to the MIS and into the Emerge server cache while you are watching the progress bar on the device.
    • The same can be said for Behaviour/Achievement recording.
  • If your Emerge Mobile device is offline when you press save, the marks will be saved only on your device until you are back online and upload them.
    • Emerge desktop does not support offline working.

Data requested by Emerge

  • For attendance your device will request fresh data every 30 minutes, and the server will return data that is a maximum of 15 minutes old.
  • For behaviour and achievement fresh data is checked hourly, and information up to 30 minutes old is shared.

The delay for replication of updated attendance and conduct records is to provide the best balance of timely data and avoid performance impact on your MIS, it assumes that your shortest teaching period is at least 30 minutes in length.

Recent Data

Hence, in terms of most recent data, assuming the device is online and can contact the Emerge server:

  • Data recorded on your own device
    • Is up to date on your device as you saved them.
  • Data recorded on another Emerge Device
    • Will be a maximum of 30 minutes before it appears on other devices and on Emerge Desktop.
  • Data recorded on Emerge Desktop
    • Will show for other Emerge Desktop users instantly,
    • and up to 30 minutes for Emerge Mobile devices
  • Data marks recorded without using Emerge
    • Will be a maximum of 30 minutes behind when you request them;
      • This is to avoid excessive workload on MIS and delays in device download.
  • Your device requests attendance when you view attendance and the copy on your device is over 30 minutes old, or when you manually refresh the Attendance database under the Settings menu.

 

Xpressions

  • The marks parental users see for their children will be a maximum of 92 minutes behind the school as long as all technical elements of the solution are operating correctly.

Should you need any further assistance please contact our support team.

If you have any queries, please let us know!