AccuCampus: How do I manage unresolved swipes?

AccuCampus: How do I manage unresolved swipes?

INTRODUCTION

In AccuCampus, staff and students frequently sign in and out of walk-in sessions, appointments, classes, and events. There are times, due to mistakes and/or misinformation, that some swipes cannot be attributed to specific users, or when students swipe in or out of kiosks during times when no event, class, or session was scheduled. In these cases, AccuCampus cannot keep track of all necessary data to create a Session Log, creating an unresolved swipe.  This article describes the possible causes and origins of unresolved swipes and how to resolve them.

STEP-BY-STEP

STEP 1: Diagnose the reason for the unresolved swipe and identify the solution.

There can be several actions that lead to an unresolved swipe:
Problem
Possible Solution
The user has entered the wrong ID information at the kiosk, so the swipe cannot be attributed to a known user
Search for a valid swipe by a similar ID used close to the time of this unresolved swipe. There is a possibility that the user noticed the mistake and corrected it by signing in again. If this error repeats several times, then the user may not know their ID or the system may have the wrong ID entered. Search for a similar ID number to find out who the user might be in order to contact them and verify their information.
Entering ID number at a fixed kiosk for a class or event when the user is not registered for the class/event
This could be happening due to incomplete enrollment information for a session or class. It is also possible that the user confused the dates or times for the class or event. Confirm correct information with the user. 
Unknown attendee for a class/event
This can happen if a student confused the ID for a fixed kiosk such as a kiosk used to sign-in/out of specific classes. Search a similar ID to find the student.
Unknown attendee in unknown session
This can happen if someone mistakenly entered a wrong ID for a manually selected kiosk and did not proceed further, so AccuCampus does not know who tried to sign in and what class/session the user wanted to choose. Search for a similar ID to try to find the user. 

STEP 2: Access the information and be informed of your options.

Navigate to Class Attendance > Unresolved Swipes to view a list of swipes that could not be processed correctly. There are several options for resolving a swipe.
  1. Delete:  This option erases the entry from AccuCampus. This is the best option if a resolved log already exists for the same incident.
  2. Resolve: Use this option to see details about this swipe to enable AccuCampus to find the missing information such as the user's name.

STEP 3: Resolve the swipe.

Review the example below to see a possible way to resolve an incomplete swipe.
  1. Start by clicking on one of the attendance log's name and description information to view the attendance log details as shown below:


  2. In this example, user “JorgeAngel Rdguez” signed into the location/classroom "A-103" on "10/23/2020 at 11:18 AM" with ID number "999999999", but AccuCampus could not determine what class or event he was trying to participate in since there was nothing scheduled at that time.



  5. What Class/Event was likely to have taken place around that time in that location?  If known, it's possible to check if the user should be enrolled/registered in that class/event but is not enrolled.  This can be checked by exporting our classes' information. Navigate to  Advanced Options > Export  section to get started ( click here for more information about exports):
  6. Next, filter that list with the information already known by navigating to Excel and selecting, “Sort & Filter.”
  7. In each column, filter the data as needed. For example, to the current "term" or "locations" needed.
      OR 

  8. After filtering, only one course might match all the information, indicating that the student should be enrolled in the course, but AccuCampus is not aware. Contact your institution’s registrar or other resource to confirm this information.

CONCLUSION

After completing this process we should be able to see that students should have been imported with their enrollment data or that they should have registered for the event.  Of course, deeper research may be required on the imports or registration process, if our research above did not provide answers.