Important Instruction on ABSENT Students

• It is IMPORTANT to ensure that when a Student has NOT Attended a Written Examination, that the Absence from the Examination is correctly recorded in DMIS.
• If the Absence from the Examination is not recorded correctly on DMIS, the Absence will NOT get uploaded to the ITS Student Records System.
• The incorrect recording of an Absence on DMIS, can result in inaccurate or missing information at Examination Boards, or on the Students’ Academic Record.
• This information below contains a clear set of instructions which show how to correctly record a Student on DMIS who was absent from a Written Examination.

How to Record an ABSENT Student on DMIS

• The following steps MUST be completed to ensure that an absent student is recorded correctly on DMIS.

  • Step 1

    • From the Menu options at the top of the DMIS Screen, select the Menu entitled – Enter Student Marks:

  • Step 2

    • Select the Sub-Menu entitled Enter WR Absents.
    • The Enter WR Absents screen will be presented to you as follow:

  • Step 3

    • Enter your Module Code and Exam Month.
    • Example – HI2025 – Month 5
    • Note that you can display the list of students either ‘By Student Number’ OR ‘By Exam Number’.

  • Step 4

    • Click the Show Students Button.
    • When displaying students by Exam Number, the Enter WR Absence screen will return the list of Exam Numbers assigned to the students who are enroled in your Module.
    • An ‘Absent’ Tickbox is presented to the right of each Exam number / Student.

  • Step 5

    • To record an ‘Absent’, Tick the ‘Absent box’ next to the Exam Number / Student. Ensure that the SAVE Icon is clicked to ensure that the ‘Absent’ record is saved on DMIS.

  • Step 6

    • Ensure that the SAVE Icon is clicked to ensure that the ‘Absent’ record is saved on DMIS.
    • The action of entering and saving an ABSENT for a Student on the Enter WR Absent Screen, automatically inserts an ABSENT indicator into the Read-Only ABSENT Indicator field on the Student Record on the Enter Marks by Student List / Element Screen.
    • The Exam Result Code on the ITS Student Records System, for a Student who was ABSENT, is FB.
    • Using the DMIS Screen – Enter WR Absents – correctly generates the FB Absent code on DMIS Reports, and on the ITS Student Records System.

Common Mistakes when Recording an ABSENT Student

• There are 2 Common mistakes made on DMIS when recording a Student who is Absent from a Written Exam:
  • Selecting the Exam Status = ABSENT, without also recording the ABSENT on the Enter WR Absence Screen
  • Recording a Written Exam Result = 0

Common Mistakes #1:

• The Exam Status field is set to = ABSENT – but the Absent Tick-box contains no ABSENT flag –

  THIS IS NOT OK

• The Exam Status field is set to = ABSENT – AND the Absent Tick-box contains the ABSENT flag –

  THIS IS OK.

  
• The Exam Status field is set to = BLANK – AND the Absent Tick-box contains the ABSENT flag –

  THIS IS OK. 

Common Mistake # 2

• The Written Exam Mark for an ABSENT Student is recorded as = 0 –

  This is NOT OK.

  

  Why is this NOT OK?

• Answer:
  Recording a Written Exam Mark = 0 (ZERO) for a student, indicates that the Student was in Attendance for the Written Exam, but when their Exam Script was corrected, the content of the Exam Script merited a Mark = 0.
  Where an ABSENT student is given a Written Exam Mark = 0, the FB ABSENT Indicator is NOT recorded on the ITS Student Records System for this student.
• DO NOT use a Mark = 0 for a Student who is ABSENT from a Written Exam.