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You can now report attendance on expired courses. |
Video Tutorial - How to Report Single Attendance
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How to Report Attendance
Option 1 - Single Attendance
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Enter the name or member ID number of the attendee into the active search bar. Names can be entered by first name, last name or full name. The search function will begin pulling members with matching fields as you enter information into the search bar.
The active search pulls information from the Member Number and Member Name columns columns. The AIA Chapter column lists the Official State, Local and/or Section assignment(s) for each individual with an AIA membership subscription. For a Live session, the the Date Attended will automatically reflect the session date. Once the correct member is found, click on Report under the Action column to add the individual to the attendees list.
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If this is an On-Demand course, the date in which the session was completed must be entered for each individual attendee. The Report button will be disabled until the date has been entered. To enter the date, click inside the blank field and the calendar will appear. Choose the exact Date Attended from the calendar dates or you can manually enter the date using the placeholder date format: MM/DD/YYYY. Once the date has been entered, click Report under the Action column.
There will be a green check mark if the individual is accepted and a red exclamation mark if there is an error with the submission.
Once an individual has been reported as an attendee, you are no longer able to report them as an attendee to the same course for one calendar yearthe three year life cycle of the course.
Option 2 - Bulk Attendance
*Note: In order to report bulk attendance, you must FIRST create the course(s) and session(s) on which you are reporting attendance. In order to create a session, please see the Session Management: Detailed Guide. In order to create a course, please see the Course Management: Detailed Guide.
Alternatively, if you have numerous attendees to report, you can report them all at once through submitting bulk attendance. To submit bulk attendance, the bulk attendance function can be utilized from the Report Attendance tile on the CE Provider Profile Page. The attendance submitted should be for a course under the same organization currently selected on the CE Provider Profile Page.
Video Tutorial - How to Report Bulk Attendance
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Click on Bulk Upload Attendance. This will launch the Bulk Upload Attendance modal.
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From here, you can only upload a comma-separated values file (*.csv), not exceeding 1 MB, with the information in the exact format shown below.
Click here to download the attendance template.
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The Session Code must belong to the referenced course and also be the same as shown on the CE Provider Profile Page. [The Session code is created when adding a session. Refer to the Session Management: Detailed Guide to review how to complete this task]. The Member Number must be the eight digit number assigned to the individual. The Date Completed can be entered in a variety of formats, including:
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An attendance report can be downloaded for any course with reported attendance. . Attendance reports can be downloaded from the Course Profile Page or the CE Provider Dashboard Landing Page.
Download Attendance Report from Course Profile Page
Once a session has been added to the course, the Download Attendance Report button will appear.
To download an attendance report for a specific course, click on the Download Attendance Report button from the Course Profile Page.
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The attendance report will have columns that list the detailed attendee information consisting of: Session Code, Member Number, Member Name, Date Completed, and Date Reported for each session of the course.
If you click on the Download Attendance Report button and no attendance has been reported on any of the related sessions of the course, the following error page will yield with the message: No attendance reported for this course.
Download Attendance Report from CE Provider Dashboard Landing Page
To download an attendance report for a specific provider during a set date range, select the provider from the Organization HeaderTile on the CE Provider Dashboard Landing Page. This setting is defaulted for providers managing one organization.
When managing multiple provider organizations, click the Select a Different Provider Organization button.
This will launch the Provider Information modal. Select the intended provider from the dropdown options. Click Save.
Once the provider is selected, click on the Download Attendance Report button from the CE Provider Dashboard Landing Page.
This will launch the Download Attendance modal. Attendance dates from the last 365 days can be entered to generate an attendance report for all courses under the selected provider during that given time.
Enter the selected dates in the To and From fields, respectively. This can be done by clicking in the fields and selecting the dates on the calendar, or typing the dates in manually with the following format: MM/DD/YYYY.
Once completed, the Download button will be enabled. Click Download to generate the report.
This will launch a comma-separated values file (*csv) to download on your browser screen. The file name will be formatted to include the provider number and the to and from dates.
For example, if the provider number is "10100109," and the To and From dates are 01/01/2022 (From) to 01/31/20222 (To), then the file would download with the file name: "10100109_Attendance_Report_01-01-2022_To_01-31-2022."
Once you click on the downloaded file link, a comma-separated values file (*.csv) will open with listed attendance from all courses for the selected provider during the submitted date range.
The attendance report will have columns that list the detailed attendee information consisting of: CES Provider Number, Provider Name, Course Number, Course Name, Session Code, Member Number, Member Name, Number of Credits, Credit Type, Date Reported, and Date Attended for all attendees.
If you click on the Download Attendance Report button and no attendance has been reported on any of the related sessions of the course, the following error page will yield with the message: No attendance reported for this course.
How to Delete Attendance
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