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04/02/2018 HYU News > General


Faster and More Accurate Attendance Management System

Introduction of smart attendance management system through an application


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The scene of naming students one by one may soon remain only in memories of the distant past. That is because it is possible to manage attendance quickly and accurately in a short time via the current smartphone application. The Smart Attendance Management System, introduced simultaneously on both campuses, can be accessed completely through smartphones. It is part of the effort to create a better learning environment for the students. 

Smart Attendance Management System

Hanyang University introduced an attendance management system based on smartphones from this semester. In order to use it, we must prepare for an environment where we can log in to the official smartphone application of Hanyang University. If it is difficult to use a smartphone, one can use the web page ( on any computer. Thereafter, there are two attendance processing methods according to the preference of the instructor: a teacher-directed method and a student-directed method.

▲ How to use the Smart Attendance Management System (Source: Academic Service Team of Hanyang University)

The teacher-directed method is for the instructor to only check students who are absent by calling roll from the electronic attendance book. It is the same method as the existing paper-based attendance management system. However, as a full-color photograph of students is presented in the electronic attendance book, it is possible to prevent proxy attendance. In addition, it is possible to directly enter attendance data using the electronic attendance book, which takes less time and effort to enter electronically.

The student-directed method is simpler. The instructor notifies students of the authentication number in advance, and the students must input the authentication code via the application or the website. The authentication code is a random 4-digit number that the instructor can generate by pressing a single button. After the students complete their attendance certification, the instructor closes the attendance system. It only takes a couple of minutes to generate an authentication code, announce it, wait for the students to enter it, and then close the system. It is far faster than the existing attendance process which can take 10 minutes or more. Students who missed the code inputting deadline due to techincal errors can request a correction by confirmation with the instructor. Students who are late can also can be changed from "absent" to "late" by the instructor.

▲ After logging into the Hanyang University smartphone application, enter the electronic attendance
at the lower right (left). Touch the attendance check of the class attended (right).
(Source: Screenshot of Hanyang University Application)
 ▲ Enter the certification number announced by the instructor and touch attendance registration (left). The attendance confirmation message is shown here (right). (Source: Screenshot of Hanyang University Application)

Positive on-site reaction

With the introduction of a new attendance system, the current electronic attendance system services were interrupted. There were a lot of existing problems with the previous system where students tagged their ID card over the terminal. The required time was shorter than calling directly by the instructor, but it was difficult to prevent proxy attendance, and many electronic errors happened. Here, aging system equipment and terminal discontinuation were added, so it became difficult to operate them any longer. Under these circumstances, students and instructors have had generally positive reactions since the Smart Attendance Management System was implemented a month ago. That’s because it has increased fairness of attendance management and made attendance management easier.

 ▲ After the introduction of a new attendance system,
operation of the previous electronic attendance system was suspended.

In addition to electronic attendance, the existing attendance process was troublesome because it was necessary to computerize each class's attendance manually. The Smart Attendance Management System is computerized immediately through the electronic attendance book in the classroom, so there is no such inconvenience. Prof. Shin Hyun-san (Division of Business Administration) will be able to improve the quality of the lesson thanks to the new attendance system. "It has become very convenient. I put more effort into lessons because it takes less time checking attendance, which used to take 10 minutes each time." It is said to maximize lecture time and enhance the quality of the lecture.

For a better educational environment

On the other hand, there are instructors who are not used to the new attendance system. Academic Service Team is focusing on some countermeasures. Early in March, the team finished up tutorial sessions for instructors and faculty related to lectures. Also, the team has made it easy to access the attendance system by showing the system on the desktop screen of each classroom PC. "The current usage rate has exceeded 50% of the total, by targeting a 100% increase in the second semester by further improving the system," explained Hwang, Soo-mi, a staff member of the Academic Service Team.

Currently, the Academic Service Team is preparing English translations for the convenience of foreign instructors. Also, in an effort to alleviate the ongoing concern over the problem of proxy attendance, the team is spurring the improvement of a location-based technology system. In the current system, you can check a student's device's log in location by using the location-based technology in the electronic attendance book. The rise of the Wi-Fi signal detects the radius of students and classrooms. When the distance is far from the classroom radius, and the Wi-Fi signal is weak, it is possible to confirm whether the student has committed proxy attendance or left the classroom.

n addition, students' attendance data analysis has become possible in real time, and a consultation system using this has been developed. The absence frequency is shown on the electronic attendance book so that the instructor can easily grasp students who need consultation. This is to support not only students who leave class early, but also for helping all students consult with professors. In the future, the ultimate goal of the Academic Service Team is to make a better educational environment through the Smart Attendance Management System.

Text/ Hwang, Yoo-jin, reporter  
Photo/ Lee Jin-myeong, reporter
Design/ Choi Min-joo, reporter  


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