ÂÒÂ×Ðã

RegisterÂÒÂ×Ðã is a quick and simple way to record your attendance at teaching events.

Downloaded the SEAtS Mobile App andÌýrecord your attendance

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Offering proactive support

We know that attendance is a good indicator of a student’s engagement. When students stop engaging with their studies, this might suggest poor mental health or other wellbeing concerns. Also, we know that there is a correlation between students’ engagement with their programmes and their overall success.

The attendance system will be used to identify students who may be struggling early on. This will help faculties and departments and ÂÒÂ×Ðã Student Support and Wellbeing ServicesÌýto be proactive in offering support to those whose engagement has fallen and who may be in need.

Through this early intervention, the hope is that more students will be able to continue attending and engaging with their programme and will have greater chances for success.

Visa responsibilities

The system will also facilitate ÂÒÂ×Ðã’s statutory reporting requirements, such as those to the Home Office for our students on ÂÒÂ×Ðã-sponsored visas.

Read more about Tier 4 visa responsibilities.

How do we record attendance?

RegisterÂÒÂ×Ðã is ÂÒÂ×Ðã’s attendance recording system and is linked to your timetable. You will need to register your attendance at each teaching event you attend, even where you have back-to-back events in the same room.

There are four methods of registering your attendance at a teaching event using RegisterÂÒÂ×Ðã:Ìý

• Card Reader – The majority of teaching rooms at ÂÒÂ×Ðã have a card reader installed either outside or inside the room. You will need your ÂÒÂ×Ðã ID card to tap in.
• iBeacon – Teaching rooms without card readers will have an iBeacon to allow check-in using Bluetooth. You will need to have downloaded the SEAtSs Mobile App to use the iBeacon.
• QR Code – Your department will inform you if they are using a QR code to record attendance for the event. You will need to have downloaded the SEAtSÌýMobile App to scan the QR code displayed by the teaching staff.
• Manual register – if you cannot registerÌýusing one of the above methods please inform the staff member leadingÌýthe class or your Programme AdministratorÌýso they canÌýrecord your attendance.

Frequently asked questionsÌý

Policy

Ìý

Why does ÂÒÂ×Ðã record student attendance?

ÂÒÂ×Ðã is legally required to report non-engagement to the UK immigration authorities for our students on a Tier 4 visa. We also record attendance for all students in order to support student success and wellbeing.ÌýWe know that attendance is a good indicator of a student’s engagement. When students stop engaging with their studies, this might suggestÌýpoor mental health or other wellbeing concerns.ÌýAlso, we know that there is a correlation betweenÌýstudents’ engagement with their programmes and their overall success. The new attendance system will be used to identify students who may be struggling early on. This will help ÂÒÂ×Ðã Student Support and Wellbeing ServicesÌýto be proactive in offering support to those whose engagement has fallen and who may be in need. Ìý

Are ÂÒÂ×Ðã students expected to attend every timetabled teaching event?

We expectÌýour students to attend all scheduled teaching events. This will give you the best chance of academic success.

Who has access to the student attendance data?

Academic staff, teaching administrators, department/programme administrators and Student and Registry Services staff will all have access to the student attendance data.

What safeguards are in place regarding student data?

The system compliesÌýwith General Data Protection Regulations (GDPR) and a full Data Protection Impact Analysis has been completed.Ìý

What happens if I am late to a teaching event?ÌýÌý

You can tap in any time up to 20 minutes before the start time of the class to register your attendance, and up to 20 minutes after the class has started. If you do not tap in during that time, you will need to speak to the staff member leading the class to register your attendance.

If I arrive earlier than the scheduled start time for my class can I tap in?

You can tap in from 20Ìýminutes before the start time of a teaching event and up to 20 minutes after the class has started.

What happens if I forget or lose my student ID card?

Simply inform the leader of your teaching event, during the class, so they can arrange to have your attendance record updated on the system.Ìý

Get a replacement card if you have lostÌýyours.

For queries about student ID cardsÌýemail the Security Systems office

Where can I find more information for students on a tier 4 / student visa?Ìý Ìý Ìý

Please check the visa compliance monitoring policy and guidance pages.

How do I record my attendance at Birkbeck?

When attending a class at Birkbeck,Ìý do not register your attendance via the card readers, as ÂÒÂ×Ðã does not receive data from Birkbeck card readers. Instead, your lecturer may project a QR code for you to scan or take a manual register of your class. If neither of these methods is used, please contact your department for guidance on how to get your attendance registered. Please note you might be asked to provide evidence to show that you were in the class.

