CES Discovery Updates –Electronic Attendance Form Common Errors
The Electronic Attendance Forms, both the single course version and the conference version located in the Resources area of CES Discovery, are offered as a service primarily to our Providers who host frequent or very large events. For detailed instruction on entering attendance, please visit the tutorials on CES Discovery in the Resources area.
We recommend its use for events with more than 20 attendees, or organizations with events more than three times a month. If your forms are being rejected, or you would like training on how to properly submit these forms, please first read the instructions on filling out the EAF, and then review this list of common errors made when submitting these forms. If you have questions after reviewing these materials, please send an email to AIAMemberCareCes@aia.org.
Low image quality/resolution
All EAFs must be scanned at 300+ DPI. This may mean you need to adjust your scanner’s settings to improve the quality of your images. We cannot provide technical information on your scanner, You may need to access your IT staff or online resources to adjust these settings.
EAFs can be sent via fax, however, the same 300dpi is required, and additionally any lines or distortion in the fax will cause the forms to be rejected. In either case, Providers will be asked to resubmit their attendance either via amended EAF or manually using the Report Attendance function of CES Discovery.
Missing or hand-written course, provider, session or date fields
All Information at the top of the EAF (Course Title, Provider Number, Course Number, Session Code, Date) MUST be entered in electronically, in order to enable the barcode. Forms with blank areas for any of the above information will be rejected.
Forms with missing information, handwritten information, or forms not created from the original template, will be rejected and Providers will be asked to resubmit their attendance either via amended EAF or manually using the Report Attendance function of CES Discovery.
Did not verify attendance through CES Discovery options
Providers are able to verify attendance through the Report Attendance or the Reports modules.
To verify attendance was submitted through the Report Attendance Module:
1. From the Admin menu click on Report Attendance
2. Click on Course Management
3. Search for course
4. Click on Course Title
5. If attendance was reported for a session then the Completed number would not be zero
To verify attendance was submitted through the Reports Module
1. From the Admin menu click on Reports
2. Click on Shared Reports
3. Go to page 2 of reports options, and click on View Member Attendance
4. Click Go to the right of the View Member Attendance line item
5. Enter provider number, course title, course number, and course session
6. Results will include names of attendees, and can be exported to excel