For: Student affairs
Students who miss class for sports, a congress or an official assignment are not entered one by one but from an Excel list backed by an official letter.
Updated: · MotiveX Intelligence
Short answer
Student affairs downloads the template on the bulk exemption page, fills in student numbers and dates, and picks the file with “New Upload”. The record type is exempt (M) or administrative leave (İZ), and the official letter’s date and number are required. Unmatched rows are fixed in the preview; applying writes the records, shown to the student as “M” or “İZ” depending on the record type.
Open the bulk exemption page
The page is open to system administrators and to student affairs staff given this permission. Student affairs can only upload students within its own scope.
Fill in the template
The required column in the Excel template is the student number; unit, department, programme, first and last name can be added. The date column takes a single day, a range, or several dates separated by semicolons.
Press “New Upload”
Choose the file and set the record type to exempt (M) or administrative leave (İZ). Enter the official letter’s date and number; a decision document can be attached as a PDF or image.
Fix the preview
The preview sorts rows into matched, ambiguous and not found. Fix the ambiguous and not found rows and match them again.
Apply the records
The records are written to the students’ attendance records and the days show on the student panel as “M” or “İZ” depending on the record type. Each upload lists its row, matched and created record counts.
Revert if needed
Reverting removes only the records this upload created. Student signatures are never touched.
Good to know
- An upload cannot be opened without the official letter’s date and number; the institution can make the decision document mandatory too.
- Only the active term can be written; past terms are read-only.
- Bulk exemption covers a student’s days. Keeping a course out of the attendance system is done with an out-of-scope course request.
System administrators and student affairs staff given this permission. Both sign in with a second verification step, and student affairs only sees its own scope.
