Students sign in when they arrive and sign out when they leave, and Accudemia records each visit with its start and end time. Those sign-ins are what count toward a student’s study hall hours, so the week’s totals are ready without anyone adding up a paper sheet.

At the station, a student swipes their ID card or types their ID, so no password is needed. With the Accudemia app on their phone, which comes with the full edition (the Accudemia License), a student can also scan the QR code shown on the station. The station runs in a browser on a computer, or in the AccuKiosk app on an iPad or Android tablet, and Monmouth University keeps a sign-in computer in the middle of its athletics study hall.

The station can show each student’s photo as they sign in, which helps desk staff notice anyone signing in for a teammate.

When a student forgets to sign out

A student who forgets to sign out is signed out automatically after a time limit you set. The visit then counts for a default length you choose rather than the time that passed, so you decide how much a forgotten sign-out is worth.

Staff can correct a session afterward, and the audit trail shows who changed it and what the change was. Accudemia also keeps failed sign-ins, such as a mistyped ID, in a standby log. If a student says the station did not take their ID, that log shows whether they tried, and it also shows repeated attempts that suggest someone is trying another student’s ID. If the station was down and students used a paper sheet, staff can enter those visits by hand as manual session logs.

Hours by team, sent to coaches every week

Each team becomes a user group, which is a saved list of students. You can build a group by hand, or create groups from a column in your student data import, the way Rochester Christian University in Michigan imports its teams. Accudemia’s attendance reports filter by group and total each student’s time, so one report shows a whole team’s week.

You can schedule a report to run every week and send it to named people or to any email address, so coaches receive it without logging in. Cleveland Community College builds a group for each team and sends the coaches a weekly report with every student’s total. The coaches compare each total with the required hours and can see at a glance who is short. Monmouth University sends its reports on Fridays, and the University of West Alabama sends its required-hours reports for athletes and Greek organizations before noon on Mondays.

Progress checks during the week

Coaches do not have to wait for the weekly report. You can combine Accudemia’s permissions into roles of your own, and Cleveland Community College created one that lets its coaches check athletes’ study hall progress during the week.

Students can see their own sign-in sessions and the time spent at each visit. In the Accudemia mobile app they can also total their hours for a chosen period.

Study hours away from the study hall

If some of your students log hours away from the study hall, a virtual sign-in link works like a sign-in station they open on their own laptop or phone. You choose which hours of the day the link works, and you can give it an expiry time. Monmouth University created a link like this during COVID-19, so student-athletes could complete their required study hours from anywhere.

Study hall and tutoring in one record

When Cleveland Community College started an athletics program, it added study hall to Accudemia with its own study hall service, and staff update it whenever the study hall moves to another room. If you also run a tutoring center, study hall can sit inside it as a service, so its hours sit beside your tutoring visits. Rochester Christian University’s athletes log their hours in the same academic center that runs its peer tutoring, and Monmouth’s student-athletes book tutoring appointments in Accudemia as well.

Study hall hours beside grades

Some campuses set the hours they record in Accudemia beside grades to judge whether study hall works. Monmouth University compares the GPAs of student-athletes required to log study time with those of students who had no such requirement. Each semester, Rochester Christian University compares athletes who completed their study hours with those who did not, and many who completed them have higher GPAs.

At Oral Roberts University, the study hall records kept in Accudemia let athletics staff tell coaches sooner when a student-athlete is short of the required time. The athletics department credits its study hall with part of a record 3.43 average GPA for student-athletes, reported in 2022. You can watch Cleveland Community College walk through its team groups and weekly coach reports in an Accudemia user spotlight video.

Which edition you need

In Accudemia, a center is a place students sign in to, such as a tutoring center or a study hall, and a service is one of the things a center offers. Accudemia Light, the single-center edition, covers sign-in tracking, scheduled reports and automated imports from your student information system. If study hall is the only place you track, or you add it as a service to the one center you run, Light covers it.

The full edition, called the Accudemia License, runs several centers in one account, so study hall can be a center of its own, and it adds the student mobile app.

Records, hosting, and who makes it

We make Accudemia at Engineerica Systems, where we have built academic and event software since 1994. By our 2024 to 2025 figures, 96 percent of institutions using Accudemia renew each year. Accudemia runs in a web browser, we host it on Amazon Web Services in the United States, and it supports campus single sign-on.

Under our privacy policy, your institution owns its education records, and we act as a school official under FERPA (the federal student privacy law) only to provide the service. Accudemia pulls student and enrollment data from your student information system on a schedule, and team groups can be rebuilt from each import. Prices for both editions are on the Accudemia pricing page.

To see your own teams’ hours in one weekly report, request a demo with the form on this page.