BOHR International Journal of Computational Intelligence and Communication Network

2022, Vol. 1, No. 1, pp. 26–34

https://doi.org/10.54646/bijcicn.005
www.bohrpub.com

An RFID-based Smart School Attendance and Monitoring System

Wael A. Farag

College of Engineering and Technology, American University of the Middle East, Egaila, Kuwait
Email: [email protected]

Abstract. In this paper, a smart attendance system for students attending school is proposed. The proposed
attendance system is based on radio frequency identification (RFID) technology to facilitate automation and
convenience. The proposed RFID attendance system (RFID-AS) should be used by school administration to ensure
safety for students, as well as for grading and evaluation purposes. After careful study, passive RFID technology is
selected to be used by the proposed system because of its reasonable cost. The main components of the system are an
RFID tag, an RFID reader, Visual Studio [eXpressApp Framework (XAF) tool], and SQL Server to compare the data
from the RFID tag with the students’ database to record attendance automatically. A graphical user interface (GUI)
is developed using Visual Studio (XAF tool) to allow parents and school faculty to log in and browse the students’
records. Students will pass the classroom door, which will have an integrated RFID reader device to read their RFID.
The paper discusses the design of the solution as well as the testing scenarios.
Keywords: Attendance, RFID, Internet of things (IoT), safety, education, monitoring.

INTRODUCTION as an ID for each student [6]. Using this method to take

attendance will help to save time and ensure the safety of
At present, schools accommodate a huge number of stu- students during school hours, it is also more precise [7]
dents, and to handle this huge number of students, several than using the current methods.
problems can occur, one of which is taking attendance and There are several proposed systems in the literature to
ensuring students are attending their classes [1]. Nowa- solve the problems with conventional attendance methods
days, most schools use traditional methods for taking by incorporating advanced technologies to improve these
attendance, such as taking attendance manually with a methods [8]. These technologies are RFID [9, 10], Blue-
piece of paper or a computer. The mentioned traditional tooth [11], near-field communication (NFC) [12], biometric
methods take a considerable amount of class time that can (fingerprint) [13], and iris (face recognition) [8].
be better utilized by teaching, as an example [2]. The first trial to include technology into the attendance
Also, one of the weaknesses of such systems is that process was using a desktop application developed by
they aren’t always accurate; for example, if the instructor Mattam et al. [14], in which the lecturer starts the appli-
makes a mistake while taking attendance and places the cation that displays the list of all the registered students
student as “present” when he isn’t, there is no way to in a particular course. Attendance is taken by clicking a
know where the student might be in school or even outside check box next to the name of the students that are present.
of school [3]. Some students can take advantage of these The drawback is that human involvement in attendance
systems because they cannot ensure the student is in his tracking is still needed.
class because he can simply leave class [4] without the However, in 2013, Vishal Bhalla et al. [15] have proposed
instructor noticing and leave the school where he is at a Bluetooth-based attendance system in which attendance
risk [5]. is taken using the instructor’s mobile phone. A soft-
The appropriate solution will be to make a system to take ware application installed in the instructor’s mobile phone
attendance automatically using passive radio frequency allows the instructor to query the student’s mobile tele-
identification (RFID) technology. The student will have an phone via Bluetooth connection, and through the transfer
RFID tag unique to him/her; this RFID tag will function of the student’s mobile telephone’s media access control

