Attendance sheet management

PEDAGOGY – ATTENDANCE SHEET MANAGEMENT – PED-PRO-022-A

Version: 1.0 | Last update: 05/11/2025 | Department: Academic Coordination

🎯 Objective

Define the standardized process for creating, distributing, collecting, and archiving attendance sheets
for all training sessions organized by the Dubai Precious Metals University.
This ensures full traceability of student attendance and compliance with accreditation and audit requirements.

👤 Who

  • Academic Coordinator
  • Administrative Assistant (Pedagogy)
  • Instructors

🧩 Inputs / Outputs

Inputs:

  • Validated weekly or annual planning (see PED-PRO-018-A / PED-PRO-019-A)
  • List of enrolled students (from Zoho CRM or LMS)
  • Attendance sheet template (official DPMU format)

Outputs:

  • Signed attendance sheets (paper or digital)
  • Attendance log updated in CRM or tracking file
  • Archived documents in the appropriate folder

⚙️ Process Steps

  1. 1. Preparation of Attendance Sheets
    Before each course week, the Administrative Assistant generates attendance sheets for all scheduled modules.
    Each sheet includes:

    • Course title and code
    • Program and level (e.g. BBA2, MBA1)
    • Instructor name
    • Date(s) and duration
    • List of enrolled students

    Format: PDF document generated from the template PED-FOR-022.
    The file name must follow: Attendance_[Course]_[Instructor]_[Date].pdf.

  2. 2. Distribution to Instructors
    The sheets are:

    • Printed and placed in the classroom folder (for in-person sessions)
    • Or emailed to the instructor before class (for online sessions)

    Each instructor must ensure students sign the sheet at the beginning of each session.

  3. 3. Student Signature
    During each session:

    • Students sign in front of the instructor for each day or time slot
    • For online sessions, presence is recorded from the Zoom or LMS attendance list

    The instructor must clearly mark any absences or late arrivals.

  4. 4. Instructor Signature and Return
    At the end of each session or module, the instructor:

    • Signs the attendance sheet
    • Ensures all student signatures are present
    • Returns the sheet to the Administrative Assistant

    Return can be physical (hard copy) or scanned (PDF).

  5. 5. Verification by Academic Coordination
    The Academic Coordinator checks:

    • That all sessions have corresponding attendance sheets
    • That each sheet is signed by instructor and students
    • That the number of present students matches class expectations

    Any missing or incomplete sheet must be reported immediately to the instructor.

  6. 6. Digitalization and Archiving
    The Administrative Assistant scans paper versions (if applicable) and names files as:
    [Program]_[Course]_[Instructor]_[Month-Year].pdf
    Then archives them in:

    • WorkDrive › Pedagogy › Attendance › [Year]
    • And uploads a copy in Zoho CRM under the student or course record

    The update date is logged in PED-LOG-022.

  7. 7. Attendance Reporting
    Once per month, a summary report is generated:

    • Total number of sessions delivered
    • Average attendance rate per program
    • Absent or inactive students list (for follow-up)

    The report is shared internally with the Pedagogical Director and Campus Manager.

✅ Controls

  • All sessions have corresponding attendance sheets
  • Signatures from both students and instructors are required
  • Digital archive updated monthly in WorkDrive

📁 Records

  • Attendance sheets (PED-FOR-022)
  • Attendance Tracker (PED-LOG-022)
  • Monthly summary reports
  • Stored in WorkDrive › Pedagogy › Attendance › [Year]
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