"We may ask you to complete a spreadsheet showing the details of each student you sponsor and their attendance. We may ask you to do this or repeat
this at any time to ensure that you still meet the requirements for highly trusted sponsor status"
UKBA Guidlines - 5th September 2011
Student Attendance Monitoring System - BioTime EDU
BioTime EDU helps Tier 4 Colleges and Universities comply with UK Border Agency regulations. Specifically, it provides an early-warning system for students at risk, and notifies the institution in reporting the 10 consecutive missed contacts, as required under the UKBA Tier 4 Sponship duties.
What is does it do?
- BioTime EDU monitors student attendance using fingerprints - the main benefits of this is real-time information, that is accurate and reliable, and time saving by eliminating manual data entry.
- Record Keeping - provides centralised record keeping. Stores a range of data such as CAS, BRP, Passport and VISA as required by the UKBA. Also stores comprehensive students details.
- Automated Alerts - tells you what you need to know, when you need to know it; notifies teaching staff of who is/isn't present, provides early-warning of high levels of non-attendance, notifies when students exceed 10 missed contacts (either 10 consecutive or 10 within a given period, with link to SMS), also notifies of expiring VISAs, Passports and CAS
- Reports - up-to-the minute reports, including:
- Location of students
- Non-attendance
- Fire Alarm
- End of Sponsorship
- Attendance %
- Student's Attendance Report
- Custom Reports
- Built-in Error Checking - helps ensure that courses comply with UKBA guidelines, and helps and supports Administrative teams
How does it work?
With BioTime EDU, your students will register their arrival and departure at classes using a biometric clock-in terminal.
Fingerprint identification ensures that a student registering is indeed that student, because fingerprints are unique to every person on Earth. In fact, even identical twins don’t share the same fingerprints.
After enrollment on the system, the students biometric data is entered into the BioTime EDU database and then will be used for reporting and e-mail alerts generation.
So what does this mean?
- Significantly reduces the risk of losing UKBA Tier 4 Sponsor Status
- Improves efficiencies
- Reduces admin time
- Eliminates data entry errors
- Speeds up data collection
- Helps to protect an important source of revenue
If you want to talk to us about how BioTime EDU can work for you, just us call us on 0845 519 1763.
Friendly and easy to use interface
BioTime EDU’s user-friendly interface makes even the most complex tasks quick and easy. Reporting settings, Email alerts, Schedules, Students profiles – all the tools you need to manage your student’s attendance are easy to use and set up.
Recording of important student data
BioTime EDU allows you to store comprehensive data for each student, including:
• Sponsorship start and end dates
• Address, email address and telephone number
• Agent used
• Visa Start and Expiration Dates
• Passport Start and Expiration Dates
BioTime EDU also allows you to attach a scanned version of each student’s documents; such as passport CAS, ATAS, Biometric Residence Permit and Visa.
Schedules
Creating and managing a new course or student timetable is simple and allows you to set the expected number of hours of attendance per week. The system also maintains a list of staff members, who will receive e-mail alerts if any student does not attend their expected hours of class or if their attendance is below the required percentage (e.g. 80%, 85%).
Individual Student Year Table
Every student has their own Attendance Year Table, which shows full details of their attendance, absence, authorised holidays, sickness, placements etc. Now you will always have a clear picture of every student’s attendance throughout the academic year.
Control of Unauthorised Absences
As soon as a student’s unauthorized absence reaches the UKBA limit of 10, BioTime EDU will automatically send an email to the international team alerting them of the situation. Action can then be taken to alert the UKBA. In addition, the system also has an ‘early warning’ feature, which sends an email alert to both the student and the tutor so that action can be taken to resolve the issue before it has to be reported to the UKBA.
Comprehensive Reporting System
BioTime EDU system provides a comprehensive set of reports, including:
Unauthorized Absence Report which shows all students who have unauthorized absences between the dates you set
Attendance Report shows all students who have an attendance rate on or below required percentage (e.g. 80%, 85%).
Location Report shows where selected students have last clocked in, and the time of this clock-in.
Classroom Monitoring Report highlights all students who are present and not present in their classes. This will automatically run 15 minutes after each class starts, and is emailed to the relevant lecturer. This can then be used to verify that all present students have actually arrived for class.
All reports can be sent to a pre-defined list of e-mail address, and can be run on an automated schedule. This could be ‘1st day of each month’, ‘once per week’, ‘once per day’ or between 2 set dates. All reports can output in Word, Excel or PDF formats.
Email Alerts Module
BioTime EDU provides automatic email alerts to remove the hassle of keeping tabs on the vast amount of information universities and colleges have to store and report on to the UKBA. You will be alerted on unauthorized absences, as well as Visa and Passport expiration dates.
Control Access to Classrooms
BioTime EDU system also allows you to control physical access to the classroom. Through the use of Biometric Terminals, access to secured areas such as labs, stock rooms, research facilities and senior management offices can be protected from unauthorized access.
Option to monitor academic staff and non Tier 4 students
BioTime EDU allows you to track all staff and UK domestic and EEA students. This provides the added benefit of an early warning when staff have not arrived, so that cover can be put in place, and also ensures that everyone on-site is included on the Fire Report.
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Recommended System Requirements to run BioTime EDU Server
Processor: Intel Xeon 2GHz or better
Memory: 4Gb RAM or better
Operating System: Microsoft Windows Server 2008 or better
Storage: 500Gb or better
Network: 1Gbps or better
Where more than 5 terminals are required, we strongly recommend a dedicated server for BioTime EDU. We can supply, install and support Microsoft Windows servers.