26
RFID Attendance System 27

(MAC) addresses to the instructor’s mobile phone, the Table 1. Constraints for the school attendance system design.
present status of the student can be confirmed. The main Criteria Constraints
drawback of this proposed technique is that a student’s Affordability Privacy
Accuracy RFID can be easily disrupted using
phone is required for attendance, which is not a grantee.
energy at the right frequency.
In Ref. [16], the author describes how an attendance Security of the system RFID tags can be read from far away
management system (AMS) based on Bluetooth and NFC distances using high-gain antennas.
technologies was implemented in a multi-user setting. To User-friendly GUI Using UHF readers can harm students’
verify the user’s identification, it uses their fingerprint and health.
the Bluetooth address of their NFC-enabled phone.
The NFC tag IDs, along with other data related to the
user and their mobile device, are collected by a Java-based According to the survey in the preceding section, the
desktop program, which then sends them to an analyzer majority of attendance systems are designed in non-
for interpretation of the user’s behavior. However, in this practical ways that are costly, unreliable, and time-
instance, as a disadvantage, students must have NFC- consuming (slow). Therefore, the goal of this paper is to
enabled phones to sign in to the classroom. make school attendance tracking easier, look into ways
A fingerprint scanner that is utilized in the school atten- to cut down on absences, and improve communication
dance system was created by Basheer et al. [17]. The between parents and the school to improve safety.
students indicate their presence by pressing their finger- Given that school dropout rates are still high in many
tips against the sensor of the apparatus. The fingerprint countries, the current study aims to expand on the previous
scanner’s lack of dependability and frequent damage are research by developing an intelligent attendance system
disadvantages. Furthermore, it is impractical for recording using RFID (RFID-AS) for schools and universities. Due
attendance because students must wait in a long queue to to its ability to connect “things” to their online virtual
use the fingerprint scanner. identities [20], RFID technology is essential for the imple-
In Ref. [18], face recognition technology is used to mentation of the Internet of Things (IoT) [21, 23]. Finally,
make the AMS more intelligent. This technique involves the paper will test the RFID attendance system in a few
installing a closed-circuit television (CCTV) camera at classrooms at a higher level of education to evaluate the
the entrance to a classroom, which automatically takes a effectiveness of our system [24].
person’s picture and compares it to a database of faces
using an android-enhanced smartphone. Usually, it serves
two purposes. First, determining a student’s attendance by PROJECT AND DESIGN OBJECTIVES,
comparing freshly created facial photos, and second, iden- CRITERIA, AND CONSTRAINTS
tifying those who are unfamiliar with their surroundings,
such as an illegal person. The main design objectives of the proposed attendance
A recent development in picture verification is the use of systems are as follows:
three-dimensional (3D) face recognition, which promises
to match image databases more accurately and be able to (a) To know how to connect an RFID reader with a
identify an individual from various vantage points. Once database and the way the RFID readers are installed
more, the time-consuming comparison of the collected in the school. The RFID reader will read the data and
image with the photos of every student is a challenge in send it to the interface on the server to compare the
this approach; therefore, it is relatively slow. data received with the database on structured query
To measure student attendance on mobile devices, a language (SQL).
student information tracking system for Android is being (b) Develop the process of taking attendance by using
developed in Ref. [19]. This technology lets teachers notify RFID technology.
students about the events that the college will host by (c) Develop a database for students using SQL to take
enabling them to take attendance, update attendance, view attendance automatically.
student bunks, and distribute key information in portable
document format (PDF) formats, such as exam timetables Several criteria as well as some imposed constraints
and question banks. must be respected during the design process of the RFID-
This system works on any device. Any mobile device AS, which are summarized in Table 1.
with the Android operating system can have this system
loaded on it. The issue with this system is that it was built
for the Android platform and cannot be used with iOS or DESCRIPTION OF THE DESIGN
any other mobile operating system. It is also incredibly
time-consuming to record student attendance on a mobile The main design features of the proposed attendance sys-
device. tems are described in the following sections.
28 Wael A. Farag

