Exeter digital check-in

From the start of the 2018/9 academic year, a new system of digital check-in will be rolled out for all taught students who have MyTimetable. The digital check-in system works via the iExeter app, and will record student attendance at teaching sessions.

The digital check-in system will replace paper registers and other attendance monitoring methods. The new system will enhance the accuracy and reliability of attendance monitoring, and remove the manual tasks associated with the work, improving the student and staff experience.

Personal and Academic tutors will be able to view a student's attendance and this will help discussions about ongoing student support.

How does it work?

The new system links to your personalised timetable and uses Bluetooth beacons in teaching rooms which interact with the iExeter app (available on smartphone, tablet or laptop). Using location services and Bluetooth, your device will alert you that you need to check in at the start of each teaching session. Through iExeter you'll be able to verify your attendance and location.

Your location is not permanently tracked by the system.

Attendance

All students must be in attendance as appropriate to their programme of study by the first day of term and must remain in attendance until the last day of term. The requirement for students to attend scheduled teaching sessions is set out under the General Regulations for Students. You should also make sure you are aware of any specific attendance requirements as determined by your College / Discipline.

We monitor attendance to fulfill our obligation to notify the UKVI of any continuous non-attendance by Tier 4 international students, and to identify student welfare concerns for our taught students in order to support them effectively. Certain programmes also require attendance monitoring in order to fulfill professional accreditation requirements (for example, Medicine).

Students are required to participate in the University's attendance monitoring process by recording their attendance via iExeter using the digital check-in functionality when they are present at their teaching session.

Where a student is unable to attend a timetabled teaching session through sickness or other reasons, they are required to notify their discipline via iExeter (My Course - absence reporting), or in an alternative format as detailed in their student handbook. The student illness procedure provides more guidance on this. If students are absent for more than 7 successive days due to illness, they will be required to obtain a doctor's certificate.

Where a student misses a scheduled academic session without an approval of absence, they will be recorded as absent.

Failure to demonstrate a satisfactory level of attendance may result in referral to the Health, Wellbeing and Support for Study Procedure, or Unsatisfactory Student Progress and Engagement Code of Good Practice.

Pilot of the digital check-in system

A pilot of the system took place in the Business School, Sport and Health Sciences, and Medical Imaging departments during the 2017/18 academic year. The feedback gathered from students and staff was very positive.

More information

If you have any feedback or questions, please email checkinproject@exeter.ac.uk. From the start of the 2018/9 academic year, all enquiries should be raised with your hub info point.

FAQs

We recommend that all students access iExeter so they can view their personalised timetables, assessment submissions and more with ease. iExeter is available as a smartphone app and desktop version. 

Students can use any smartphone, tablet or PC to access their iExeter information within range of the beacon.

No. You will be notified of your upcoming timetabled activities so you will need to enable Bluetooth in order to check in, but you do not have to have it on continually.

Yes. You do not need to be connected to Wi-Fi to check in. Your check-ins are stored in your phone and are submitted next time a connection is made.

If your push notifications are turned on, you will receive a notification for each successful check-in.

No. The checked-in activities are only recorded when in range of a beacon at the time of a timetabled activity. Attendance is only stored in the app on a successful check-in – when someone is in the right place at the right time.

The current student attendance policy is outlined in the General Regulations for Students and there is also Guidance for Tier 4 International Students. Please refer to your student handbook for the most relevant information to your programme (particularly in relation to professionally accredited programmes).

Absence can be reported through the absence reporting tool in iExeter. In some cases you will need to provide evidence to support your claim. More details are available in your course handbook.

Students will receive more information about how to use the system at the start of term 1 of the 2018/9 academic year. Staff will be able to attend drop-in training sessions and access online training materials prior to September 2018.

As it is currently (using the paper-based and Medical School systems).

The Home Office requires the University to monitor the attendance of all its Tier 4 students and to withdraw immigration sponsorship in any cases where attendance does not meet their prescribed criteria. 

For non-Tier 4 taught students, attendance data is reviewed to ensure that students are in attendance during term time and fulfilling the requirements of their programme. If there are any significant or unusual absences which have not been explained (see Q3), these are investigated with the student concerned.

You can see your logged attendance on the MyProgress dashboard, and your personal tutor will discuss your attendance at 1:1 personal tutoring sessions.

The University records attendance to confirm you are still studying, and to be able to contact students who have stopped studying to be able to offer them timely support.

All students who are attending on undergraduate or postgraduate taught programmes at the University must use the system. The only exclusions to this are students without personalisd iExeter timetables (MyTimetable) – they will continue to use alternative methods.

The system allows you to log in via a smartphone, laptop or tablet. If you don't have access to any of these items, you will be able to register your attendance with your nearest info point following your teaching session.

The app records whether you attended the session in your timetable; just like the paper registers did. The App only uses Location Services to find the beacons in the classrooms. It is the beacon which tells your device which room you are in, based on a Bluetooth signal from the beacon to your device.

The app records if you attended the session, your name and your email address. It also records how you checked in (automatically, manually or using the web).

The data is stored securely in the University attendance monitoring system.

You can see your attendance data via the Check-In History on the iExeter attendance app and your MyProgress dashboard.

You need to have Bluetooth and Location Services turned on in order for the App to record your attendance.

The attendance data are used to contact students who have stopped attending over a period of time. Staff won't be looking at the data to contact you if you miss a teaching session and you weren't able to record your attendance.