Student Attendance Tracking System user manuals, guides, videos and FAQs

Log in to the Student Attendance Tracking System (SATS) to:

  • Collect attendance information for students at the individual class level
  • Confirm students’ attendance for funding purposes, and
  • Track international students’ attendance.

This system ensures RMIT complies with the Education Services for Overseas Students (ESOS) Act.

Failure to enter this information accurately may result in RMIT not receiving funding for teaching a student and/or the cancellation of a student's visa.

The following user manuals and videos have been developed to assist in the use of SATS.

Frequently asked questions

Why can’t I log in to the system?

To use the Student Attendance Tracking system you must have a staff number (‘e’ number) and register to use the system as follows :

  1. Download the Student Attendance Tracking access form
  2. Complete the form
  3. Arrange approval of the form by an authorised staff member in your portfolio
  4. Fax the form to the Service and Support Centre on 9925 3177.

I have submitted my form - why can’t I access the system?

If you submitted your (approved) form to the Service and Support Centre, the form should be processed within 24 hours. Assuming there are no issues with your form, you will be able access the system after 8 am the day after it has been processed.

If you have not received access in this time frame, please contact the Service and Support Centre. Remember to include the following information:

  • Your name
  • Your staff number (‘e’ number)
  • School you are employed by
  • Whether you are a teacher or general staff member
  • When you submitted the form to the Service and Support Centre.

Note: If you submitted your form to your school or portfolio office, find out when the form was submitted before contacting the Service and Support Centre.

Common issues preventing access forms from being processed

  • The staff member has been previously employed by RMIT and manual confirmation of re-employment may be required
  • Any delay in the processing of a staff contract (and subsequent allocation of an ‘e’ number), will delay the processing of an access form
  • Forms are missing essential detail and need to be returned to the staff member for completion
  • Forms are submitted before the staff number (‘e’ number) is issued by SAP and needs to be held until the staff number (‘e’ number) is issued.

I am a teacher and I can access the system, but why can’t I see some or all of my classes in Class Rolls?

When your form has been processed you will receive access to the Student Attendance Tracking system. If you have requested program coordinator access you will be able to view program-based information. However, access to update class rolls is only granted in one or more of the following situations:

  • The teacher is designated as the course coordinator in PeopleSoft (this information is sourced from the course catalogue)
  • The teacher is designated as the class administrator (class coordinator) for the class in a specific term in the class schedule in PeopleSoft or via the Class Scheduling Online application
  • The teacher has been delegated the class in the Student Attendance Tracking system by the course coordinator, class administrator (class coordinator), program coordinator or administrative member of staff from the school that owns the class.

If you cannot see a class you require access to, please contact the course coordinator or administration office in your school to organise access.

How do I get the course coordinator information updated in PeopleSoft?

Schools are responsible for maintaining the course coordinator information in the course catalogue in PeopleSoft. There are full work instructions on how to update the course coordinator information in the Student Attendance Tracking School Administration User Guide.

This information is usually updated by the person in the school responsible for updating this information for RPO (Results Processing Online) or maintaining the Class Schedule in PeopleSoft or via Class Scheduling Online.

If this person is unable to update the course coordinator, they may need to log an Service and Support Centre call. Please refer to the Student Attendance Tracking School Administration User Guide for further information.

Updates to course coordinators in the PeopleSoft course catalogue will appear in Student Attendance Tracking the Monday after they are completed in PeopleSoft.

How do I get the class coordinator (class administrator) updated in PeopleSoft?

Schools are responsible for maintaining the class coordinator information in the class schedule in PeopleSoft. Work instructions on how to update the class coordinator (class administrator) information are provided in the Student Attendance Tracking School Administration User Guide

This information is usually updated by the person in the school responsible for maintaining the Class Schedule in PeopleSoft or via Class Scheduling Online.

Updates to class coordinator (class administrator) information in PeopleSoft will appear in Student Attendance Tracking immediately after they are completed in PeopleSoft.

I can access the system but why can’t I see some or all of my programs under the Program Rolls menu item?

Only program coordinators and program managers are authorised to see programs and the related class rolls via program rolls. This allows program coordinators and managers to delegate classes to other teachers (and themselves) to allow attendance to be taken. It also allows program coordinators and managers to view class rolls for all classes in which a student from their program is enrolled.

Note: You will only see classes for your program if there is a student from your program enrolled in a class in the term you have selected at the top of the program rolls page.

I am a teacher - how do I get class attendance rolls for a new (or missing) program added to my list of programs?

To be granted access to view class attendance rolls for a program in the Student Attendance Tracking system you must be designated as a program coordinator in PeopleSoft.

Note: You will only see classes for your program if there is a student from your program enrolled in a class in the term you have selected at the top of the program rolls page.

If you cannot see all the programs that you require access to, you may need to verify your level of access. This can be done by contacting the Service and Support Centre. Remember to include the following information:

  • Your name
  • Your staff number (‘e’ number)
  • School you are employed by
  • Whether you are a program manager or program coordinator
  • Program codes of the programs you require access to, listing any you can see and any you can’t see.

Why can’t I see the teacher I want to delegate the class to on my list of staff in the delegate screen?

You can only delegate a class to a teacher if:

  • They have not already had the class delegated to them; or
  • They have the school that owns the class on their list of approved schools for accessing the Student Attendance Tracking system.

To verify that the staff member does not have the class delegated to them, click on the Student attendance tracking information button image in the instructor assigned column for the class. If their details do not appear, then the teacher’s school information will need to be updated before the class can be delegated.

This can be done by contacting the Service and Support Centre. Please include the following information with your request:

  • Your name
  • Your staff number (‘e’ number)
  • School you are employed by and authorisation to add the additional school to the teacher’s access.
  • Staff number, name and school (name and school code) to be added to their approved list.

This will take up to 24 hours to appear in Student Attendance Tracking after the request has been actioned by the Service and Support Centre.