CaptureIT is a biometric student attendance monitoring system that uses fingerprint scanning to accurately track student attendance. It helps schools meet compliance requirements while reducing administrative costs and burdens. CaptureIT automatically records student arrival and departure times, tracks absences, and generates reports on attendance metrics. Administrators can view student attendance data in real-time and be alerted to compliance issues like students missing more than 10 days of class.

1. Biometric Student Attendance
Monitoring & Recording
Helping you with Tier 4 Visa Compliance
and to Reduce Administration Costs
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Biometric Student Attendance Monitoring
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Dramatically Reduce the Burden of Tier 4 Compliance
and Reduce your Administration Costs with CaptureIT
Introduction Attendance Times
CaptureIT helps you meet the challenge of UKBA Students’ scheduled daily attendance times can be set for one
compliance, whilst dramatically reducing or a group of students. These times would typically be each
administration time and costs. day’s scheduled start and finish times and can vary by day, e.g.
Mon-Thurs 09:00-16:00; Fri 09:00-15:00.
It removes the unreliability associated with manual
CaptureIT supports many different weekly attendance patterns,
registers and the burden of all those manually so there is scope to cover a wide range of variations.
maintained spreadsheets of attendance data.
The times set against days on which a student is scheduled to
In helping with Tier 4 compliance, CaptureIT keeps attend are then used in monitoring that student’s
you fully informed of all student attendance and attendance behaviour, including lateness which
pro-actively tells you of students to be reported to is then acted upon accordingly.
the UKBA and those whose attendance behaviour is If a student fails to attend on a scheduled day
putting them at risk. then CaptureIT can automatically mark that
day as ‘unauthorised absence’ and email
You can now meet every inspection with the
this fact to the relevant person(s).
confidence that your student attendance monitoring
is clear, accurate and reliable! Triggers can be set to alert administrators if
a student fails to attend for a specified
number of days.
Arrange a Free Demonstration This is particularly important in complying with
Telephone 0800 288 8632 the requirement to inform the UK Border Agency
of students who are absent for 10 days, whether
these be consecutive or during a specified period.
How it Works
Authorised and un-authorised sick days and
Students register their arrival and approved absences can be entered into a student’s
departure at College using a Attendance Calendar to ensure there is a complete
biometric terminal. record of attendance behaviour.
This technology ensures that the
person registering is indeed that
person and, in addition, prevents Health & Safety and your Duty of Care
students falsely recording the CaptureIT helps you discharge your duty of care for the Health,
attendance of others. Safety and Welfare of your students.
Whenever a student registers, the CaptureIT database is In addition to reports covering absence and sickness, CaptureIT
immediately updated so that administrators have a real-time provides you with an up-to-date fire list of all students on site.
view of which students are on-site. Students can be grouped by
course, year or other criteria.
The biometric terminal uses fingerprint technology, which has Option to Include Academic Staff
been shown to be reliable, whilst not raising any ‘human rights’ You have the option to include all staff on CaptureIT. This
issues - in this regard a unique number is derived from the provides the added benefit of an early warning when staff have
finger image and it is this alone that is stored in the CaptureIT not arrived, so that cover can be put in place, and secondly,
database. It is not possible to ‘reverse engineer’ the number into ensures that everyone on-site is included on the fire list.
any form of finger pattern or fingerprint.
If classroom monitoring is in place you will be able to meet the
Many colleges use the CaptureIT student latest requirement to show the attendance of qualified staff in
proximity card as the student’s ID card. lecture rooms.
This provides added security, whilst
Administrators can be authorised to view just students and not
helping make registration quick and easy.
staff if this is deemed necessary.
Telephone 0800 288 8632 Email info@vizualms.co.uk

