Quercus 8.3.0<>

Calendar functions

Using the calendar links

When an event, such as a lecture, tutorial or exam, is scheduled you will see a clickable link to the event in the calendar. Clicking on the link gives you access to the following functions:

viewing module details

viewing the class list

printing a class list so students can sign to confirm attendance

recording which students attended (keeping a register)

managing the details of the tutorial

sending an email or SMS text message to students on the module

viewing the details of students on the module

Viewing the module details

The calendar provides a link to the module instance screen where you can view detailed information about the module.

To view module details

1Click on the name of the module.

The Module Instance screen opens.

Viewing the class list

A class list is simply the list of the students in the attendance group who are scheduled to attend the tutorial.

To view the class list

1Click on the name of the attendance group.

The Tutorial Class List screen opens showing a list of students on the course.

Printing a class list so students can sign to confirm attendance

In a large tutorial or lecture it may be difficult to remember which students attended when completing the register (see next section). To avoid this problem you can print out a class list which the attending students can sign. After the tutorial you can input the attendance details into Quercus by referencing the signed list.

To print out a class list

1Navigate to the Class List screen (see previous procedure).

2In the Tasks Lists panel click Print Class List.

A window opens allowing you to print out a class list which students can sign.

3Click the print link to print the list.

Recording which students attended (keeping a register)

You can jump from the Calendar to a screen which allows you to record which students attended the tutorial and which students were absent.

To enter attendance details

1Navigate to the Class List screen (see previous procedure).

2Complete the register by recording attendance against each student. Choose from the options in the Attendance column.

3Click Submit, (or Finish Later if you are not ready to submit).

You receive a message warning you that the action is irreversible.

4To proceed, click OK.

Attendance is logged and the details added to the attendance records of the students.

Note: If you click a View button you are taken to the Student’s profile. Clicking on the Attendance tab will show the attendance record added to the student’s attendance history.

Note: If you navigate to the Attendance tab of the Module Instance screen the tutorial status will be marked as Tutorial Complete and a tick will appear in the Attendance column.

Editing the Attendance types

If you wish to add new options to the Attendance drop-down list (e.g. Absent – with medical note) you can do so through the Quercus Classic Interface where they are know as ‘Absence Types’.

To set up Absence Type

1In Quercus Forms choose Records > Timetable Attendance > Absence Type

2Enter details of the Absence Type in a new row, or edit an existing Absence Type.

3Click Save.

The new Absence Type will now be available in the Attendance drop-down list.

Managing the details of the tutorial

If a tutorial’s venue or time changes you can use the Edit Tutorial option to update the details.

To manage tutorial details

1Click the name of an Attendance Group for a scheduled tutorial to open the Class List screen.

2Click Edit Tutorial button in the Tasks pane.

3Amend or update the tutorial location, tutor, start time, end time and venue of the tutorial.

Note: If you click the symbol to the right of the Location, Venue and Tutor fields, a pop-up search box opens allowing you to locate the correct data item.

4Click the Save button.

The amended tutorial details are saved and the calendar is updated.

Sending an email or SMS text message to students on the module

1Click the name of an Attendance Group for a scheduled tutorial to open the Class List screen.

2Click the Communicate button in the Tasks pane or click the Communicate tab.

3Choose the delivery method (SMS or Email) in the Type box, enter a title in the Subject field, and enter your message in the Body field.

4If you wish to send the message at a specific time or to copy yourself, click the Additional Options link.

In the example below, the message is scheduled to go out one hour before the lecture.

5Click the Show Recipients button and select the recipients for the message.

Note the select all button.

6Click Send.

You receive a confirmation message that the messages have been sent.

Note that, in addition to email or SMS delivery, the message will also appear in the student’s message area in Quercus Gateway.

Viewing details of students on the module

You can click the View button at the end of any student list entry to go directly to the student’s profile.