Important Updates for UCC Staff

Recording Attendance During Covid-19

In accordance with national guidance for the higher education sector from Public Health and the Department of Further and Higher Education, Research, Innovation and Science, University College Cork should record attendance at on-campus events for contact tracing purposes, including lectures/tutorials/labs delivered on campus.


Practical Guidance for Further and Higher Education for Returning to On-site Activity in 2020
“...institutions should advise staff and students to ensure they keep records of instances where they have been in close contact with other individuals. This may be facilitated through the keeping of class attendees lists and timetabling information.”

Implementation Guidelines for Public Health Measures in Higher Education Institutions
“The HEI, to the greatest extent possible, should record attendance at all events and retain records for 4 weeks in case required for contact tracing purposes.”

 

Below we have outlined three options for recording attendance by electronic means. Records should be maintained for a period of at least 4 weeks and should thereafter be deleted. In order to minimise the risk of spread of Covid-19, paper based sign in sheets must not be used.

Students should be advised as follows on the Canvas quiz/form which you use:

Attendance at this lecture/tutorial/lab is being taken for the purposes of maintaining contact tracing records. This is in accordance with national guidance for the higher education sector from Public Health and the Department of Further and Higher Education, Research, Innovation and Science. In the event of a confirmed case of Covid-19 on campus, the fact of your attendance at this lecture/tutorial/lab and your contact information may be shared with UCC Student Health and/or HSE Public Health as part of a contact tracing process. Details of the class attendance list will not be referenced by UCC other than for contact tracing purposes in conjunction with public health and the record will be deleted from the student’s and lecturer’s view at or prior to the conclusion of the student’s enrolment for the programme. This purpose is supplemental to the processing outlined in the Student Data Protection Notice and the provisions of that Notice apply to the processing. This processing is necessary for the performance of a task carried out in the public interest.

OR

Where your programme will also monitor attendance as part of its programme requirements, the following alternative text should be used on the Canvas quiz/form for the relevant programme modules:

Where your programme will also monitor attendance as part of its programme requirements, the following alternative text should be used on the Canvas quiz/form for the relevant programme modules:

Attendance at this lecture/tutorial/lab is being taken as part of your programme’s attendance requirements and also for the purposes of maintaining contact tracing records. In the latter case, this is in accordance with national guidance for the higher education sector from Public Health and the Department of Further and Higher Education, Research, Innovation and Science. In the event of a confirmed case of Covid-19 on campus, the fact of your attendance at this lecture/tutorial/lab and your contact information may be shared with UCC Student Health and/or HSE Public Health as part of a contact tracing process. Details of the class attendance list will be deleted from the student’s and lecturer’s view at or prior to the conclusion of the student’s enrolment for the programme. These purposes are supplemental to the processing outlined in the Student Data Protection Notice and the provisions of that Notice apply to the processing. Please note that the processing of this data for the purposes of contact tracing is necessary for the performance of a task carried out in the public interest.

A canvas quiz/survey allows a teacher to add questions that students will complete. It is commonly used for MCQ type formative and summative assessments, but in this instance, Teachers could use a simple 'Attendance' quiz with one option - 'Tick the box below if you are in attendance at this class.'

Pros

  • Quizzes are 'native' to the Canvas VLE, so easy to create and commonly used.
  • The student records their attendance rather than the teacher.
  • It is possible to ask additional questions of the student, e.g. identify the room they are currently in.
  • This is a practical solution for large classes rather than have the Teacher do a roll call.


Cons

  • Module co-ordinators will need to create a new quiz for each lecture/tutorial.
  • It is possible to re-use the same quiz again (all submissions are recorded), but this is a clumsy and non-intuitive experience for students.
  • There is no centralised reporting. Module Co-Ordinators will need to report on class attendance if this is required.
  • Students who were not present may complete the quiz.

 

How do I do this?

Details on how to create Canvas Quizzes are available here on our Teaching with Canvas course.

We have also created a COVID-19 Attendance Quiz template in Canvas Commons. You can access this here and import it directly into your course. Details on how to import content from Canvas Commons can be found here.

Both Google and Microsoft forms are supported in UCC and available to staff and students.


Pros

  • Staff can customise forms to get additional data if required.
  • It is possible to re-use the same form continually.
  • A link to a specific form can be added to Canvas modules.
  • Students record their own attendance by completing form.

