WU Check-In for course instructors
What is WU Check-In?
WU Check-In (checkin.wu.ac.at) is a web application that allows all WU faculty, staff, and students to document their attendance as well as their exact seat during courses and exams at the WU campus.
What is the purpose of WU Check-In?
Attendance and, in case of on-campus attendance, seat numbers are documented via WU Check-In to ensure rapid contact tracing in the event of an infection of a student or teacher with COVID-19.
Therefore, you no longer need to document the seats yourself and will only be contacted in the event of further questions.
For courses with compulsory attendance (PI, VUE, MPV, FS, AG), you, as the course instructor, will receive the attendance lists 15 minutes after the end of the course unit by email as an Excel file. Please explicitly inform your students that you record their attendance using this tool.
Please note: For courses that take place off-campus, you, as the course instructor, are still personally responsible for documenting attendance and seating. You can use the application to record attendance, but the seat documentation must be done manually. Please provide us with this information upon request in case contact tracing measures become necessary.
How does WU Check-In work?
Can I try out WU Check-in beforehand?
Starting 30 minutes before your course unit/exam, you will also see your course on the start page and can check in. This view and function is exactly the same as that of the students.
What information should I communicate to my students regarding WU Check-In?
Please inform your students about WU Check-In at the beginning of the course units/exams and remind them to check-in and enter their seat numbers
Please explicitly inform your students about whether/how you use the check-in to record attendance as well.
How can I manage the attendance records for my course via WU Check-in?
For courses with compulsory attendance (PI, VUE, MPV, FS, AG), you, as the course instructor, will receive the attendance lists 15 minutes after the end of the course unit by email to your WU account as an Excel file. You can see and monitor the student's attendance "live" right in the auditorium in the Dashboard.
Of course, you can choose not to record online attendance in this way and/or merge the attendance lists from Teams/Zoom with those created by Check-In.
Please explicitly inform your students that you record their attendance using this tool.
The attendance list includes the following information:
It lists all students who have checked in to the respective course unit
It shows who has attended on campus and who has participated online (for hybrid courses)
It also lists students who are not signed up for the course but who have checked in on campus (these students will be marked in the list)
Staff members, such as tutors or colleagues from the IT support team, are not listed. Students who are also employees must therefore use the student account to check in for a course/exam!
What is the Dashboard and what do I use it for?
The dashboard offers you
an overview of all courses of the current date for which you are registered as course instructor. Here you can already see how many of your students have checked in.
the possibility to get to the detailed view of a course/exam by selecting "Show attendance list". You can see all registered students including their check-in status (checked-in on campus or online, not checked-in). You can also make a substitute check-in for these students here. In addition, you will also see students who are only checked in but not registered for the course/exam.
What can I do if I don’t receive my attendance list by email?
You will only receive attendance lists if all of the following conditions are met:
You are registered as a course instructor for this course in BACH
It is a course with compulsory attendance (PI, VUE, MPV, FS, AG)
You have a WU email account (WU login)
Within 28 days after a course unit, you can also download the attendance list form the dashboard. To do this, the above-mentioned requirements must also be met.
Log in to WU Check-In and select the dashboard
Select the date of the appropriate course unit in the calendar
Open the detailed view of the corresponding course unit
You will find the link to download the attendance list just above the table
Please contact us as soon as possible at firstname.lastname@example.org if the download from the dashboard is not possible.
What can I do if students can’t check in because their cell phone battery is low or they don’t have a smartphone?
The application can also be accessed via tablet or laptop.
As a course instructor, you can manually check students in via the dashboard for on-campus units in exceptional cases and enter a seat number – provided that they are signed up for your course/exam.
What do I do if students can't log in?
Precondition for the use of the application is a WU account, with a WUniverse account unfortunately no check-in is possible. We recommend to locate this group for the required period on as fixed seats as possible and to record their attendance manually. If there is a COVID case in your course/exam, we will request this data from the course instructors.
Since contact tracing is based on check-in data, please ask all other students to use the application!
Can students check in who are not registered for my course?
If, for example, students of an exam post-date come from different courses, but the exam is only booked at one course (also works for breakout bookings), students who are not registered at this course also have the possibility to check-in.
