Use Case (Admins): Sections - Kiosk Check-In

Overview

Some centers have taken advantage of using a Drop-In kiosk location to record their section attendance. This might be beneficial in situations where a section is a large group of unknown attendees. This is also useful in situations where students do not stay for the same length of time. By using a kiosk compared to regular section attendance, students can check themselves in and out at different times. In the regular sections model, the duration for each student would be the same and recorded for the length of the entire section. 

Set up Sections with a Kiosk

Step 1: Upload a Section 

In your Sections CSV, upload a row for each new section you want. Instructions on how to upload a section can be found within the article Admins: Sections and Student Invite Setup (Groups). Setting up a regular section and a section with a kiosk will be the same process. 

Step 2: Invite Students (Optional) 

Edit your Student Invites CSV as described within the article Admins: Sections and Student Invite Setup (Groups). This step is optional, you do not need to do this if you would like students to sign up on their own.

Step 3: Set up a Drop-In location 

In your Drop-In Locations CSV, add a new location titled something like, "Section Name". The goal would be to make this clear to your tutors that this is not a regular drop-in location. You do not want tutors to add hours to this location. If a tutor added hours to this location, this location will be shown to students as an option to receive tutoring when going through the drop-in flow. You will want to upload the location Kind -> Log and Mode -> Physical. Setting the location as Log Physical will generate a kiosk link for you to use for attendance. The last piece to set this up would be to add a resource, that makes it clear to students that they are checking in.

Running the Section

Typically, students can either signup for a section through Penji if the section is available for everyone, or be invited. However, with the kiosk, students are able to show up at an event without prior registration. Information on the student flow for a section can be found within the article Admins: Sections and Student Invite Setup (Groups). 

When students come for the section, you can have the kiosk link set up on an iPad, computer, as a QR code to scan, etc. Students will check themselves in and out using the kiosk link. Note, that anyone who has the kiosk link has the opportunity to check someone out. If your section/event ends, we recommend whoever led the section check to make sure that everyone has checked out, whoever has not checked out on their own can be checked out by the provider. To check-out, students will select their email (or SSO/Student ID) or providers will select an email (or SSO/Student ID). 

Data Collection

Ultimately, attendance will be recorded through the kiosk, and that information will be stored with other drop-in data. If you are only using sections with a kiosk, we recommend turning off section feedback. This would remove the attendance question tutors typically answer, and only requires tutors to fill out the below image. If you would like to set up your community to turn off section feedback, please contact [e-mail].

If you do not turn off section feedback, providers will still have to fill out the attendance question for the section within the teach screen. We recommend providers say no one attended, so that no students are double-counted through both section attendance and drop-in (kiosk) attendance. As an admin, you will want to make sure that there are no section "no-show" rules enabled. If this is a weekly recurring event, the new section event will not show up on the learn or teach screen for students/providers, until the provider has submitted their feedback. This is a current limitation within the Sections Kiosk use case, that student attendance could be counted twice. 

A benefit to the kiosk, is since students can check-in and out, a more specific duration time for each student is recorded. Below is an example of the sample data you would collect. Remember, this information will be mixed in with other drop-in data. If you would like to separate drop-in data with this kiosk information, and currently already use drop-in for tutoring, please review the paragraph "Using a Separate Community" below. 

Using a Separate Community

If you already perform drop-in tutoring, some schools prefer to have a separate community to monitor all kiosk check-ins. In this model, the community would purely be used to store kiosk links and review kiosk check-ins. This community would be set to "Use List" so that students would not see this community or join it. The benefit here is that all of your check-in data is in one place, without any other data. If you were to do this in a community that already uses the drop-in mode for tutoring, your section kiosk data would be mixed in with drop-in tutoring data. If you would like to create a separate kiosk community, please contact [e-mail] with this request. 

Use Case: Tabeling like events

Set-Up: If you do not want students to pre-register, and you do not want to make your section discoverable to students, we could remove the button for students to join/find sections. This change would make it so that no student could join any sections. Please contact [e-mail] to completely remove the section button from student learn screens.  

Attendance: If the length of time students interacted with someone at the table is not as important, you could skip asking students to check-out. Either someone at the tabling event could check out all students at the end of the event, or skip student check-out completely. If the student is never checked out, a duration time will not be assigned to this interaction.