Attendance@HKUAdministrator’s Website

- User Guide

Dec 2019

Contents• Overview• How to Access• Setting up your Attendance Taking

– for courses from SIS– for events from HKUEMS

• Administrator’s Website– Maintain Events

• Create Ad-hoc Event• Update Event• Delete Event

– Retrieve Attendance Data– Maintain Access Control

• Privacy Policies Compliance• Getting Support

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Overview• Attendance@HKU mobile app (the “app”) is for HKU staff/students and

guests (non-HKU members) to record their attendance in events/classes held in the centrally timetabled classrooms and some departmental premises of HKU, by simply opening this app at these venues.

• Events/Classes can be passed from HKU Event Management System (HKUEMS) and Student Information System (SIS).

• Authorized administrators can download attendance data for further analysis.

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Overview• The Administrator’s website is available for use by department/event

administrators to perform the following functions:

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Features When to use

Create/update events Create/update an ad-hoc event for attendance takingUpdate the venue of a event/class imported from HKUEMS/SIS

Retrieve attendance data Retrieve attendance data for analysis

Maintain access control Control the list of department users (e.g. class instructor) who can access the events/classes and related data

• Run on Chrome or Firefox

• Login HKU Portal– go to \Campus

Information Services\Central IT Services, OR

– type “attendance” in the search field

– click the link Attendance@HKU(for Admin)

How to Access (HKU Staff)

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• Run on Chrome or Firefox

• Login HKU Student Portal– go to \Useful Links

ORtype “attendance” in the search field

– click the link Attendance@HKU(for Tutors)

How to Access (HKU Student Tutors)

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• To set up you attendance taking for courses from SIS, please refer to https://intraweb.hku.hk/reserved_2/sis_staff/sis/SIS-reference-materials.html

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Setting up your Attendance Taking -for Courses from SIS

• When…– creating new HKUEMS events– updating HKUEMS events– removing events from HKUEMS

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Setting up your Attendance Taking-for Events from HKUEMS

• Under Enrolment Method Section on the second page• For “Require Registration?”, please select radio button “Yes (by HKUEMS)”.• For “Require Attendance Taking”, please select radio button “Yes”

(The default option is “No”)

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Attendance Taking for HKUEMS Events – Create HKUEMS events

• If you would like to collect participants’ names, please use the fields “Full Name”, “Surname” and/or “First Name” in HKUEMS. Otherwise, Attendance@HKU cannot recognize the participants’ names.

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Attendance Taking for HKUEMS Events – Create HKUEMS events

• HKUEMS creates a event in HKUEMS database• Go to Attendance@HKU to choose the venue by clicking “Visit

Attendance@HKU”:

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Attendance Taking for HKUEMS Events – Create HKUEMS events

Attendance Taking for HKUEMS Events – Choose Venue

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Check-out option can be changed

Event Owner

Update venue under Attendance@HKU, as venue under HKUEMS is free text only

Remember to save the update

• Modify the event details

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Attendance Taking for HKUEMS Events – Update HKUEMS events

• Click “Commit” button to update the event in HKUEMS

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Attendance Taking for HKUEMS Events – Update HKUEMS events

• HKUEMS updates the event in HKUEMS database and Attendance@HKU• Go to Attendance@HKU to choose the revised venue by clicking “Visit

Attendance@HKU”:

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Attendance Taking for HKUEMS Events – Update HKUEMS events

• Click the “Manager” tab on the top menu• Click the “Manage active events” on the LHS menu• Click the “Pencil” button to update an event

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Attendance Taking for HKUEMS Events – Remove HKUEMS events

• Under Enrolment Method Section on the second page• For “Require Attendance Taking”, select the radio button “No”

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Attendance Taking for HKUEMS Events – Remove HKUEMS events

• Click “Commit” button to update the event in HKUEMS

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Attendance Taking for HKUEMS Events – Remove HKUEMS events

• HKUEMS updates the event in HKUEMS database• The event is removed from Attendance@HKU

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Attendance Taking for HKUEMS Events – Remove HKUEMS events

Administrator’s Web Site

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Maintain Event

Attendance Data

Access Control

Maintain Events• Events/Classes requiring attendance taking can be automatically retrieved

from Student Information System (SIS) and HKU Event Management System (HKUEMS).– only event venue could be updated for these events/classes under Attendance@HKU– If you would like to update other event/class information (e.g. start/end time), please do

so via SIS/HKUEMS

• Administrators can also do the followings:– To create an ad-hoc event (not initiated from SIS or HKUEMS) for attendance taking– To confirm the venue of an event retrieved from HKUEMS– To update the event venue in case of emergency, e.g. power outage leading to sudden

change of venue; please note that changes made under Attendance@HKU will NOT be updated back to SIS/HKUEMS