Students can use the search field on the start page to search for the title or number of the course for which you have created the follow-up date as a breakout, regardless of whether they have registered. The condition for this is that the date was created as an attendance date, i.e. with room booking.
Starting 30 minutes before the start of the course/exam, it is displayed, the students click on the entry and can check in directly with the button below. In the next step, the seat must be entered as usual and the check-in confirmed.
You can review the check-ins themselves directly in the dashboard.
Is it possible to correct a check-in, the seat number or the room?
Changes of the seat number or changes of on-campus/online check-in status are only possible within 5 minutes after check-in. The buttons for making correkctions are displayed on the start page after check-in.
Change seat => allows you to enter a different seat-number or selection of the common room (if, for example, the wrong one was selected in the case of breakout bookings)
Cancel check-in => allows you to switch between on-campus/online check-in status or to cancel the check-in altogethr (wrong course/exam)
If you ask students to change seats during exams (to fill the room, establish proper seating arrangements, or to prevent cheating), please document this manually. In these cases, entering changes into WU Check-In is probably no longer possible due to the time limit. Please submit the manual documentation upon request in case contact tracing measures become necessary.
What can I do if a course/exam does not appear in my overview?
First, please remind the students in your course/exam to check in.
If the students can see the course/exam and check in, it may be because you are not registered as a course instructor in BACH.
If the students do not see the course/examination either, it might be because the date was postponed at short notice and the data has not yet been transmitted. In this case, please record the attendance and seats analogously on paper (minimum requirement: name, student ID number, and seat). If contact tracing measures become necessary, please send us this information upon request.
In any case, please inform us of the problem by sending a short mail to email@example.com.
What if the system does not work?
The system has been tested in detail and is checked daily. If, contrary to our expectations, there should nevertheless be any technical problems or failures of the application, we ask you to record the attendance and seats analogously on paper (minimum requirement: name, student ID number, and seat).
My exam the bookings in "Rooms" are created as internal, can I use the check-in as well? (e.g. Subject Examination, Module Examination)
Due to the specifics of booking in the system, the WU Check-in application cannot get all data for contact tracing from the system. However, we ask you to remind students to use WU Check-in even in this case, as the advantages outweigh the disadvantages:
Students registered for the Subject Examination will see the Subject Examination in their overview list on the home page starting 30 min before the start time
Any tutors and general staff will find the Subject Examination from this point on via the search function on the start page (usually 2 entries: "normal" appointment as well as commissional) => it is irrelevant which appointment the supervisors take.
Check-in with indication of the seat is possible
BUT: since the booking in "Rooms" is not linked to the entry in BACH and you manually allocate the students to the rooms, the students and any tutors do not have the individually correct room defined. The room info that is manually entered in BACH is displayed.
Therefore, please keep the manual assignment lists/info and send them to us upon request in case of contact tracing. Please also note on the manual lists which tutors/all staff were assigned to which room or if students sat in another room contrary to the assignment.
I have booked multiple rooms for some course units (e.g. breakout bookings as well), how does the check-in work?
If you have booked multiple rooms in parallel for your course/exam (this does not apply to the main exam week):
Students select the room in which they are participating in the course/exam during the on-campus check-in (drop-down list).
Students enter their seat number as usual.
Breakout bookings are also displayed in this way. You can control the check-ins in the dashboard - but especially for exams, we recommend keeping the allocation lists in case of contact tracing. Staff members who are allocated to only one of the rooms, for example as examination proctors, should also check in to that room.
However, if you only use this for group work, all students should always check into the common auditorium; you have to document the group work manually anyway.
What happens to my data and who has access to it?
The WU staff members in charge of contact tracing have access to attendance and seating data for a period of 28 days in order to carry out contact tracing measures, if necessary. After that, the data is deleted automatically. Details on data protection can be found in the corresponding data protection statement.
For courses with compulsory attendance, you, as the course instructor, will receive the attendance lists 15 minutes after the end of the course/exam on the basis of the check-in data via e-mail as an Excel file. Please note that due to the automatic deletion of the data it is NOT possible to generate the attendance lists again after the expiry of the data retention period.
How does WU’s in-house contact tracing work?
Processes for managing suspected and confirmed cases of COVID-19 and for contact tracing have been developed in coordination with the relevant authorities.
For further questions, please contact us at firstname.lastname@example.org.