Session 22 - itsiug.org.za 21 - SWT_TVET_Class...– Requirement of the SWT is to be a formal member of the ... Intervention letter ... • Student absent from class • Indicating

TVET Class Attendance SWT Feedback

Session 22Presented by: Antoine Fourie & Gail Beukes

ADAPT IT PRESENTATION TITLE

Introduction & Overview

Presented by: Gail Beukes


Objective

• Aligning ITS Integrator with the DHET Attendance & Punctuality Policy and to assist TVET Colleges to streamline Business Processes accordingly

• Demonstration on existing functionality pertaining to the Class Attendance reporting

• Identifying gaps within the existing Class Attendance functionality


Executive Summary

• Reporting on Class attendance became a statutory requirement (Ref. DHET Attendance & Punctuality Policy)

– No exam admission below 80 %

– NSFAS Reporting – paying of stipends

• ITSIUG EXCO authorized appointment of a Special Working Team (SWT)

• SWT Workshop 27th – 28th July 2018 at adapt IT Pretoria Offices

• 6 ITS Integrator “Super Users” were identified from TVET Colleges

– Requirement of the SWT is to be a formal member of the ITSIUG

• Formulate specifications for the development & enhancement on existing Class Attendance Functionality

• 22 Developments were identified and approved by adapt IT EXCO to be fully funded by adapt IT


SWT Participants

• Chaired by the ITSIUG Chair Ms Juanita Frans with representatives from 4 TVET Colleges

• Central Johannesburg College (CJC)

– Alet Naude

– Ronel Maree

• Northlink College

– Antoine Fourie

• False Bay TVET College

– Herman Basson

• Ekurhuleni West College

– Kobus Steenkamp

• Adapt IT Representatives Business Analysts & Support


Outcome of SWT – adapt IT perspective

• Monitor class attendance from start of Academic Block as well as actual enrolment date

• Monitor actual Overall Qualification Factor to calculate the average of all subjects

• Track, Identify patterns (possible solution with enhancements “ITS STS Module”)

• Block Exam Admission below %

• Validate reason for absence

– Public Holidays

– Institutional Holidays

• Supporting evidence on Attendance recording

• Communication

– Student Notifications

• Overall Evaluation & Reporting to validate exam admission or College intervention, e.g. counselling, disciplinary hearings, etc.


Colleges business processes aligned to DHET policy

Presented by: Antoine Fourie


Colleges business processes aligned to DHET policy complimented by the ITS Students Class Attendance System

Objectives

To formulate specifications, for the enhancement of the functionality of the Student Attendance and all business processes involvedin the action.

Student Class Attendance and Punctuality - Process focus

Attendance Indicator

• Institutions to set attendance indicator (Default YES)

Attendance Percentage

• Actual Attendance Factor

• Pro-rata Attendance Factor

• early alert the lecturer

• on risk students

Page 8


College Requirements continue…

Attendance Statuses

• absent with reason, late etc.

Force absent days on time table

• System to consider institutional and public holidays

Take the Registration date of student in consideration for attendance percentage calculation

• SOD to indicate take Census date or Registration date

Early alert mechanism

• Notification for student, lecturer and administration on students that’s at possible risk and might not make examination admission

Intervention letter

• iComms letters


College Requirements Continue…

New {SSTUDMT-3} menu

• allow tracking of students

• risk analysis validation where you can put up the rule

View the attendance per subject {SSTUDY-21}

• external reports, {SSTUR2-21}, {SSTUD1-11}

Electronic extraction and submission {SEDLES-4}

• This is a good report to use for lecturers sign off of marks.

• Suggestion: To add a signature field on this report

Progress Report

• new style sheet where you can add the institutions logo,

• viewed via the iEnabler

• print it in bulk via {SSTUR2-21}


Reports Linked to Attendance

Reports• Examination Admission Letters/permit

• Student Stipend payment

• Student absent from class

• Indicating lecturer who did not capture their attendance

• Average attendance to display at the bottom of class list

• Overall qualification attendance factor to the attendance

• Attendance indicator and the reason

• Student attendance Summary

{SSTUR2-11}

{SSTUD4-12}

{SSTURL-6}

• Lecturer iEnabler


Adapt IT Progress

Presented by Desiree Makofane


Where are we now…

• 5 out of 22 enhancements were referred to adapt IT Software Solutions

– New Code Structure for attendance including a field “active”

– Add attendance factor to the Attendance Register program {SSTURL-6}

– Add Attendance and Projected factors on the iEnabler Attendance register.

– Change the SOD for public holidays to also cater for institution holidays.

– Add the log file rules.

– Create new note to be displayed on the attendance register.


Way Forward

• Regular online meetings with the participated colleges to discuss and finalise the specifications of the 13 developments

• Anticipated delivery date 31 August 2018

• Dedication for refining the specifications


Acknowledgment

• On behalf of the TVET Colleges & adapt IT we would like to extend our sincere gratitude to the ITSIUG EXCO for sanctioning the SWT on the class attendance for TVET Colleges, especially the chair Ms Juanita Frans. Her support and commitment towards the TVET sector

• The 6 TVET Colleges who participated in the SWT

– Ronel Maree

– Alet Naude

– Herman Botha

– Kobus Steenkamp

• Special thanks to Antoine Fourie who were always available to meet “online” to discuss the specifications of the developments

• Adapt IT staff


Disclaimer

The information, comments and material presented in this presentation are provided for information

purposes only. The presentation is not addressing all possible technical or business aspects and does not

claim to be complete or exhaustive

Adapt IT reserves the right to change its business or product development plans as circumstances dictate.

This document may not be reproduced or distributed without the written permission of Adapt IT (Pty) Ltd.


Q & A

Session 22 - itsiug.org.za 21 - SWT_TVET_Class...– Requirement of the SWT is to be a formal member of the ... Intervention letter ... • Student absent from class • Indicating

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