3. Helping you with your Tier 4 Compliance
Administrator View
You can easily differentiate between students who
are currently on site and those who have attended,
but have since left site. Students can arrive and
depart as many times as they wish in a day, with the
times of all instances being recorded.
Coloured shirts are used to show students by their
status for that day, e.g. attending, study leave,
placement, sick, authorised absence, etc. Clicking
on a student allows navigation to all data relating
to that student, making CaptureIT very intuitive and
exceptionally easy to use.
This illustration shows students on the highlighted
group “Computing”, together with the actual
attendance this week for the (highlighted) student,
John Ashe.
Student Attendance Calendar
Every student has their own Attendance
Calendar showing details of their attendance,
absence, authorised holidays, sickness, placements
and the like. This makes it incredibly easy to have a
clear picture of every student’s attendance
throughout the academic year.
CaptureIT is customisable and enables you to
create your own absence types (with associated
colour schemes) to suit your individual needs.
Typically, these would cover common occurrences,
such as study leave and work placements.
All attendance data is retained indefinitely, even
for students who have been marked as ‘left’. This
means that you are always in a position to provide
historically information on any student, past or
present.
Group Attendance By Course
You can view attendance by group, giving you
visibility on many students’ attendance on a single
screen.
This could help in spotting patterns of absence by
students on the same course.
Here we see students studying Computing during
the month of May.
Telephone 0800 288 8632 Email info@vizualms.co.uk

4. Monitoring and Reporting
Classroom Monitoring
CaptureIT is able to monitor the time students spend in
individual classrooms (or other locations). This is achieved
using Classroom Registration Readers.
Each classroom would have two readers, one for ‘in’ and one for
‘out’. When the student enters or leaves a classroom they simply
pass their Proximity / ID Card in front of the appropriate reader.
By electronically recording the exact times that a student
attended lectures you can :
• eliminate the need for a tutor to take a manual register and
• remove the need to manually update attendance spreadsheets
The screen shown to the right shows June Brindley attending
college on 8th Jan. Her on-site times are shown, together with the
time spent in each lecture room. Note that only the time spent in
lecture rooms counts towards Jane’s attendance for UKBA
purposes. (Note also the message that June ‘returned from
absence’ on this day)
Daily and Weekly Attendance
Each student’s attendance is recorded on a daily basis, with
supporting weekly summary. If the student has agreed daily
start/finish times then CaptureIT can report exceptions to such
times, such as absence, lateness and leaving early. Time away
from site, such as work placements and study leave can be
easily accommodated.
Access Control
The CaptureIT system can be extended to include full access
control to help keep your students, staff and property safe.
The technology uses the same student proximity ID card and can
be configured in line with your college access policy.
When a student is marked as ‘left’ they cannot gain access, even
if they retain their ID card.
Reporting
CaptureIT has a comprehensive set of reports to ensure you are
kept fully informed of student attendance behaviour, such as;
• less than required percentage attendance (e.g. 80%, 85%)
• failing to attend for the required hours (e.g. 15 hrs per week) CaptureIT Student Monitoring
• absent for a specified number of days (e.g. 10 consecutive; A College
10 days within a period) Absences Report Showing 5 or More Consecutive Qualifying Absences for the Period
• persistent late arrival For the period ending 08 / 07 / 2009 - Run at 02:27:26 on 09 / 07 / 2009
This email covers all students
• daily absence A Qualifying Absence is one where the student had zero attended time on a day on which they were due to attend
Reports can be run manually or scheduled to be emailed to
named persons. For example, if classroom monitoring is not No. Name Group Absences Starting Last
1 John Ashe Computing 8 07/11/2008 01/07/2009
being used a report could be automatically produced every 8 Ismael Martins Computing 7 18/11/2008 16/06/2009
morning at say 9:30 showing all students who had arrived on- 9 Mark Newcombe Computing 8 20/01/2009 08/07/2009
site. The tutor could then use this in checking class registration.
All reports can be output in Word, PDF or Excel formats. Sent by CaptureIT (Student Monitoring Edition), © 2009 Vizual Management Solutions Limited
Telephone 0800 288 8632 Email info@vizualms.co.uk
CaptureIT is a trademark of Vizual Management Solutions Limited. © 2009 Vizual Management Solutions Limited
Vizual Management Solutions Limited, New Media House, Stanley Street, Stoke on Trent, Staffordshire ST6 6BW