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SAINT LOUIS UNIVERSITY

BAGUIO CITY
STUDENT AFFAIRS OFFICE

REVISED GUIDELINES ON THE CHECKING, MONITORING, AND IMPLEMENTATION OF THE


ATTENDANCE POLICIES BY THE FACULTY MEMBERS

RATIONALE

Past experience has proven that class attendance is a very reliable barometer in reading
the level of the students’ sense of responsibility and in forecasting their scholastic performance.
Parents and guardians do highly appreciate being duly informed about their children’s
attendance, forging an objective and effective Parents-Faculty-School cooperation for the
students’ maximum utilization of the opportunities and services offered by the Saint Louis
University.
The faithful and careful monitoring of student attendance and the truthful, prompt, and
accurate recording of incurred absences on the Class Attendance Checklist and SLU Portal are of
paramount importance. More than ever, the success of this task solely depends upon the very
high esteem the faculty members have toward professional responsibility and unwavering sense
of service.
However, starting Second Semester of AY 2016-2017, the University will no longer be
utilizing and issuing class cards to students due to the computerization of the encoding,
monitoring, and regulation of absences and attendance of students. This new development is
aimed at improving the management and processes by which attendance monitoring is
accomplished. The aforementioned computerization will definitely improve the university’s
reach especially in aiding students in managing their attendance concerns and for accurate and
real-time updating of parents as the information will be available and accessible online. This is
on top of the usual letters to parents sent by the Student Affairs Office every semester if only to
cover those who do not have available access to the internet.

GUIDELINES

The following guidelines are seen as a simplification; hence, less cumbersome method of
complying with existing policies, and serve to remind, clarify and/or orient each faculty member
toward the common and shared effort in the uniform implementation of the new scheme of
monitoring and recording of student absences:

A. Monitoring and Recording Student Absences


1. It will always do well to discuss with the students on the first meeting and even
during the term to remind the students about existing policies and regulations on
attendance for maximum educational inputs;
2. The faculty members are encouraged to check accurately and honestly students’
attendance every meeting before it is encoded on the iSLU Portal. Please be
reminded that the responsibility to monitor class attendance rests on the faculty
members;
3. Please refer to the following Steps in Encoding of Absences and Tardiness released
by the ITC Office.
Steps in Checking Attendance on the iSLU Portal
1. Click Class Attendance on the Left Pane of the portal.
2. Click Student Icon to Update/Check the attendance of a certain student in a
chosen class code.
3. Click the status button beside the student’s name. The default is “Present”,
click to change the student’s status to “Absent”, click the button again to
change the student’s status to “Late”, click again, the status will return to
“Present”. Note: Click Date to enter the specific/exact dates of previous
absences. The Status column will not appear if the chosen date is not the
scheduled day of the class.
4. Click Submit button. A confirmation message will appear if changes have been
made. Note: The system will automatically update the status with “For SAO
Clearance” if the student accumulated the number of absences required for
clearance and “Dropped” if exceeded the maximum number of allowed
absences in your class. Once saved, you cannot alter it. If you wish to change
or alter the saved information, please call or visit the Student Affairs Office.
5. Click the export button if you want to have a copy.

Steps in Viewing a Student’s Attendance Record


1. Follow Steps 1 & 2 in the Steps in Checking Attendance.
2. Click the button corresponding to the student you want to check; the dates of
absences of the student along with the readmission records will be displayed.

Other Important Features


• Notification Tab: Located at the upper right corner of the portal, an area
where all notifications will appear/show.
• Students for SAO Clearance: It notifies the faculty on the number of
students who will have to be requested to proceed to SAO for clearance
purposes. Once the student is cleared by SAO, the notification will
automatically be cleared. If clicked, it will direct to the list of students due
for clearance or dropping according to class code.

4. For any concerns relative to the use of the SLU Faculty Portal, please do not
hesitate to contact or visit the ITC Office;
5. Tardiness and absences should be immediately and accurately encoded/posted
on the SLU Portal starting on the very first meeting.
6. Tardiness should be discouraged. If it becomes habitual, the student may be
required to present a readmission/clearance slip upon entering class.
B. Number of Absences to require Clearance Slip form SAO
1. As you check/record attendance, the iSLU Portal will automatically alert you
whenever you need to require a student a clearance slip from SAO before being
admitted back to class the next meeting. When a student has already been
cleared, the notification will cease to appear on your iSLU Faculty account. For
your easy reference, a clearance slip will be required in accordance with the
following chart/schedule:
-----------------------------------------------------------------------------------------------------------
Number of Number of Absences to
Meetings require Class Clearance Slip
Per Week from Student Affairs Office
-----------------------------------------------------------------------------------------------------------
1 1st, and 3rd, 4th, and 5th
2 3rd, and 5th, 7th, and 8th
3 (*) or 5th, and 8th, 11th, and 12th
4 (*) or 5th, and 9th,12th, 14th, and 15th
5 (*) or 5th, and 10th, 15th, 18th, and
19th
N.B. (*) means on the 3rd consecutive absence.
-----------------------------------------------------------------------------------------------------------
Basic Rule on Absences. A student who has incurred absences of more than 20%
of the required number of class and laboratory periods in a given subject should
be given a DROPPED (D) mark. Article XXI of the Manual of Regulations for Private
Higher Education of 2008 (MORPHE) on Student Discipline particularly
Sec. 101 on Student Absences provides “A student who incurs absences of more
than twenty (20%) percent of the prescribed number of class or laboratory periods
during the school year or term shall fail and earn no credit for the course or subject
except in the instances as follows:
1. When the institution adopts a different attendance policy for student who
belong to the upper half of their classes; and
2. When the institution exempts a student for a just and reasonable ground,
provided however that the student is not excused from keeping up with
lessons, assignments and examinations. A faculty member may exempt a
student who incurs absences beyond twenty percent (20%) limit, but with
the approval of the proper school authority.”

