VCU ATTENDANCE MONITOR
The VCU Attendance Monitor is a user application available to VCU departments and student organizations to track attendance for forums, meetings, appointments, resource fairs, games, classes, and more. Through the self-service application, users can host up to three events at anytime per license and create an unlimited amount of reports based on patron information, including names, email addresses, majors, and academic year.
Managed by Campus Card Services, the VCU Attendance Monitor utilizes the VCUCard Office system to gather detailed data relevant to the attendees recorded at the event when they swipe their VCUCard or scan a QR code from their mobile device.
With two options for check-in, the system is easy to use and is a simple, efficient, and convenient way to track attendance for any VCU event.
To ensure connectivity is possible, please check the following compatibility requirements for using the VCU Attendance Monitor. You must be connected to a VCU SafeNet wireless access point or the RamsVPN in order to set up events.
Web-Based Application
The web application requires attendees to check-in by logging in through our website or scanning a QR code from their mobile device to validate identity with their CAS Authentication. Check-in access can be obtained through any web-browser through any wireless access point.
Mobile-Based Application
Swipe-based attendance utilizes the magstripe (mag) number on the VCUCard and must be swiped through an 8-pin (Lightning) magstripe reader. A connection to the VCU SafeNet wireless access point or the RamsVPN must be secured to use this application type.
Devices and Readers
All Apple mobile devices have been authorized for compatibility with the VCU Attendance Monitor. Campus Card Services only supports Apple devices. Campus Card Services reserves the right to reject Attendance Monitor requests for devices that are not Apple certified.
A Department Coordinator and Rental or Service License Agreement must be established between Campus Card Services and the host department before utilizing the VCU Attendance Monitor for long or short-term use.
- Host departments will designate one (1) staff member as a liaison who will coordinate all correspondence between the department and Campus Card Services. The host department reserves the right to change the designated coordinator at anytime, however, a new agreement is required to be on file each time a new coordinator is selected.
- A department must provide their own Apple device.
- Departments are required to purchase their own readers through Campus Card Services.
- Campus Card Services provides initial training on basic attendance use and setup to the Department Coordinator.
- Campus Card Services provides resource guides for setting up events and pulling reports
- Additional training can be scheduled for additional users within a department for a fee.
- Staffing Support is an optional service provided to departments that do not have adequate staff to work an event.
- Campus Card Services staff can provide technical support through the IT Support Center itsupport.vcu.edu.
- Testing at least 72 hours in advanced is strongly encouraged to avoid Emergency Request fees.
A Rental Agreement is for departments or student organizations utilizing the VCU Attendance Monitor for short-term over a period of no more than 1 day. The Department Coordinator will provide all event details including, but not limited to: staffing requests, device needs, event times/dates and reporting requirements. All rental requests must be submitted at least 1 week in advance.
- Campus Card Services will provide devices and equipment to complete check-in tasks during the event.
- Campus Card Services staff are required to be present to operate all devices during the event check-in period.
- Reports are emailed to the Department Coordinator no later than 48 hours after the conclusion of the event.
Email ccsattendance@vcu.edu to set up a rental agreement for an upcoming event!
Agreement fees are invoiced at the time the request is made; yearly agreements are often automatically renewed and pro-rated at the beginning of the fall semester. Additional licenses and/or hardware requests will be invoiced at the time the request is made.
- All payments are due 30 days after receipt of the invoice.
- Semester terms include Fall, Spring and Summer class sessions.
- Emergency requests are defined as requests made 3 or fewer days in advance
For a quote, please send an email to ccsattendance@vcu.edu and include a detailed description of your department needs.
All communications between Campus Card Services and the host department are issued through the Department Coordinator. Requests made July through August (peak-season) will not be processed until September.
- A demonstration meeting is scheduled to discuss:
- How the system works.
- Where the monitor can be utilized.
- Host department requirements.
- Known and unknown cost variables.
- The Department Coordinator is selected by the host department who will provide Campus Card Services with the following information:
- List of users, including who needs access to setup events and/or run reports.
- Device needs or requirements.
- Device usage and/or a schedule of events.
- Staffing support needs.
- An IT Support Center Ticket is generated to track the progress of the request.
- A Job Estimate and Service License Agreement (SLA) is emailed for department approval.
- An invoice is generated for the host department; known cost variables are charged using the account information provided on the SLA.
- All equipment is issued or ordered.
- Please note: for high volume requests, some equipment may need to be ordered and can significantly delay the completion of the request.
- Each attendance user is emailed an AdminWeb New User Form (if applicable).
- Programming is completed within 2-3 days from the date the AdminWeb New User Form is returned and the IT Support Center Ticket is closed.
- An invoice is generated for the host department (if applicable); unknown cost variables are charged using the account information provided.
- Attendance instructions are provided and the host department is able to use the VCU Attendance Monitor.