Learner attendance is not just a reflection of their physical presence; it also indicates their commitment and the effectiveness of the teaching methods applied by trainers. For schools, managing attendance effectively is crucial for multiple reasons.
Consistent attendance allows better tracking of academic and social progress. It also highlights the relevance of the courses. On the other hand, absenteeism can harm the quality of learning and increase the chances of training failure.
This article explores the consequences of poor attendance management and offers solutions to address them in professional training settings.
School obligations
A decree published in 2018 outlines the obligations for training providers. These regulations aim to govern the training market and protect trainees and funders. For conventionally funded training programs, financed by public or pooled funds, the following must be specified:
- The training objective
- The title of the training
- The program and content
- The resources to be used
- The duration of the training
- The training hours
- The methods of execution and monitoring
- The price and payment methods
- The funding of the training
At the end of the course, a certification is required. If the training does not lead to a diploma, trainees must be informed from the beginning. Schools are also responsible for managing attendance effectively.
What does attendance management involve?
Attendance management is a preventive measure against absenteeism during professional training. Frequent absences from learners can negatively affect their performance and may even lead to training failure.
Additionally, for training funded by an OPCA or Pôle emploi, the trainer must provide an attendance certificate. This certificate should be written on paper and must include mandatory information such as:
- The title of the training
- The start and end dates of the training
- The total number of training hours
Consequences of poor attendance management
Poor attendance management can have detrimental effects on learners’ professional futures and on the activities of training providers.
Challenges related to trainee absences
For employees, attending training sessions can be a challenge. Balancing daily responsibilities with learning is difficult, and some learners may be tempted or forced to miss sessions regularly. Effective attendance management helps prevent the difficulties caused by absenteeism.
It’s important to note that the law requires training providers to address absenteeism appropriately. The following measures should be taken:
- Recording roll calls at the start of classes
- Contacting absent trainees promptly
- Creating statistical documents to track absenteeism rates
- Informing Pôle emploi or the funding organization via email or phone
Challenges related to dropout
Poor attendance management can also increase the risk of dropout. The training center plays a key role if a trainee decides to leave the training before its completion. In such cases, an interview—whether in person or remotely—is mandatory, and the trainee must be summoned to analyze the causes.
If the dropout is due to personal reasons, the trainer is not held responsible. This applies when learners drop out due to an inability to manage work and training. However, if the dropout relates to the training itself, the trainer is responsible.
The trainer must identify the causes and propose solutions, which could include improving the content or replacing the trainer if they are not competent.
Disciplinary sanctions
Training centers can face various disciplinary actions for poor attendance management. They may be required to refund fees paid by funders or co-contractors, particularly if learners had enrolled in conventionally funded training.
Damaged reputation for the training center
Poor attendance management can tarnish the reputation of a training center. Clients often investigate the reputation of trainers and may interpret high absenteeism or dropout rates as a sign of unreliability. Therefore, every trainer should have an effective attendance management program in place.
After all, professional training programs are designed to help trainees achieve specific career goals:
- Facilitate professional integration
- Develop skills
- Improve expertise
If learners fail to attend all classes and participate adequately, the training becomes ineffective. They are less likely to acquire new knowledge, and trainers will not meet their objectives.
Attendance management solutions
To avoid the consequences mentioned above, trainers should implement effective attendance management techniques.
Attendance management for in-person training
Managing attendance for in-person continuing education is relatively straightforward. The goal is to prove the actual participation of the trainee in the learning process. Before the 2018 reform, attendance sheets were sufficient to prove a learner’s presence at each session. These sheets remain relevant today.
Attendance sheets can also serve as legal proof during an inspection. Currently, providers of continuing professional training can:
- Prove the completion of the training project
- Assess learning through tests
- Prove success through exam results
Attendance management for distance learning
For distance learning or FOAD, learner attendance can be measured by:
- The duration of their connections to the platform
- Time spent on course materials
- Participation in online discussions
- Submission of assignments
- Involvement in practical activities
Using digital attendance solutions
Trainers now have access to effective tools for managing attendance. One such tool is the digital attendance solution Edusign. Convenient and easy to use, it can be used for:
- Initial training
- In-person continuing education
- Distance learning
- Competency assessments or VAE training
- Alternating training
- Corporate training
The process involves scheduling course sessions and notifying participants by sending them information sheets. These sheets then act as attendance records. Trainees are asked to sign them via email, QR code, or link.
At the end of the sessions, trainers can collect the signed attendance sheets. In case of absence, Edusign allows the trainee to attach a justification. The training provider can then export and download all records with a few clicks.
