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Attendance & absences

Comprehensible and clear documentation of the students' presence in the classroom is crucial not only due to its significance for the overall assessment in the case of compulsory attendance, but also in view of a possible contact tracing initiated by the authorities.

In the winter semester 21/22 the regulations regarding compulsory attendance apply according to the examination regulations. Accordingly, students are informed about the fact that they must be on site in order to take part in any presence courses and examinations and that they must contact you as soon as possible if they are prevented from attending. For the participation in classroom courses and examinations, students are required to present a valid 3G certificate upon request.

As usual, all attendance regulations must be communicated in advance in the course catalogue. We recommend that you provide clear information about your course's specific regulations at the beginning of your course.

In general, compulsory attendance applies to both classroom and online units. In addition, you can define certain course units as mandatory. You may also set exceptions to compulsory attendance or define substitute work for absences (the latter may not be taken into account when grading). It is important that all regulations on compulsory attendance are communicated transparently in the course catalogue before the start of the semester. Special regulations, in particular substitutions, must always apply equally to all students in a course when in the same situation.

As usual, more than 80% required attendance is not recommended, as students may be absent for important reasons, which does not justify a failing grade.

Important reasons do apply if they lie outside the student's control. These are in particular:

  • Technical problems during online units for which the student is not responsible
  • Sickness
  • Quarantine due to contact tracing (does not apply to online units)
  • At risk patients with a corresponding confirmation from BeAble (does not apply to online units)

Students must be able to prove that they have important reason for their absence, if necessary, but the confirmation and its verification should not represent a disproportionate effort for all parties involved.

Non-important reasons include if students do not have a valid 3G proof or if they miss a presence unit due to travel restrictions that are/were foreseeable (e.g. know quarantine after arrival).

If a student is absent from an examination or another pre-scheduled partial performance component for a verifiable important reason, the usual regulations on substitution possibilities for indispensable performance components according to the examination regulations apply.

Since absences without the students' fault can occur more frequently in the current situation, goodwill towards the students should be shown as far as possible, even in the case of non-indispensable performances. For example, by allowing the chance of substitution provided this is possible without unreasonably higher effort. This does not mean that hybrid modes have to be offered for individual students; they can be offered substitute assignments, e.g. additional readings, papers, etc. The basic principle for substitute assignments is, as elsewhere, that they should be as far as possible the same for all students in terms of content and level of difficulty. Any alternatives must be communicated to all students and should apply equally to all those who are absent for proven important reasons. Transparency is essential to avoid other students feeling unfairly treated.

Documenting attendance

Attendance on campus

For documenting attendance and contact tracing, the seats in all classrooms at WU have been numbered (stickers on each table). For each course and examination, the following must be clearly documented:

  • Presence of each student
  • Seat number of each student
  • Other persons present in the classroom (lecturers, assistants, practitioners) including the seat number. Those without a WU login cannot use the WU Check-in, please document their presence in an analogue way in case contact tracing is necessary.
  • Please also document any changes to the setting in the classrooms and/or group work accordingly and provide this information upon request if contact tracing is necessary.

If a COVID-19 case occurs in the course, WU is obliged to provide information to the health authorities (§ 5 Abs 3 Epidemic Law 1950). This means that in case of incorrect information, even persons who may not have been in the classroom have to bear the consequences.

Possibilities for documenting attendance incl. seat number at the campus:

  • WU Check-in: All WU members can use the WU Check-in web application (checkin.wu.ac.at) to indicate their attendance and seat number for courses and examinations. Please inform your students if you use this tool to record their attendance so that they can check-in to fulfil the attendance requirement. During the course/examination, you can chck in the dashboard whether all students have checked in and, if necessary, remind your students. 15 minutes after the end of the course unit, you will automatically receive an attendance list by e-mail, which you can use to check compulsory attendance. Teachers can find a FAQ on WU Check-in and how to use it here.
  • LV-Admin/Analogue attendance list: You can use the attendance lists available in LV-Admin. In small courses, you can maintain the list yourself by ticking off the present students when called up and enter the seat number given to you.

Online attendance

If attendance is compulsory in your online units, you can document attendance as follows:

  • WU Check-in: You can use WU Check-in for online attendance too. For online-only units, students are only offered the option of online check-in and no seat must be entered. For hybrid courses, both check-in options are offered and students can indicate in the application whether they are attending on campus or online. Please inform your students if you use this tool to record their attendance so that they can check-in to fulfil the attendance requirement. During the course/examination, you can check the dashboard to see whether and how all the students have checked in and, if necessary, remind them to check in. 15 minutes after the end of the course unit, you will automatically receive an attendance list by e-mail, which you can use to check compulsory attendance. You can also see the login status of the students on this list (online/present). Teachers can find a FAQ on WU Check-in and how to use it here.
  • Microsoft Teams/Zoom: If you are using Microsoft Teams or Zoom, an attendance report is generated automatically directly after a meeting. For a detailed description, see Microsoft Teams or Zoom.

For courses without compulsory attendance, attendance on campus is only documented for a possible contact tracing and the data must be deleted after 28 days. Online attendance is not documented for courses without compulsory attendance.

Attendance on campus

For contact tracing purposes, the seats in all WU classrooms are numbered (stickers on each table). Clear documentation is required for each course and examination:

  • Presence of each student
  • Seat number of each student
  • Other persons present in the classroom (lecturers, assistants, practitioners) including seat number. Those without a WU login cannot use the WU Check-in, please document their presence in an analogue way in case contact tracing is necessary.
  • Please also document any changes to the setting in the classrooms and/or group work accordingly and provide this information upon request if contact tracing is necessary.

If a COVID-19 case occurs in the course, WU is obliged to provide information to the health authorities (§ 5 Abs 3 Epidemics Act 1950). This means that in case of incorrect information, even persons who may not have been in the classroom have to bear the consequences.

Options for documenting attendance incl. seat number on campus:

  • WU Check-in: The WU Check-in (checkin.wu.ac.at) is a web application for all WU members to register their presence and exact seat number for courses and exams. Students can enter all necessary data for contact tracing on their own and the data is automatically deleted in accordance with the privacy policy. You can check the dashboard during the course/examination to ensure that all students have checked in and, if necessary, remind them not to forget to check in. Teachres can find a FAQ on WU Check-in and how to use it here.
  • LV-Admin/Analogue attendance list: You can use the attendance lists in LV-Admin. In small courses, you can keep the list yourself by ticking off the present students and then enter the designated seat number.