FAQs – Electronic Attendance Verification (EAV)
Electronic Attendance Verification (EAV)
Based on the changes to the Funding Handbook, ECE Services may use electronic means of verification of attendance records.
The attendance records can be verified by parents or caregivers who are authorised signatories.
How does it work in Juniorlogs?
There is a new page called Parent Access. You will need to add the Parents/ Caregivers as Authorised Signatories from this page. Bulk Save actions can be performed on this page to invite multiple parents/caregivers to have their accounts set up for EAV.
Once parents are added as Authorised Signatories, they will receive a welcome email and they can set up their Parent portal access in Juniorlogs at the same time.
How can I send weekly attendance records to parents?
There is a new page called Weekly Attendance Report. Select the week you wish to send out the records for and you can action it in bulk by selecting all children.
When the weekly attendance records are released for approval, the parents will be notified so then, they can log in and approve them.
How can I notify all the parents of these changes?
There is a bulk selection option available on the Parent Access page where all approved parents/caregivers can be set as Authorised signatories in one go.
You can also use Message Centre for bulk communications to parents or caregivers.
The following template can be used: simply copy and paste the text into the Message Centre on Juniorlogs and select the contacts that you would like to send the email to.
Kia Ora [Firstname],
We are pleased to let you know that the Electronic Attendance Verification is now available for all parents.
You will receive a welcome email followed by a quick set up link so your access can be verified within Juniorlogs Student Management System.
Your username is the email you have listed with us and you will be asked to set up your password. Please set up a password that you will remember as we will send you attendance records for approval every week.
Once you have logged into the Parent Portal, you can see pending attendance records. Please select the week and approve them once you have checked accordingly. For any reason, if the attendance timings differ to what hours your child/ren attended, then please click on review. You also have an option to add comments for our centre admin so they can go through them and update the records for you.
We are quite excited to be rolling out this much awaited feature, and we really look forward for your support in getting our Electronic Attendance Verification off to a great start!
Your Centre Admin Name
What if the parents forget their password?
They can click the “Reset Password” button, then a link to set up their new password will be sent to their email address that is saved on their profile in Juniorlogs.
How do I know which parents have not accessed the Welcome email yet?
On Parents Access page, beside the toggle on the parent’s information, you will see a yellow icon which is the Re-invite button. You can click that to resend them the Welcome Email. You will also know once you send the records to parents. After clicking the send to parents button, the Approval status should change to Awaiting approval. If not, then the parent has not signed up yet and accessed the Welcome email.
How do I see which parents have approved?
The change of status on the weekly record will be indicated for you, whether it has been approved by the parents or still on awaiting.
What if a parent does not agree with the times that a child has been signed in/out?
The parent will be able to select the ‘’Review’’ button. On the Weekly Attendance report, you will see the status as In Review and their comment, if they have added it. You can update the attendance times and re-send the weekly record/s to the parents so they can check and approve it.
How do the parents get notified of attendance records awaiting their approval?
As soon as the records are released to parents, they get notified through an email. They can click the weekly report link, log into their Parent Portal and Approve awaiting records.
How do I know if the parents haven’t approved the weekly record?
The system is automated to send weekly email reminders for awaiting approval records, once a week for 3 weeks. The record status will change to “Failed” once the 3 weeks are over and the parents are yet to approve them. You can then print out the records as necessary and get them to sign on paper. You will need to save these documents securely.
Is there an option for me to get it signed on paper?
Yes, you can print out the records, get the parents to sign it and you can upload the proof into Juniorlogs for that week. You can then change the status to “Approved-Paper”. Check out “Do we need to keep a paper copy of the Electronically Verified Signatures?” section for storing of these records.
Do I have to use EAV?
The use of electronic verification of attendance records is optional. Services that choose not to use electronic methods of verification will still be required to maintain and verify their records in pen.
To read more about EAV in the Funding Handbook, please click the following link: https://www.education.govt.nz/early-childhood/funding-and-data/funding-handbooks/ece-funding-handbook/recording-enrolment-attendance-and-absence/6-3-attendance-records/
Not all my parents use EAV, is there a way to manage EAV and a paper copy?
If only some parents signed up for EAV, you can print out the Weekly Attendance Report, use the filters as appropriate and you can see the sign in pen for those parents who aren’t using EAV.
Do we need to keep a paper copy of the Electronically Verified Signatures?
Please read more in the ECE Funding Handbook, paper copies do not need to be printed but records do need to be accessible for 7 years;
whether that is providing paper copies or electronic copies. Please see the link: https://www.education.govt.nz/early-childhood/funding-and-data/funding-handbooks/ece-funding-handbook/recording-enrolment-attendance-and-absence/6-3-attendance-records/
Can parents access EAV from their mobile phones?
We recommend the use of devices with a minimum of 10-inch screen size to access and view the EAV features clearly. Laptops, desktops and tablets are preferred options. You can log on using a mobile phone, but it does not offer the best user experience.