 

Cons

  • Staff would need to build their own form, and data would hosted in each staff member's OneDrive or Google Drive.
  • There is no data relationship with UCC modules or locations.
  • There is no centralised reporting, so Module Co-Ordinators would need to report this separately, if required by the university.

 

How do I do this?

Information on how to create and use Microsoft Forms can be found here. We recommend anyone interested in using Office365 tools like MS Forms should consider engaging with the O365 online training programme here.

Information on how to use Google Forms can be found on a number of locations. The Centre for Digital Education maintain a youtube playlist on Google, and you can find information also on Google's own support site here.

 

The Canvas Roll Call tool is a virtual version of a physical roll book, where the teacher ticks-off those present.

Pros

  • The tool is native to the Canvas VLE so no need for any extra software.
  • Using Canvas allows for centralised reporting (search by Student ID or Module code).
  • It is easy to use if staff are familiar with Canvas.
  • The tool supports seating charts (e.g. for dedicated work-stations).
  • Students don't need to have a device for their attendance to be recorded. 

Cons

  • A roll call must be conducted by a teacher in the Canvas course.
  • This will consume some time at the start of every class.
  • The tool only allows one recording per day per module.

 

On UCC's Teaching with Canvas course, we explain how to use the Canvas Roll Call tool. Click here to find out more.

 

 

Providing Timetable Information to Students

Due to the uncertain nature of the year ahead, the service that students ordinarily use to view module timetables (MyTimetable) has been withdraw in UCC. On 5th August 2020, the Deputy President and Registrar emailed all students with this information, and further advised them that their individual timetables will be available in canvas following their registration.

Accordingly, for AY20/21, Module Co-Ordinators will need to use Canvas to provide details of any scheduled events (lectures, tutorials, labs etc), so that this information can be shared easily with students.

Below are options for using Canvas to share timetable information. We recommend where possible using the Canvas Calendar function for communicating timetables to student. If there is a particularly reason you need to use a different method, then Canvas should remain the primary communication point.

Please note that a live FAQ MS Teams event will be held on Wednesday 2nd September to outline the three options listed here. You can join this event by clicking here.

The situation brought about by the current pandemic is dynamic, requiring a more local and efficient approach to the management and updating of timetable details. Using Canvas ensures that students are fully aware through a single interface about all their course requirements.

The Canvas Calendar provides daily, weekly, and monthly view of all items that include a scheduled date.  This includes items that are automatically added (such as due dates for graded assignments)  as well as any events that are added by lecturers such as lectures, tutorials, labs etc. The calendar collates the details from all courses that a student is registered on, so will allow them to easily view all events and activities relevant to their programme.   All events from the courses that you are teaching on will appear in your own calendar on Canvas also.

Module calendar information should be  made available as soon as possible, including a descriptive subtitle (lab, tutorial, etc), the Room location or ‘Online’. If Online, note the format, e.g. a live MS Teams event or prerecorded lecture on Panopto, and including links where relevant. A typical Canvas Calendar entry might read, for example:

‘AB1001: Lecture 1, Online - MS Teams event’, or

‘AB1001: Lecture 1, Boole 4’.

 

How do I do this?

Full details on how to use the Canvas Calendar function are available within the Teaching with Canvas course here.

 

To support staff in using Canvas Calendar, please note the following supports are available:

  • A dedicated page within the Teaching with Canvas course
  • Access to the Canvas 24/7 Help system
  • Consultations with Instructional Designers in the Centre for Digital Education, bookable through the form on this page

You may decide to make timetable information available to students outside of Canvas, but with Canvas as the primary point of information.

For example, a School might create a timetable on their school website through the CMS and link that from a Canvas Announcement.

The significant disadvantage to students is that they will not see their timetable information on their Canvas Calendar, and if the timetable changes, you will need to notify students of these changes.

If you are hosting timetable information outside of Canvas, you should agree this with the Programme Director or Head of School, as they have an oversight roll on programme level timetable quality.

 

How do I do this?

You can create a Canvas announcement by following the steps outlined here.

You may decide to create a timetable as a document or other file type and upload it to a course in Canvas. The challenge with this is potentially having to update multiple documents.

The significant disadvantage to students is that they will not see their timetable information on their Canvas Calendar, and if the timetable changes, you will need to notify students of these changes.

How do I do this?

Information on how to upload files to Canvas is contained on this page.

Office of the VP for Learning and Teaching

Oifig an Leasuachtaráin Foghlama agus Teagaisc

East Wing, Main Quadrangle, UCC

Top