Proposed Conceptual Design who has permission to edit the database and who can only
view specific data.
The first possible design was to build a real-time location
Also, we used Visual Studio 2019 [32] to write code
system (RTLS) [22] that tracks and pinpoints a person’s
that can identify the reader and connect the reader with
location in real-time in indoor locations. It uses active RFID
the database to compare. Also, this code is written to
tags [25] as unique IDs for each student, multiple RFID
specify some cases; for example, our code doesn’t allow the
reader devices to pinpoint the location of the tag [26], a
scanning of an RFID tag more than once every 10 seconds;
database to hold the necessary data, and a code to connect
this way, the student’s attendance status won’t be taken
the RFID readers with the database for comparison.
twice. Lastly, on the XAF tool, we can print a report on the
The second possible solution is using passive RFID tags
student’s grades, attendance status, and any other data we
as a method of recording attendance in conjunction with
wish to add.
an RFID reader and a database similar to the one for
the RTLS system. The third possible solution is to use
fingerprints [17] rather than RFID tags with the help of HIGH-LEVEL SYSTEM DESIGN
a fingerprint scanner to scan the fingerprints of students,
create a database for students’ fingerprints, and use dig- The highlights of the high-level design of the proposed
ital signal processing to process the fingerprints of these attendance systems are described in the following sections.
students to compare [27] them with this database. In this
article, the second solution is selected, which depends on Attendance and Grade Point Average
passive RFID tags for several reasons that are explained in
the following sections. A study trying to correlate early class attendance
with strong academic performance during the academic
semester was done at the Technical University of Denmark
Reviewing the Selected Solution with Justification
(DTU) [33]. It was done for two years, from 2013 until 2015,
After comparing the three possible solutions we had at and included students of different academic years.
our disposal, it has been decided to go with the second In the study, 78% of the students were male and 22%
solution, which is to build an attendance system using were female, and they were from 24 different majors. Fur-
passive RFID tags. This solution is chosen since it meets ther, 60% of the sampled students were in their freshman
the set criteria of affordability. We want to implement this year, 25% in their sophomore year, and the other 15% were
system in different schools, and one primary factor for in their junior year. The sampled students were divided
schools accepting this system is cost. Our system is not into five groups based on their attendance, and then their
expensive, as passive RFID tags are quite cheap (from academic performance, or grade point average (GPA), was
prices collected from Alibaba.com [28]: 100 RFID tags cost measured for each group.
15 USD and 1 RFID reader cost 80 USD) compared to active In the upper graph of Figure 1, we can see that 60% of
RFID [28]. students attended more than 75% of classes, and it also
Also, passive RFID tags can last much longer than active shows the correlation between attendance and the term
RFID tags since they don’t require batteries to be active; grade of each group. The lower graph of Figure 1 also
instead, they receive the power needed from the reader. shows the variation inside each group. We can observe
Also, readers for RFID tags are cheaper than fingerprint from this graph that the group with the highest attendance
scanners. Also, this system is accurate in taking readings percentage had the highest grades compared to the left-
as it recognizes the student through an ID number rather most group, which had significantly lower grades.
than relying on digital signal processing, which requires a Also, the rate of failing goes from 23% in the left-most
high-quality fingerprint scanner and is time-consuming. group to only 4% in the right-most group, which means
that this study can predict [34] the percentage of failing
Final Design and Preliminary Cost classes. This study shows that there’s a significant corre-
lation (>0.5) between attendance and GPA [33].
Our system consists of a passive RFID tag that holds a
unique identification number unique to that tag only and
Radio Frequency Identification Technology
does not rely on an external battery to function; instead, it
gets its power from the reader as the reader will induce Radio frequency identification, or RFID, is a technology
voltage and current from its magnetic field. The second that uses small microelectronic chips or tags that have
is the RFID reader, which is a device that can power up a unique identity that can be detected wirelessly. RFID
an RFID tag to get the card’s unique ID number, which was first used on aeroplanes in the 1940s to distinguish
will then compare it to the database [29]. For the database, friendly from hostile passengers. Years later, RFID was
we built a database for students on SQL Server [30] using used primarily in small-scale applications such as auto-
eXpressApp Framework (XAF) [31] which allows us to matic registers, electronic toll collection, and anti-theft
manipulate the database freely and allows us to specify applications.
RFID Attendance System 29

Figure 3. The components of the control section of the RFID

reader.

decoding of the information from the transponders. The

control section (Figure 3) consists of a microprocessor, a
memory block, analog-to-digital converters, and a com-
Figure 1. Attendance and GPA: Data shows the effect of students munication block for the software application [36]. The
attending classes on their grades. high-frequency (HF) interface module of the RFID reader
transmits and receives radio frequency signals.

POTENTIAL ETHICAL AND/OR

ENVIRONMENTAL ISSUES
This project may raise an ethical issue concerning privacy.
It may be invading some children’s privacy because the
system can tell which classroom the student is in and when
he entered or left. However, this issue is solved in the sense
that only the parents and school management can access
Figure 2. The components of an RFID reader.
this data, and they are prohibited from sharing this private
data with anyone other than the parents.
However, this technology wasn’t used as much as it In addition, since the proposed system does not deal
is these days, mainly because the technology was expen- with materials that could harm people, we currently do
sive and immature for its time. In the past decade, RFID not have any environmental issues. A health problem can
technology has become more reliable, cheaper, and bet- happen if an ultra-high frequency reader device is used for
ter performing due to interest from organizations such reading RFID tags at longer ranges, so this could limit some
as Auto-ID Labs and the United States Department of applications. This issue should be mitigated by the proper
Defense. selection of the short-range readers and the mounting
However, this technology comes with a lot of difficulties, locations of these antennas.
which include the issue of large-scale global RFID net-
works that have the possibility of creating huge amounts DETAILED DESIGN
of data for a single object, and the problem comes from
efficiently managing and sharing these huge amounts of The highlights of the detailed design of the proposed
data. Another limitation comes from privacy and security attendance systems are described in the following sections.
fears and should be considered to permit wide-scale real-
world acceptance [35]. Detailed High-Level Specifications
Each student will hold a bracelet that holds an RFID tag,
RFID Readers
which contains information about each student because it
An RFID reader (Figure 2) is composed of three main has a small memory that can hold basic information like
components: a control section, a high-frequency interface, names and ID numbers. Second, in each class, there will
and an antenna. Then the user end is connected to a be readers that read the information from the RFID tags.
host application. The control section of the RFID reader It has a short-range, so the tag should be very close to
does digital signal processing and other procedures on the the reader. The information detected by the reader will be
information received from the RFID transponders. sent to a database that contains the information of each
Another rule of the control section is to enable com- student. Then, the attendance of a student is updated. After
munication with the transponders wirelessly by several that, attendance data of the student will be shown online
methods, which include modulation, anti-collision, and in a webpage, which will be accessible by parents and
30 Wael A. Farag

