EUCLID User Guides - Staff

Recording Registers

Frequently Asked Questions

 

  1. Group register setup

FAQ

Question

Answer

1.1 Where all students are in the same group, is there no way for EUCLID to automatically create the group and register? Not currently, however, if you use “ALL” as the group within the register setup file, it will pull the full cohort and you do not need to upload any register.
1.2 Where can I find the data I need to create the register group and students in EUCLID?

There are potentially 2 data sources:

  • LEARN: Group viewer
  • Time tabling (BI Suite Report download)
1.3 I've uploaded the group file for a parent/child register, but I can't see the child group under the parent register?

Only when there are new or fully matriculated students for a register utilising the ALL facility will the child group header(s) appear in the parent register.

This is also the case when the register.csv file has not been uploaded yet.

1.4 I've received a 'Database error' when trying to load a parent/child register. Why is this? When you load a group register file using the patent/child facility, you should not load the parent register separately from the child/parent file, otherwise this will fail.
1.5 I'm trying to combine register groups using the 'parent/child' facility on the csv file, but whilst it's saving without error, it's not creating all the register groups I need?

This will typically happen when you are trying to combine all students on a course together with another course register that has all the students on the register. The software gets confused between the similar 'GROUP_CODE' values and doesn't work as it should. Try replacing one of the 'ALL' 'GROUP_CODE' values with 'ALL2' and this should work. An example can be seen below:

parent/child register not showing fix (Excel file)

2. Tutor setup

FAQ

Question

Answer

2.1 How do we know if a tutor is in EUCLID or not?

The spread sheet below can be downloaded and searched to find if a tutor has EUCLID access or not. The spread sheet is refreshed on a daily basis:

staff in EUCLID (Excel)

3. Marking attendance

FAQ

Question

Answer

3.1 When a Tutor adds a student manually to the register, can they default to attended please?

A decision was made at the analysis stage to not default attendance for newly added students. This will remain for the time being.

3.2 Does adding a student to a register overwrite their previous non-attendance for the class they should have attended? No. This is technically very difficult as we do not know the relationship between the events.
3.3 If a tutor records a register on a later day than the actual event, how do we know? EUCLID does not hold any timetabling scheduling, therefore, it is advised that you record the event day and time on the group name of the register. This may allow you to compare this with the actual date that the tutor recorded the date to identify those tutors who are not recording registers at the event.
3.4 Is there a flag in EUCLID for student manually added to a register by a tutor? Not currently.
3.5 How do we record a register for instances where the tutor is off ill and a replacement tutor takes the register? If you are unable, as a School Administrator, to upload a new register for the replacement tutor in time, the alternative would be for the replacement tutor to take the register on paper and forward it to the School Administrator to key on their behalf.
3.6 Can a tutor change the register date to a point in the future, and therefore record attendance for a future event in advance? No. They can cannot enter a date which is in the future for recording a register.
3.7 I'm having trouble recording attendance on my iPad. I'm getting a message saying I cannot create a register in the future. What should I do? Please check that you iPad is set to the correct date. It's likely that your device thinks you are trying to record attendance for a date in the future if you iPad is set to a date in the past.
3.8 I sometime keep my register open just in case a student arrives late, but I find the screen has frozen. Have I lost the attendance I've marked? No. When you mark attendance it saves instantaneously. To avoid the screen freezing, do not keep it open, close it down and return to it at a later point if you need to change the attendance from 'not attended' to 'attended' or 'exempt'.

4. Register display

FAQ

Question

Answer

4.1 Why is ‘Course Auditor’ included as an option within ‘Exempt’ for the register?

This was requested as an option.

5. Register engagement events

FAQ

Question

Answer

5.1 How will the engagement events be viewed for previous years? E.g. archived below links? Last years are already a mess, and mounting subsequent years on top will be much worse.

They will be displayed as a continuous list. Currently they are displayed in reverse order, so the most recent should appear at the top of the list. There are no plans to change this.

5.2 Is it possible to create engagement events for previous years or will this be restricted to the current year?

Current Year only

5.3 Is there some way to flag a student to identify them for escalation within the engagement events rather than via the notes? It is very hard to report on those students that require follow up currently. There are 3 codes available from the engagement tab in the student hub for Escalation 1, 2 and 3 which can be created and reported on separately. You must add a new engagement event and select the escalation point within the Event Type to flag escalation for a student. A new event would therefore be created if the student progressed from escalation 1 to 2 for example. You can then add notes to each escalation event if required.
5.4 Does marking attendance on a register automatically update the relevant engagement event? Marking attendance on a register for a student automatically creates an engagement event for the student and marks it as 'engaged'. If there is an engagement event already created this will not be updated as there is no way to technically achieve this relationship within EUCLID.
5.5 Can PGR students view their engagement events yet? (I thought this was still on hold). If so, can they see the escalation engagement events and related comments? Yes, PGR students can see the events in MyEd, as a result they will be able to see the comments on the escalation events. As yet, Taught students can’t see any engagement events.

 

Back to Top


Accessibility menu