Using Easy Scan Basic
Using Easy Scan Basic
During your Easy Scan Basic implementation, the administrators you choose are given the applicable Easy Scan Administrator roles, badge IDs are configured. Once implementation is complete and a scanning device has been obtained, you can begin using Easy Scan Basic.
The step-by-step procedure for normal processing with Easy Scan Basic follows. To understand this process, it is important to understand the options on the Scan Students menu.
To access to the Scan Students Menu, click Scan Students. The Scan Students page appears.
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The Scan Students page has four options:
• Scan Students: This option allows instructors to set up a PC and scanner so that students may scan their badges for attendance recording in attended or unattended mode. It is the normal option chosen for scanning class attendance.
• Scan Students from Roster: This option allows instructors to scan students from barcodes on HLC-generated class rosters rather than from student badges.
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• Upload and Import Scanned Students: This option is used when the instructor has a file of previously scanned students (either by a smart scanner or by scanning directly into a Windows text file) and wishes to process the file with
Easy Scan Basic. This option allows the use of Easy Scan when an Internet connection is not available.
• Review Import Results: This option is used to see the results of the all scanning done for the class using one of the first three options.
Note: Easy Scan uses the term import to refer to scanned records that are placed into Easy Scan using either a scanner or by importing a file of previously scanned students. The Review Import Results menu option shows the status of all Easy Scan records imported to the class, regardless of the method chosen.
Scanning Student Badges for a Class:
The following shows the typical process of using Easy Scan to scan a class:
1. Attach the scanning device to the computer you wish to use.
2. Log into the HLC using your administrator login.
3. Search for the class you wish to scan.
4. Click Scan Students. The Scan Students page appears.
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Using Easy Scan Basic
5. Select Scan Students.
6. Click Continue. The scanning window appears as an overlay to the HLC administrator login which is faded (disabled) in the background.
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Note: If you wish to return to the HLC administrator login by clicking
Cancel, you will be prompted to enter your administrator password and click Continue. This is a feature of Easy Scan that prevents students from using an administrator’s login to perform unauthorized tasks in the
HLC.
7. Scan students’ badges as they enter the classroom venue using your scanning device. As students are scanned, their names and student User IDs will appear in the scanning window. Note that the scan action is In.
If a scanned badge ID is not recognized, the scanning window will display the following error:
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This may occur if the student’s badge ID has not yet been imported into the HLC
(for example, a new employee attending orientation prior to a data import file upload). Once the badge ID is entered into the system, the student will be recognized by the HLC and the information may be resubmitted.
Note: If a student badge cannot be read by the scanner, you may also enter badge IDs into the open text field using your keyboard and click
Scan. The data entered in this case should be the exact data that appears on the badge, whether that data is the student’s HLC user ID or not.
8. Do not scan the badges of students as they leave the classroom venue unless the student’s attendance in the class should not be recorded. For example, if a student must leave after 5 minutes, he/she should swipe the badge on the way out. This will change the attendance status to Out rather than In on the Easy
Scan page.
Note: The status of attendance on the Easy Scan page is either In, Out, or Error. If the status is In, the student’s attendance will be recorded. If the status is Out, the student’s attendance will not be recorded. If the status is Error, the attendance will not be recorded until the error condition is fixed and the student attendance record is resubmitted.
9. Click Save after all students have been scanned out of the classroom event.
You will be prompted to enter your password to return to the HLC. The Scan
Students page appears.
10. Select Review Import Results to display the student records that were imported into Easy Scan for the class. The Scan Results page appears.
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