When students miss regular classes to attend Institution approved events, there are several ways the Institution can choose to manage their attendance percentage.

1. No impact - The student is considered absent for class. Student loses attendance.
2. 1:1 - Consider the student as having attended classes (Add 1 class of attendance for 1 absent class)
3. Incentivise - Increase the attendance by a % of held classes (for example 15% of all held classes in lieu of a missed class). This can only be applied once for each subject.

To clarify, the student is marked absent in the regular class (and in fact has to be marked absent in regular class for the above rules to apply). It is only while calculating attendance percentage do we apply the above rules and adjust the attendance percentage that will eventually be used for determining eligibility for exam registration.

While there are no pre-reqs for managing events and event attendance, the student has to be in active status for registering and attending events.

In addition, for 1:1 and Incentivise type events, the same pre-reqs apply as for regular attendance management.

For event attendance to be applied to students, the following steps have be followed. Some of them are optional and a few are mandatory. Mandatory steps are clearly marked below.

The process steps are as follows:

This is the first step of the process. In this step, there are several configurable options that define the next steps in the process.

Menu path: Academics → Manage Events → Add Event (button)

The following are the configurable parameters:

1. Event category: This determines the way event attendance is used to compensate for being absent in regular classes.
2. Event start and end dates: This determines the date and time that can be used to enter Event attendance.
3. Max No of students: Caps the max number of students that can register for the event, or that can be added to the event
4. Event Type (?): There are two types, Academic and Non-Academic. When academic events are selected, a list of subjects are displayed (are these the list that are actively being taught in the current term?) and upon selecting a subject, the associated faculty teaching that subject (based on timetable) is displayed and at least one of them has to be selected (is this correct?). For example, a guest lecture specific to a subject being offered by a faculty can use this type.
   
   Non-Academic events can be offered to any student in the Institution.
   
   
5. Allow students to register: This flag determines if students register for the courses, or the user creating the event will add students to the event. When students are directly added by the user creating the event, the process can by pass the registration/approval/payment steps and directly go to Enter Event Attendance step.
   
   When students are allowed to register for courses, it is mandatory to provide information of the registration start and end dates. You can also optionally select the event form that students would have to complete and the event fee that they have to pay before registering for the event.
   
   
6. Registration start and end dates: self explanatory
7. Event form to be completed: These forms are pre-defined. To add a new form, Institution has to share the form with Winnou team. Winnou technical team will define the form for the Institution. There is no front end for the end user to create new forms.
8. Event fee: This is the fee that students would have to pay to attend the event. It is important to ensure that payment gateway integration is done and ready to use before enabling event fee.
9. Who can register: There are multiple ways the list of students that can be part of the event are defined.
   1. Predefined list
   2. Limit the students by enabling the event at college, department, program, section or a roll number level.

When students are allowed to register for events, they have to login to onEdu and Apply for registering for the event.

Menu path: Academics → Register Event

Once applied, the students can also withdraw their application by clicking on 'Undo-Apply' button. This button is only enabled as long as their application is not approved by the event manager.

This step comes into play only when there is an event fee associated with the event.

Menu path: Academics → Event Payment Registration Approval

The event manager can review the list of students that have applied for registration and then Approve one or more students. This step enables the students to pay the fee associated with the event, and also complete the event form (if one is associated with the event).

The event manager can also choose to reject a student's application to register. (How is this intimated to the student? Can the student reapply again? Can we think of an enhancement where in a comment can be captured and displayed to the student in case of rejection? )

When a student's application to register for an event is approved by the event manager, the student can Register for the event.

Menu path: Academics → Register Event

The 'Undo-Apply' button will not be available anymore after approval for payment. Instead a Register button is available for the student. This button leads to an event form, if one is associated with the event. The student has to complete the event form before they can Pay for the event. (Can we have an event form without any event fee?)

In case there is no event form, the student will be redirected to payment gateway to pay the event fee.

Upon successful payment, the student can print the completed form (in case it is enabled for the event) and also print a receipt for the payment. The student can also choose to 'Un-Register' for the event after payment. (However, this does not seem to have any impact anywhere in the system. We should draw specs for this feature .. such as cancelling the registration and taking the student out of the event attendance screen, making the slot available for any others to register, refund instructions (if allowed) and any rules associated with Unregistering such as allowed dates etc. May be even unregister process needs an approval by the event manager?)

This step is optional for events that require payment. Student Registrations are considered approved once the student's application for registration is approved (in earlier step). As such while there is an approval step and process, it is not diligently followed by the Institutions.

Menu path: Academics → Manage Events → Approve button against each event

However, for events that do not require a payment, this step is required for the students to be displayed on the Event Attendance screen. (Is this correct?). Event manager can search for the list of students that have applied for the event and choose to approve one or multiple students at a time.

Menu path: Academics → Manage Events → Approve button against each event

The event manager can also reject a student's registration. ( will the student be informed/alerted? Can they reapply? how will refund be issued in case students have paid a fee? If it was an accidental rejection, can the event manager approve the student again? I am assuming rejected students do not display in event attendance screens, but needs to be confirmed )

Event manager can enter event attendance for the students. Students can be either marked as attended or absent for the event.

When marking attendance, the event manager has to select a date and time range (start and end). Event attendance has to be entered for each day and continuous time slot the event was held. For example, when an event is held in 2 sessions with a break in between, the event manager has to mark the event attendance twice - once for each session including the start/end times of each session.

The impact of event attendance on attendance percentage depends on the category associated with the event. We have 3 categories of events.

1. No impact - The student is considered absent for class. Student loses attendance.
2. 1:1 - Consider the student as having attended classes (Add 1 class of attendance for 1 absent class)
3. Incentivise - Increase the attendance by a % of held classes (for example 15% of all held classes in lieu of a missed class). This can only be applied once for each subject.

In most screens where attendance percentage is displayed, event attendance is not included. Event Attendance rules are only applicable at the time of exam registration. The following screens display the attendance percentage after applying the above event attendance rules:

1. Attendance Detail (Academics → Attendance Detail, or Student Info → Click on Attendance bar)
2. Exam → Exam Registration Approval (Am I right?)
3. Periodical Attendance Report (Academics → Periodical Attendance Report) (While I notice a column for EA - event attendance - here, it has blank values, and the final attendance does not include event attendance percentage, even when run for a single subject. We better take out this column on this report unless or else we ensure that this includes EA values)

1. Manage Events
2. Register Event
3. Event Payment Registration Approval
4. Manage Event Attendance
5. Attendance Detail