5 Attendance
Conservatory instructors are paid based on when they teach lessons to their students, and UR Community is the basis for submitting a claim for each bi-weekly payroll period.
Instructors have 48 hours from the time of the lesson to enter attendance. After that time attendance is locked and instructors will have to submit attendance via the Online Manual Attendance form linked in UR Community. The 48 hour window is set to meet payroll deadlines and is not negotiable.
The best and easiest way to submit attendance is through your scheduler. If you miss the 48 hour window for marking attendance you will need to submit a separate manual attendance form for each one of your students.
NOTE: starting Fall 2022 emailed lists of students submitted for payroll will not be accepted
How your Attendance Scheduler is populated
When students register they are asked to submit the day and time of their lesson. If an instructor has submitted a schedule to SISNC, the staff in SISNC will compare the answers and if they are different follow the Instructor’s submitted schedule.
If an instructor has not submitted a schedule to SISNC, the staff only have the information the student submits to work with and students are not always accurate.
Moving Students in Your Schedule
If you need to move students permanently in your schedule, send an email to SISNC and clearly state the student’s names and their new lesson times. The staff in SISNC will adjust your schedule.
If you will be away for a day or a week or more, you can ask the SISNC staff to move the students for those dates – the student’s lessons will be rescheduled to the date you request OR they will be moved to the end of the student’s schedule.
Errors in Your Schedule
When there are errors in your schedule, send an email to SISNC and ask the staff to correct the error. Please clearly state the correct day and time for each student’s lesson.
When a Student isn’t in the Scheduler
It takes a minimum of 24 hours to move students from registration into the scheduler.
Any time you have a new student coming for lessons, best practice is to check your scheduler the day ahead of lessons to ensure the students you expect to see are in your scheduler.
If a student isn’t in the scheduler, check your roster report and/or call the SISNC Office at 306-585-5748 to confirm the student has registered.
If the student has not registered, you can ask the SISNC office to remind the student to register and/or you can contact the student directly. However, do not teach the lesson until they register. If they arrive for a lesson, still have not registered and their parent is with them, take them to the SISNC office and ask the staff to help them register. The SISNC office (CB 118) is open 8:15 am – 8:00 pm Monday – Friday and 9:00 am – 1:00 pm on Saturdays, from the last week of August through to the end of June.
Attendance Codes
There are 3 codes available in your scheduler to use for attendance:
- P – present, you will be paid for this lesson
- A – absent, you are not offering a make-up for this lesson and you will be paid for this lesson
- AR – absent, reschedule – you will reschedule this lesson later in the year, you will not be paid for it at this time
When a lesson is marked AR the SISNC staff move the lesson to the end of the student’s schedule.
Below you will find a video on how to mark attendance in UR Community:
The Manual Attendance Form
There is a link to the Manual Attendance Form in your UR Community lesson shell.
This form must be used when you have missed the 48 hour window for marking attendance in your scheduler.
An exception to using the Manual Attendance Form is if you need to be away for a day or more and would like all of your students for the time you are away rescheduled. In that case, send an email to SISNC and ask them to reschedule all of your students for the dates you will be, or were, away.
Rescheduling Lessons
Teachers can reschedule lessons up to the time and the date of the lesson. To do this:
-
- Click on the settings button beside the student’s scheduled attendance
- Change the date of the lesson to the rescheduled date
- Scroll down the page and click Save Changes
NOTE: if you need to have a student permanently rescheduled, or you have a student taking lessons on alternate weeks, send an email to SISNC with the correct schedule for the student.
End of the Year: Leftover Lessons
Students register for the number of lessons you tell them to and the maximum number of lessons is determined by you at the annual conversation with the Head of the Conservatory.
When a student misses lessons and you agree to make them up, or if there is a change in your schedule and you have missed a number of lessons, the lessons are automatically rescheduled to the end of the student’s schedule. This means there are times when the lesson schedule extends well into July and/or August.
When a teacher has finished teaching for the year and a student in their studio has lessons remaining, those lessons are refunded fully to the student. This allows all teachers and students to start with a schedule of new lessons at the correct rate in September.