TABLE OF CONTENTS




Introduction

Every course section has a census date (10% of a course), which can now be found on the right side of the Faculty Overview page for your sections in StormTrac. It can also be found in the Section List provided by the Student Records office at the beginning of the semester. It is important to remember that for compliance purposes, “Accurate attendance records shall be maintained for each class through the 10 percent point of the class” (1G SBCCC 200.93. NCCCS Code).


StormTrac Faculty Overview screen showing the course sections, times, locations, availability, and census dates. Census dates are listed in the last column.

Online Entry Assignment

Online and hybrid course sections are required to have an online entry assignment in the form of a graded Moodle quiz to capture students’ date of entry into the course. 

  • The quiz needs to be graded, but the grade does not have to count toward the final grade. 

  • Communicate to students that entry assignment completion is required to remain in the course. 

    • Sample Moodle announcements

      • Online course:  Students must complete the entry assignment by (insert census date) or they will be dropped from the course.

      • Hybrid course:  Students must either attend a face-to-face class session or complete the entry assignment by (insert census date) or they will be dropped from the course.

  • Students who do not complete the entry assignment, or in the case of a hybrid course, neither submit the assignment or attend a face-to-face/virtual class by the census date, should be marked as “Never Attended.”  

  • Note: Traditional face-to-face or totally virtual sections do not require a course entry assignment. 

    • Count the first day a student attends as the enter date. 

    • If the student does not attend on or before the census date the instructor should mark the student as “Never Attended.” 


How to Enter Attendance

  1. Login to StormTrac by going to Faculty & Staff Resources (https://www.davidsondavie.edu/faculty-and-staff-resources/) and choose StormTrac (Self-Service)

  2. Select the FacultyStormTrac home screen showing the Faculty tab with a black box and arrow pointing to it.

  3. Select a course section StormTrac Faculty Overview screen showing sample course sections of ART 111, ENG 111, MAT 143, and PHM 110.

  4. Go to the Attendance tab and select the applicable date from the Select Date drop-down menu. Some columns will not appear on the screen if the applicable date is not entered. Note that you can enter a comment for each student on this date. Students will not be able to view the comments. A max of 50 characters can be entered. ART 111 sample course with the Attendance tab selected and a number 1 over it. A number 2 is over the Select Date drop down bar.

  5. Enter the status for each student

    1. Present 

    2. Absent, No Excuse (Counts as Absent for compliance purposes)

    3. Absent, Excused (Counts as Absent for compliance purposes)

    4. Late (Counts as Present for compliance purposes

Sample course showing the Select Attendance drop down bar. Options include Present, Absent no excuse, Absent excused, and Late

Face-to-Face Courses

Attendance should be taken for each scheduled meeting from the first day of the course through the scheduled meeting that immediately follows the census date. 

MAT 143 sample course with the Attendance tab highlighted. A black arrow points to the Select Date drop down bar with a note that reads "Day after the census date of 8/18/2022"

Hybrid Courses

Entry should be noted using Present when the student attends the face-to-face portion of the class. Present should also be entered on the date the student completes the online entry assignment. The face-to-face column has a stated meeting time and the online column is labeled “Time not specified.” Some sections may have more than two columns. Attendance should be taken through the day after the census date on each roster.

Sample hybrid course with the Attendance tab highlighted. A comment box reads "Day after census sate of 8/18/2022 with attendance marked for both the online column and face to face column."

Online Courses

“Present” should be noted on the attendance roster corresponding to the day a student completes the entry assignment. Attendance should also be noted for each student the day after the census date. Enter attendance for all rosters listed here.

Sample online course with the Attendance tab highlighted. Student attendance is marked for 8/19/2022. A comment box reads, "Day after the census date of 8/18/2022."

Flexible Courses

You should see columns associated with each option your students have for engaging with the class: in-person, virtual, online. Some Flex sections do not include all three options. It depends on how your specific Flex section was set up. 

  • The in-person option will be designated by a column(s) that has all of the time(s) you meet for class.

  • The virtual option will be designated by a column(s) that has all of the time(s) you meet for virtual class.  

  • The online option will be designated by a column that has the phrase “Time not specified.”  


Please keep the following two tips in mind as you complete your census reports.

  • If your F section course provides students with both an in-person meeting option and virtual meeting option, you will see two columns both labeled with the same meeting time. Self-Service treats these two columns as the same.  Therefore, if the student attended either in-person or virtual, mark their attendance in that first column. You can leave the second identical column blank. Self-Service will actually duplicate your entry from the first column over into the second column.

If your F section course provides the asynchronous online option and you have both classroom and lab/shop/clinical hours, you will see two columns listed as “Time not specified.” Please treat the first “Time not specified” column as the classroom hours and the second “Time not specified” column as the lab/shop hours.


Optional Features

Using the “Update All” drop-down bar, instructors can enter “Present” or “Absent” for every student on a selected date. This feature will also mark “Absent” for every student that isn’t marked “Present” on a selected date, or vice versa. 

Sample course with Attendance tab highlighted. The Update All drop down bar is open and has the options of "Update Empty Records to Present" and Update Empty Records to Absent."

How to Certify Attendance

Once you have entered attendance up to and including one day past the census date, it’s time to certify the attendance.

  1. Select a course section and choose the Census tabSample course showing the Census tab highlighted with an arrow pointing to it.

  2. Mark students who have never attended by checking the Never Attended box next to the corresponding student name. *What should I do if a student no longer appears on the census tab? Sample course with the Census tab open. The third column is Never Attended and has check boxes for each student

  3. Select the blue Certify button to begin completing the certification process. Sample course with the Census tab open. The blue Certify button is on the right side of the page. An arrow points to it.

  4. Select Submit to agree to the census statement.  Sample course with the Census tab open. A pop up box is titled Certify Census Attendance. The options are Cancel and Submit.

  5. A message will show that the census certification has completed successfully. StormTrac Faculty overview page showing a box under the top toolbar. The box reads, "Census Certification completed successfully."


This certifies the attendance for the section. After the census roster has been certified, the date will no longer display on the Faculty Overview page.


Never Attended

How to mark a student as Never Attended if the student is no longer visible on the census tab or if census has already been certified:

  1. Select the Grading tab

  2. Select the Final Grade tab

  3. Find the student name and mark the student as Never Attended