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Operational Procedures for Attendance Monitoring System

The document outlines operational procedures for an Attendance Monitoring System, detailing user registration, access, and specific roles for administrators, teachers, students, and guardians. Each role has defined responsibilities, including attendance tracking, reporting, and notifications. Additionally, it emphasizes data security, user training, and system maintenance to ensure effective attendance management.

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Elmar Reymond Dela Cruz
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1 views

Operational Procedures for Attendance Monitoring System

The document outlines operational procedures for an Attendance Monitoring System, detailing user registration, access, and specific roles for administrators, teachers, students, and guardians. Each role has defined responsibilities, including attendance tracking, reporting, and notifications. Additionally, it emphasizes data security, user training, and system maintenance to ensure effective attendance management.

Uploaded by

Elmar Reymond Dela Cruz
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Operational Procedures for Attendance Monitoring System

Purpose
These guidelines outline the processes involved in effectively managing
attendance for administrators, teachers/professors, students, and
guardians. The system ensures streamlined communication and
accurate attendance tracking.

1. User Registration and Access


For All Roles (Admin, Teachers, Students, Guardians)
1. System Access:
o Users can access the platform through the web portal or
mobile application.
2. Account Registration:
o Complete the form by providing basic details such as name,
email, contact number, and role.
o Confirm account registration via a unique verification code
sent to your registered email or phone.
3. Login Procedure:
o Use your username and password to sign in.
o Utilize the "Forgot Password" option if you need to reset
your credentials.
2. Admin Role
1. Account Management:
o Add, edit, or remove user accounts, including students,
teachers, and guardians.
o Deactivate accounts or subjects as needed.
2. Attendance Records:
o Access and review attendance summaries for all students.
o Generate attendance reports based on specific dates,
classes, or students.

3. Teacher/Professor Role
1. Attendance Monitoring:
o Use the system to scan QR codes or manually log attendance
during class.
o Track late arrivals and absences.
2. Attendance Reporting:
o Access detailed attendance reports for their assigned
classes.
3. Guardian Notifications:
o Send attendance-related alerts to students' guardians
automatically or manually.
o Notifications include details about tardiness, absences, or
attendance confirmations.
4. Student Role
1. Attendance Marking:
o Scan the QR code provided by the teacher to log attendance
at the start and end of class.
o Check for confirmation to ensure attendance is successfully
recorded.
2. Viewing Attendance:
o Review personal attendance records through the "My
Attendance" section to stay updated.

5. Guardian Role
1. Receiving Updates:
o Automatically receive real-time text or app notifications
whenever a student marks attendance.
o Updates will include the date, time, and subject details.
2. Monitoring Attendance:
o Log into the system to view your child's attendance history.

6. System Notifications
1. For Students:
o Notifications will remind you of missed attendance or
tardiness.
2. For Guardians:
o Updates regarding your child’s attendance status will be sent
automatically.

3. For Teachers:
o Alerts notify teachers about any unlogged attendance or
technical issues.
4. For Admins:
o Notifications regarding system health, inactive accounts, or
potential issues will be sent.

7. Data Security and Maintenance


1. For Admins:
o Regularly change system passwords to maintain security.
o Perform weekly data backups to safeguard attendance
records.
2. For IT Personnel:
o Monitor system functionality and resolve any technical
issues promptly.
o Ensure user data is encrypted and securely stored.
8. User Training
1. For Students:
o Attend a brief training session on how to use the system and
QR codes.
2. For Teachers:
o Participate in a workshop on managing and reporting
attendance.
3. For Guardians:
o Receive an introduction on how to receive and interpret
system notifications.
4. For Admins:
o Complete advanced training on system administration and
data analysis.

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