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Maintain Events - Create Ad-hoc Event

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Press the “+” button to create an ad-hoc event

Maintain Events - Update Event

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Press the “UPDATE” button to update an existing event (Venue)

Venue changed indication(Not applicable to HKUEMS)

Maintain Events - Update Event (from SIS)

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Read only

Class Instructors

Maintain Events - Update Event (from HKUEMS)

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• Same as “Attendance Taking for HKUEMS Events – Choose Venue”• Recommended to make changes via HKUEMS as direct changes under

Attendance@HKU side will NOT be propagated back to HKUEMS

Check-out option can be

changed

Event Owner

Update venue under Attendance@HKU, as venue under HKUEMS is free text only

Remember to save the update

Maintain Events - Delete Event• To delete an event

– Click the menu on the top left hand corner and then “Maintain Event”– Click the “Update” button of the event and then click the “Delete”

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Retrieve Attendance Data• To retrieve attendance data

– Click the menu on the top left hand corner and then “Attendance Data”– Click the “Download” button of the event– Data can be downloaded as an Excel file

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Retrieve Attendance Data

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• Attendance data will be kept for 2 complete academic years on server and available for downloading

• You can download attendance data of one class or an entire course• 2 versions of attendance data Excel files available for download:

DetailsNormal Version Full Version

Event Details ü ü

Staff/Student No. ü ü

Staff/Student Name Masked ü

Check-in Time ü ü

Check-out Time Optional Optional

Email Address û ü

Retrieve Attendance Data

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Download entire course

Download one class

Normal Version

FullVersion

Retrieve Attendance Data

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• Need to enter password to encrypt the data file if downloading the Full Version– The password should comply to HKU's password policy: with at least one letter (a-z, A-Z)

and one digit (0-9) and must be of 10-18 characters long

Retrieve Attendance Data

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Event Details

Attendees’ Check-in Time

• Sample attendance data files:– Normal version of a single class:

Retrieve Attendance Data

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Event Details

Attendees’ Check-in Time

• Sample attendance data files:– Full version of an entire course

Maintain Access Control• Actions in Attendance@HKU are controlled by access roles.

• There are 2 types of roles:– Roles granted on department basis

• the department administrator has the right to grant/revoke these roles to authorized users to access events and attendance data under the department concerned

– Roles granted on event basis• these are defined in and passed from SIS and HKUEMS, e.g. lecturer of a SIS course or event

owner in HKUEMS will automatically possess these roles under Attendance@HKU

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Maintain Access Control

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Access Control

Maintain Access Control• To maintain access control

– Click the menu on the top left hand corner and then “Access Control”– To add a new role, click the “+” button at the bottom right corner– To update existing role, click the “Update” button, enter the access rights details and

click “Save”

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* You will be asked to choose one department if you are the Administrator of multiple departments

Maintain Access Control

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Department Manageror

Department Coordinator

Option for faculty

Maintain Access Control

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Department Administrator

DepartmentManager

DepartmentCoordinator

Maintain Access Control• The following table summarizes the access roles under Attendance@HKU.

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Rights Granted According To Role Authorized Actions

Department Department Administrator(to be endorsed by HoD)

Under his/her authorized department:• create/update/delete event• retrieve attendance data• add/update/remove “Department

Manager” and “Department Coordinator”

Department Manager Under his/her authorized department:• create/update/delete event• retrieve attendance data

Department Coordinator Under his/her authorized department:• retrieve attendance data

Event Event Manager(Event Owner in HKUEMS)

For his/her authorized events:• update/delete events • retrieve attendance data

Event Coordinator For his/her authorized events:• retrieve attendance data

Privacy Policies Compliance• Departments, event owners and authorized users of Attendance@HKU

should comply with the ITS’s Personal Information Collection Statementand Data Privacy Policy, and in particular:– It is prohibited to transfer the downloaded data to unauthorized parties.– Data downloaded should be for attendance related purposes only.– Data downloaded should be deleted from your storage immediately after use.

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Getting Support• Tap the menu on the top left hand corner and you can find a list of

Frequently Asked Questions (FAQs) on using this application.

• Or you can contact ITS Service Desk for assistance.

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