CES Attendance Management: Detailed Guide
- Nicole Babwar
You can now report attendance on expired courses.
How to Report Attendance
Option 1 - Single Attendance
To submit single attendance, click on the Report Attendance Button on the Manage Attendance Tile of the CE Provider Profile Page.
You will be directed to the Course Index. Search for the select course through the search bar at the top. Select three or more characters to activate the search feature.
Select the course on which you wish to report attendance by clicking on the hyperlinked Course Number or Course Name.
On the Course Sessions Tile, click on View All Sessions (or click View to directly view the session if it appears on the tile and skip to the Session Profile Page view).
On the Sessions Index, choose the session on which you wish to report attendance by clicking on the hyperlinked Session Code.
From the Session Profile Page, click on "Click here to report" on the tile that says Report Your Attendance.
On the following page, click on the Report Attendance button on the Attendee Index tile.
[Note: This page is also accessible by clicking View Attendees on the Sessions Index.]
This will launch the Report Attendance modal.
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. 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 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.
If the Date Attended does not automatically populate for a Live session, the system will throw an error when trying to report. To reconcile, you can add the Session End Date on the Session at a Glance Tile. This tile is located on the Session Profile Page.
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 year.
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.
Click on Bulk Upload Attendance. This will launch the Bulk Upload Attendance modal.
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.
You can also download this sample file to use as a template by clicking on the hyperlinked “Download sample file”. All fields must be an exact match. The Course Number must be the same as shown on the Course Profile Page.
Please note, the Course Number field should only contain the course number and not the combination of the course number and provider number as seen in CES Discovery. Also, course number is not the EID in Discovery. CES Dashboard recognizes which organization the provider is submitting the courses for based on the organization selected on the CE Provider Profile Page.
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:
MM/DD/YYYY
D MMM YY
D MMM YYYY
DD MMM YYYY
YYYY MMM DD
MM-DD-YYYY
YYYY-MM-DD
YYYYMMDD
YYYY MM DD
YYYY M DD
Once you have chosen your file, you can click on the Upload button. If accepted, the green check mark will appear.
If the file is not accepted, a red exclamation mark will appear with error message in red. This may be due to missing information or incorrect information for any of the given columns. The message will describe the row and error found.
Errors will be shown per line item and error column. There may be multiple incorrect columns present.
Whenever the system indicates an error in a given row, the remaining attendance will process and only the erroneous row(s) will need to be reported separately.
How to Download Attendance Report
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.
This will launch a comma-separated values file (*csv) to download on your browser screen. The file name will be formatted to include the course number.
For example, if the course number is "TC1," then the file would download with the file name: "Course TC1 Attendance Report."
Once you click on the downloaded file link, a comma-separated values file (*.csv) will open with listed attendance from all related sessions.
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 Header Tile 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
In order to delete attendance, click on the checkbox under the Select for Deletion column on the Attendee Index. Multiple lines can be selected.
Once you select one or more individuals to delete, the Delete button will be enabled. Select the Delete button to delete the attendance of the selected individuals.
This will prompt a pop up message to confirm. Click "Yes" to affirm the deletion.