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Dear Colleagues,

At Pepperdine University, our divisions of Student Affairs and Athletics have expressed a need to track faculty, staff and student attendance at their respective events. The attendance data would then be cross-referenced with certain demographic data in our PeopleSoft system for various purposes including event marketing and promotion.

I am interested in learning if and how your institution handles this function. Do you use a scanner or some 3rd party device to record the attendee's campus ID number and then import the data into your administrative system?

Look forward to reading your process.

Best,
Jonathan
---
Jonathan See
Interim Chief Information Officer
Pepperdine University
24255 Pacific Coast Highway
Malibu, California 90263
310.506.6256

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

Message from mike.cunningham@pct.edu

At Penn College we do this but not to the extent you are looking at doing. We have two methods we use depending on the need. One is just a simple laptop setup with a magstripe reader attached that logs the ID to a file for later analysis. Sometimes that is just counting the number who attended, sometimes it might be just a list of names, sometimes it might be an analysis by our research office. No setup other than the laptop. The other method is a laptop with a direct connection to our ERP (homegrown) and each scan is checked to see if the ID is currently active and if the person is allowed to be at that event. Setup needs the laptop and a network connection.  Both setups need a person there to be sure the laptop does not walk away.

 

We have talked about having wall mounted scanners at some locations so this can be done more frequently but the number of places that events are help is just too great to justify the expense to install permanent devices at each location in the event that there might be some event held at that location at some time where attendance taking is desired    

 

At the University of West Florida, our Student Affairs division has just recently started using portable swipes (not sure what brand) to record attendance at events. The files are then exported from the swipes as .txt files and uploaded into a home-grown web application.  The web application also allows the admin to load up a comma-delimited list of usernames (if the student forgot their card), and add a "total attendees" that may represent guests that also attended the event and signed a "sign-up" sheet.  Those students identified through the swipe cards or through the uploaded usernames are joined with our student demographic data (currently in a home-grown student system, but we are moving to Banner.) We use Tableau for the demographic reporting.

Regards,

Melanie J. Haveard
University of West Florida
Deputy CIO and Chief Technology Officer
Information Technology Services
11000 University Pkwy
Pensacola, FL 32514


At Hinds, we use portable scanners preloaded with the college enrollment data. Departments check out the scanners from IT prior to the events. When a person presents themselves at the gate, their card is scanned and the system green/red lights them as well as records their attendance. We then offload the attendance and send it to the event sponsor. Russell Wood Chief Information Officer Hinds Community College Tel. 601-857-3383 Fax. 601-857-6200 RWood@hindscc.edu http://www.hindscc.edu [cid:D5DADA5B-AACA-48E1-B780-A84D062B4020] Information Technology Raymond Campus, Herrin-Stewart Hall 115 Security Tip: Never share your password or login information with anyone, ever. Information Technology will never ask for it via email. Dear Colleagues, At Pepperdine University, our divisions of Student Affairs and Athletics have expressed a need to track faculty, staff and student attendance at their respective events. The attendance data would then be cross-referenced with certain demographic data in our PeopleSoft system for various purposes including event marketing and promotion. I am interested in learning if and how your institution handles this function. Do you use a scanner or some 3rd party device to record the attendee's campus ID number and then import the data into your administrative system? Look forward to reading your process. Best, Jonathan --- Jonathan See Interim Chief Information Officer Pepperdine University 24255 Pacific Coast Highway Malibu, California 90263 310.506.6256 http://www.pepperdine.edu/it ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
At George Fox we have been capturing Chapel attendance for many years with a basic card swipe SQL Server based system. However we do dump that data into an Oracle DB Table and present this information to those who care through our PeopleSoft Portal and mobile portal. We are starting to get similar inquiries for capturing attendance data for events.

Greg Smith
Chief Information Officer
George Fox University
------------------------------
Be Known at Oregon's Nationally Recognized Christian University


If you belong to OrgSync and have loaded your entire community into OrgSync, you can do attendance tracking based on card swipes.  We haven't implemented this yet.


If you have Starfish Retention System, you can track attendance using that product.  This is in currently in beta testing.
"Starfish 2 introduces advanced attendance tracking capabilities that enable instructors and teaching assistants to easily document who attends, shows up late, does not attend, or is excused"


Cindy King, Ph.D., Chief Information Officer
Gallaudet University, 800 Florida Avenue, NE Washington, DC 20002-3695
Campus Address: Merrill Learning Center 2111
(202) 670-5159 (Google voice) 202-651-5159 (voice) 
202-559-5681 (video phone)  202-651-5454 (tty) 202-651-5213 (fax)
Email: cynthia.king@gallaudet.edu   Skype: GUcynthia.king
--------------------------------------------------
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