Overview
Roster events are a special type of event intended to help manage recurring events (Practice, Games, Travel, Meals, etc) for limited groups of people. The original use case was for athletic teams that needed to check compliance and log attendance of team members, as well as coaches for events. Since we have a target list of attendees, we are able to provide a page with a list of all possible attendees, along with controls allow you to check in attendees, as well as mark others absent. No RFId reader (nor badges) are needed!
The initial use for roster events is for athletic teams where we have the existing rosters of athletes in Banner for each team, as well as groups for each of the coaches and trainers for each team. We have made a number of decisions for the nature and duration of each event. The general concept is that each team will have one or more types of event (practice, travel, training, game, etc). These events will last for the entire term (and start and end dates can be adjusted as needed). However, each days activity will automatically be broken up into daily sessions for attendance purposes and normal ARTS reporting will allow for easy reporting of results.
Procedures
Creating Events
Events will be created by an ARTS administrator using a special "Create Roster Event" button and page. Typically this will need to happen once per semester. When the Admin presses the "Create Roster Event", they need to make some selections:
- Department (typically, there will be just one option, and it better be Athletics, or we are stopping now)
- Roster Type - Should have the choice of athletics. Nothing else works
- Term - Select the term - This will default the start and end dates of the event.
- Key - Select the team.
Once the selections have all be made, a report listing the current events that have been created, or can be created. Each team, can have one event of each type for each term. To create events, click the boxes for the desired types of events in the "Add Event" column and then press the "Create Events" button in the lower right hand corner of the page. You can create more than one event at a time if desired. Once events have been created, you can edit the events with the "Edit Event" links that appear in the report.
[Team Rosters example showing Department, Roster Type, Team, Key]
When a Roster event is created, all of the coaches and trainers for the team (as defined in the appropriate group) will be added to the event as a "Coach/Trainer" agent. This will allow them to perform the checks in activities as described in the next section. If a coach or trainer is added to the group AFTER the event has been created, you will need to add them manually as Agents so they can do the check in. This can be done with the normal ARTS event editing tools.
Roster Check In
The coaches and trainers (and other agents), can go to the ARTS tool (version 2.1) and select the "My Check In Events", find the event they want, and select the "Roster" link. This will bring them to a report listing all of the people on the roster. But right at the top of the page, a selection list to apply to a filter quickly reduces the list to make it easier to scroll through the people. People will fall into one of the following categories:
- CAN_ATTEND - The person is fully compliant with COVID protocols, and has reported symptoms via DIAL already today (and has none). They can be be checked in.
- NO_DIAL - They are otherwise fully compliant, but are lacking their dial symptom check. If they do their DIAL symptom check in, and the roster page is refreshed, she should move into "CAN_ATTEND". and be able to be checked in.
- NOT_COMPLIANT- The person is not currently compliant. This could be very any number of reasons - they can check their DIAL status to determine what is needed. It is not likely that they can correct this quickly.
- PRESENT - You have checked them in. You can check them out.
- NOT_ATTENDING - You have marked them as absent, for no specific reason. While you don't need to mark some as not attending, this removes them from the "CAN_ATTEND" status.
- NOT_ATTEND_COMPLIANCE - You have marked the person as being absent for non compliance reasons (perhaps they are sick). This is recorded in the ARTS event log and can be checked later
- NOT_ATTEND_ACADEMIC - You have marked them as absent due to academic reasons, perhaps they have a class or test that they can not miss. As with the other not attending options, this is logged in the ARTS event log.
There is also (Well, I am going to add it) an "End Session" button that will "sign out" all people marked as attending, without having to go through each one and clicked the "Sign Out" link for each attendee.
By default, when a roster event is set up, it also enables DIAL for the event, so everyone attending will be logged into DIAL as an interaction.
[Men's Golf Travel Roster showing people, check In, check Out, Absent Today, Absent Academic and Absent Compliance status]
I have set the filter to "CAN_ATTEND", there are currently two members of the golf team we can check in as attending, or absent. Once they are checked in, we will have the option to check them out (if we change the filter).
References/Links
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