Tracking Event Attendance
- Katharine Tiitson, Ms.
- lisa.lin
- Tim Wilfong, Mr.
Target audience: Staff, faculty, or student leaders who manage events that are recorded on the CCR.
Overview: This page gives instructions for uploading event attendance into myInvolvement. Please remember to collect participants' @mail.mcgill.ca email addresses.
Introduction
In addition to publicizing events and managing event registration, users can track event attendance in myInvolvement. This is also the preferred way for submitting attendance for events that are recorded to students' co-curricular records.
Accepted Attendee Information
myInvolvement can only accept students @mail.mcgill.ca email addresses or their McGill ID numbers or ID-card barcode numbers. Email addresses are preferred, since it is easier to spot and correct typos.
Make sure you collect this information when you take attendance; however, please also note that students should not be able to see each other's ID numbers, as this is considered a private part of their student record.
Attendance Statuses
There are different attendance statuses that you can assign users. Please note: only the "Attended" status is used by the myInvolvement team for statistics or CCR recognition, but you may use the other statuses for your own records if is useful for your own record keeping.
- Attended → The individual did attend and participate in the event
- Absent → The individual did not attend or participate in the event.
- Excused → The individual did not attend the event but either 1) communicated their absence in advance or 2) had a valid excuse for their absence.
- NA → Not applicable. You can use the NA status in place of deleting them from the list.
→ A comment may be added to an individual’s attendance status. Please note: this comment does not appear on a student's CCR.
Instructions
1 Navigate to your organization page.
2. Click the "Manage Organization" button found in the top-right corner of the page.
3. Click the "hamburger menu" icon (for example:
) next to your organization's name in the top-left corner.
4. Click "Events"
5. Click the "Add Attendance" link next to the correct event. Some searching may be required.
6. If you used the myInvolvement RSVP feature for your event registration:
All people who RSVPed (yes or no) will be listed on this page. You can manually click assign attendance next to their name:
7. To upload an attendance list of mail.mcgill.ca email addresses or ID numbers:
Click the "Text Entry" tab.
8. Paste in a list of attendees' @mail.mcgill.ca email addresses, 9-digit McGill ID numbers, or 11-digit ID-card barcode numbers into the "Attendees" box and select the correct Identifier Type. (Select "Card ID Number" for either the 9-digit ID or 11-digit barcode number. myInvolvement is smart enough to handle either ID number automatically.)
9. Select the correct status. The system defaults to "Attended," but you can also upload absences, excused absences, or a list of NAs.
10. Click the "Add" button to add new attendees.
Note: We do not recommend using the File Upload feature. Please copy and paste into the Text Entry page in step #7.
Taking Attendance with ID Card Scanners
myInvolvement has a module for scanning students barcodes directly into the platform using a laptop and external barcode scanner at in-person events. See this page for more information.