ORIS- SIMS: CIAO - Check In And Out

CIAO, the Check-In-And-Out application, is used to record attendance by PSU people at events. Each attendee can "swipe-in" using their PSU ID+ card, reducing the overall check-in time and attendee list maintenance as compared to signing a paper roster which will be transcribed for electronic storage at a later time.

CIAO does allow for multiple check-in stations, and for removing attendees from a roster.

CIA does not accommodate pre-registration.

CIAO Operations

1. Log into the application
   
   1. In a web browser, navigate to https://secure.ciao.psu.edu
   2. WebAccess authentication (the thumbprint page) is required.
   3. In addition, your userid must be on the list of allowed users for this function. This list is maintained by ORIS
   4. If you are not on the allowed users list, you will see the message:
      An error has occurred. The site has logged the error and contacted the site administrators. Please try again later. Thank you.
      User access denied
   5. Otherwise, you will see the Roster List page:

Roster List Page

1. Add a Roster
   Note: Once you add a Roster, its Name and Date may not be changed.
   
   1. Enter a Training Name in the Training Name input box
   2. Enter a Date in the Date of Training input box. You may use the Date Lookup function to select your date instead of typing it in. Click  to the right of the input box.
      If you leave this field empty, the roster date will be the current date and time.
   3. Click the button:
   4. Your newly-created roster will be displayed in the roster list.
2. Delete a Roster
   In order to remove a roster from the displayed list, you may delete rosters. If you wish to keep a copy of a roster outside of CIAO, use the Download function before deleting.
    Note: Un-delete is not available.
   
   1. Click the Delete icon in the Delete column in the row for the training roster you wish to delete. You will see a confirmation dialog, which contains the title of the about-to-be-deleted roster:

1. 1. 1. Click "OK" to remove the roster from CIAO, or "Cancel" to leave it unchanged.
      2. If the roster is locked, a Locked icon  will be shown in the Delete column. Clicking the Locked icon will only display the alert, "This roster is Locked and may not be deleted."
   2. Download a Roster
      
      1. Click the Download icon in the Download column in the row for the roster you wish to download. The roster will immediately be sent to your browser's default download location (or will appear in a new browser window, or will be opened in Excel, all depending on your particular browser setting for .xls files). If you click the Download icon and don't immediately see the file, look for a link to it in the "chrome" at the bottom of your browser, or press ctrl-J (for most browsers) to view your browser downloads.
         Note: the downloaded file is a copy. Changes made to this copy will not be reflected in CIAO.
   3. Column Sort
      
      1. The Roster list may be sorted by Training Name or Date. Click the column heading you wish to sort by. Each successive click on the same column heading will cause the sort order to be reversed from the currently-displayed order.
   4. Display a Roster
      
      1. Click the Roster name in the Training column in the Roster List to proceed to the Check-in page.
         
         
2. Check-in Page
   This page is displayed when attendees are arriving (or departing, depending on your preference). It responds to a PSU ID+ card swiped through a card scanner by translating the 9-digit PSU ID read from the card into the cardholder's name as recorded in the ph system at PSU. The attendee's name, user ID, Curriculum, and a timestamp are then recorded in the roster file for the event. The 9-digit PSU ID is never stored.
   
   1. Initial screen (no attendees)
      With no attendees recorded, the event roster for "test file" appears as below.

b. Enter attendees

1. Scan a PSU ID card using a scanner, or type in the 9-digit ID number for a PSU person, or type in the Access ID for the person:

ii. Press Enter to submit the ID, if you're typing the information in. The card scanner automatically submits, so no keyboard is needed during check-in. The person's record is entered into the roster, and the screen refreshes, showing the updated list:

iii. Continue checking in. Note: if you sort by Date/Time Descending, the most recent checkins will appear at the top of the list:

c. Column Sort

1. 1. The Roster may be sorted by Name, Curriculum, User ID, or check-in Date Time. Click the column heading you wish to sort by. Each successive click on the same column heading will cause the sort order to be reversed from the currently-displayed order.

d. Delete an attendee

1. 1. 1. Click the Delete icon  in the Delete column of the row containing the name of the attendee you wish to remove. You must confirm this action:

Click "OK" to delete the entry for the person, or "Cancel" to leave the record in place.

e. Lock the roster

1. 1. Click the Lock icon . The roster immediately becomes locked. No further additions or deletions may be made to the roster. This is indicated by the lack of Delete icons in the Delete column, and the absence of an input box to add additional attendees. Also, the roster may not be deleted from the Roster List page when it is Locked.

f. Unlock the roster

1. 1. Click the Unlock icon . The roster immediately becomes unlocked. Changes to attendees, and deletion of the roster, are again allowed.

g. Return to the Roster List

1. 1. 1. Click the Return to Training List button . The Roster List page will be displayed.

For more information, please contact simsadmin@psu.edu