Attendance recording devices

There are four methods of registering your attendance at a teaching event using RegisterÂÒÂ×Ðã:Ìý

• Card Reader – The majority of teaching rooms at ÂÒÂ×Ðã have a card reader installed either outside or inside the room. You will need your ÂÒÂ×Ðã ID card to tap in.
• iBeacon – Teaching rooms without card readers will have an iBeacon to allow check-in using Bluetooth. You will need to have downloaded the SEAtSÌýMobile App to use the iBeacon.
• QR Code – Your department will inform you if they are using a QR code to record attendance for the event. You will need to have downloaded the SEAtSÌýMobile App to scan the QR code displayed by the teaching staff.
• Manual register – if you cannot check-in using one of the above methods then inform the staff member giving the class or your Programme AdministratorÌýfor them to record your attendance.

No, your student ID card will be used to tap in. This is done simply by touching the card to one of the card readers located inside or ouside the teaching space.

Where will I find the card readers?

They will either be situated insideÌýor just outside your classroom. To get a visual of what the device looks like

No, your student ID card will be used to tap in. This is done simply by touching the card to one of the card readers located in each teaching space.Ìý

The card reader will make a sound to acknowledge the tap in was successful and the light will display as green. If you did not tap in successfully, please inform the member of staff who is leading the teaching event.Ìý

Please be aware that your card swipes data may not appear in real time, it could take a few days for your attendance information to be fully processed and reflected in the app. During this processing period, you may initially appear as 'absent,'Ìý this status will be corrected once the processing is complete.

First check if there is signage indicating you should use the SEAtS Mobile App to check-in. If there is no signageÌýplease ask the teaching staff leading the session how they will be recording your attendance.Ìý

Please inform the staff taking the session, during the class, so they can arrange to have your attendance record corrected on the system.

Yes, youÌýwill need to tap in separately for each teaching event.

Why are some of my card attendance registrationÌýnot showingÌýon the App?

Card swipes data may not appear in real time, it could take a few days for your attendance information to be fully processed and reflected in the app. During this processing period, you may initially appear as 'absent,'Ìý this status will be corrected once the processing is complete.

If your attendance status has not updated after 3 working days, pleaseÌý.

When submitting a report, please provide the following details to assist us in addressing your concern effectively:

Ìý

• Module code
• Date and time of the issue
• Location where the issue occurred
• The method of attendance registration used (e.g., card reader, mobile app, QR code, or iBeacon)Ìýand any supporting evidence that can help us address your concern effectively.

When should I register my attendance ?

To be marked as 'Attended', you need to register your attendance within the pre/post 20 minutes of an event start time. For example, if your class starts at 12:00, you can register your attendance between Ìý11:40 to 12:20. ÌýRegisterÂÒÂ×Ðã will mark you as absent if you try to register your attendance 20 minutes after an event has started, or if you register your attendance more than 20 minutes before the event begins. It will show in your app as absent and can only be changed by your Faculty or Departmental administrator with approval from the lecturer.Ìý

If you followed the correct steps but yourÌýattendance status is not showing correctlyÌýafter 3 working days, pleaseÌý.

Is the SEAtS Mobile App same as ÂÒÂ×Ðã Go?

ÌýNo, they are different. You will need the SEAtS Mobile App to registerÌýyour attendance in teaching spaces where there is no card reader.

How do I download the SEAtS Mobile App?Ìý

iOS users canÌý

Android users can

How do I use the iBeacon to register my attendance?ÌýÌý

If there is a banner at your teaching event and you are prompted to use iBeacon:

1. Open your SEAtS app and accept the prompt message requesting access to your Bluetooth and location.

2. Your smartphone will find the iBeacon.

3. After a few seconds the Finding sign will change from a blue to a green tick, meaning you have successfully checked into your teaching event.

How do I use the QR code to register my attendance?

To use the QR code check-in:

1. Access the SEAtS app with your ÂÒÂ×Ðã log-in details (e.g., UCZ123@ucl.ac.uk).
2. Click onÌýcurrent events tabÌýQR code check-in icon for the teaching event you are attending.
3. Accept the prompt message requesting access to your camera and scan the QR code displayed on the screen.

If you are not able to check in using the QR code, you can ask the teaching staff /Ìýlecturer to display the six digit Class Code - enter this number into your SEAtSÌýapp.

Who do I contact if I need more help?Ìý

If your issueÌýis about your attendance data, please contact your Teaching Administrator.Ìý

If youÌýhave a an issue with the SEAtS Mobile App, accessibility or another technology related issue you can