During Short Term: No student shall be given credit for any subject or course if
he/she has been absent or missed classes for more than three days. (Section
101, Article XXI Manual of Regulations for Private Higher Education of 2008).
Hence SAO clearance and Class Readmission/Clearance Slip is required after
every absence.
2. Even with the online checking and encoding of attendance, faculty may provide a
short note on the student’s behavior and performance for the guidance of the
Student Affairs Office in dealing with student concerned. The faculty is
encouraged to personally come to the Office for consultation regarding the
student.
3. The policy, “No Clearance, No Entry”, is enjoined. The Clearance/Readmission Slip
will serve as a readmittance pass and should be shown to the faculty by the
student upon re-entry to class the next meeting. This will serve as an additional
reference document to the student’s record which is automatically updated.
4. All other provisions on General Academic Regulations and Procedures on
Attendance stipulated in the Student Handbook 2015 Edition which have not been
amended by this Revised Guidelines on the checking, monitoring, and
implementation of attendance policies shall remain in effect.
C. Applicability of the Above
1. Effective immediately.
USER’S GUIDE
USER’S GUIDE

 FEATURES
Home Page
View University events, news and announcements
View announcements from DH/Associate Dean/Dean
View notification of dropped students from your
View school calendar for the current Academic Year
Real time update of student attendance on your on-going classes

Class checklist
View class checklists of all your subjects
Export your class checklist to Excel

Class attendance
Automatic dropping of students from the subject upon accumulation
of the number of absences required for dropping

Current Grades
View Encoded Grades
Export Encoded Grades to excel
USER’S GUIDE

LOGIN TO PORTAL
• STEP 1: Go to http://i.slu.edu.ph in your chosen browser.

• STEP 2: Enter Faculty ID number and password. For existing/current


faculty, use the password provided for the Student Grades
Program. For new faculty, secure a password from the Dean’s
office/Registrar’s office.
NOTE: Password is CASE SENSITIVE.
USER’S GUIDE

• STEP 3: The site will direct to your personal portal home page.
USER’S GUIDE

 HOME PAGE
Displays main menu on the left pane, the checklist of your on-going class
(if you are logged on during your scheduled class); Events, News &
Announcements Window and the Faculty Corner Window.
USER’S GUIDE

CLASS CHECKLIST of an ON-GOING CLASS


If you are logged on during one of your classes, the checklist of that class appears
on your home page where you can check/update the attendance of the students
enrolled in that class.
USER’S GUIDE

EVENTS, NEWS & ANNOUNCEMENTS


University events, news & announcements will also be posted in your portal
homepage.
USER’S GUIDE

FACULTY’S CORNER
Announcements from your Dean and Department Head are also posted in your
portal homepage. Notifications of students for SAO CLEARANCE also appear in
this window. (What subject, classcode and how many students are for SAO
CLEARANCE in each subject/classcode.)

When is clicked the name/s of the students who were for


SAO CLEARANCE will appear.
USER’S GUIDE

CLASS CHECKLIST
• STEP 1: Click Class Checklist in the LEFT PANE of the portal.

• STEP 2: Click Student Icon to view enrolled students in a


chosen class code.
USER’S GUIDE

• STEP 3: The site now displays all enrolled students under the chosen
class code.

• STEP3.1: To make an excel copy just click button.


USER’S GUIDE

UPDATING THE CLASS ATTENDANCE OF A STUDENT


• STEP 1: Click Class Attendance in the LEFT PANE of the portal.

• STEP 2: Click Student Icon to Update/Check the attendance


of a certain student in a chosen class code.
USER’S GUIDE

• STEP 3: Click the status button beside the student’s name. The
default is , click to change the student’s status to
click the button again to change the student’s status to
click it again, the status will return to PRESENT.

NOTE: Click DATE to enter the specific/exact dates of previous


absences. The STATUS column will not appear if the chosen date is
not scheduled day of the class.
USER’S GUIDE

• STEP 4: Click button. Confirmation message will appear


if changes have been made.

NOTE: The system will automatically UPDATE THE STATUS FOR SAO
CLEARANCE the student if he/she accumulate the number of
absences required for dropping.

Once FOR SAO CLEARANCE you cannot alter it unless you call and
clear it with the Student Affairs Office.
STEP 4.1: Click export button if you want to have an excel
copy.
USER’S GUIDE

VIEWING A STUDENT’S ATTENDANCE RECORD


Follow steps 1 & 2 in Updating the Class Attendance

Click the button corresponding to the student you want to check, the
dates of absences of the student along with the readmission records will be
displayed.
USER’S GUIDE

• OTHER FEATURES
 NOTIFICATION TAB

Located at the upper right corner of the portal, an area where all
notifications will show.
SAO CLEARANCE students: it notifies the faculty on how many
students for SAO CLEARANCE in the current semester. Once the
student is cleared by Student Affairs Office the notification will also
be cleared. If clicked, it will direct to the list of dropped students by
class code.

Announcements from DH/Dean: it notifies announcements posted by


the Department Head or the School Dean.

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