Figure 4. Students’ information flow.

Figure 6. The context diagram of the attendance database system.

Figure 5. Flowchart of connection between RFID and reader.

Figure 7. The accessibility rules flowchart.
teachers. However, a teacher can add extra information
for the students like performance, grades, and report, and build the interface between the RFID hardware and the
parents can see the status of their kids if they absent or attendance system database. It will save much develop-
not and keep tracking of their grades and performance in ment time instead of programming the interface manually
their class. The last thing is that the system will convert and also setting the access rules as defined in Figure 7.
data to statistics on charts to observe and track the total Initially, the tool should be downloaded and imported into
attendances at specific time, i.e., weekly or monthly. The Visual Studio. This tool has ready-made menus that could
process of the flow of students’ information is shown in be imported into VB; the boxes shown below in Figure 8 are
Figure 4. what was chosen, so they will also appear in the database.
In Figure 6, the first box is the contact information that
will contain all the information of the students, like ids,
Detailed Low-Level Specifications
names, birthdays, and other different information. Some
The connection between RFID and the reader was done information will be accessible for specific people so they
using a code that included the serial number of each can modify it; for example, the teacher is connected to
tag; each tag’s serial number is different than the other grades so they can see and modify them, but the student
tag, so there can’t be any conflict between students. After can only see the grades without modifying them.
registering the RFID tags, when they touch the reader, Each sub-list is expressed by an arrow, so as we can see,
it will take the attendance for that student; if the tag or the teacher box arrow is heading to the grade box, which
card was not registered, it will show a message that says means the grade will be modified by the teacher; also, we
“card not found,” so it should be registered first, then can see the grades box arrow is heading to the student,
the information for this card or tag should be specified in which means the grades are only shown to students with-
the database. The flowchart below (Figure 5) shows how out modification; the same concept applies for the different
the reading process is done and how it repeats itself for boxes; the last thing is the attendance box. As we can see,
each card. the student is the one who is responsible for attendance, so
The students’ information system is implemented using the arrow is heading from student to attendance, and the
Visual Basic (VB) [32]. First, the XAF tool [31] is used to attendance will take information from the reader box.
RFID Attendance System 31

Figure 8. Interface for XAF on Visual Studio. Figure 9. Interface for SQL database.

Each box can also be modified in the interface with the

help of the XAF tool, which makes the process easy. The
accessibility rules that are implemented by the XAF and
VB are given in the flowchart in Figure 7.

PROJECT REALIZATION AND

PERFORMANCE OPTIMIZATION
The highlights of the project realization for the proposed
attendance systems are described in the following sections. Figure 10. Reader reads the tag (card not found).

Preliminary Implementation—Analysis and

Optimization
Initially, we use Visual Basic and the XAF tool to build
an application framework that targets both win-forms and
.net forms. The XAF tool will reduce some difficulty in
building the system, and it will help to create a highly
responsive application [37]. The XAF tool automatically
generates a data model by adding it to the Visual Basic
code, and it will generate a data model for our database
automatically. We can customize and add more features Figure 11. Reader reads the tag (duplicated row).
to our application, such as a customized dashboard and
student weekly report generation.
Second, we built an object called “contact,” which is the Using Visual Basic and the XAF tool, we add three other
core of the database of our system, and then we added all cases to the reader (Figures 8, 10, and 11). The first is that
the information about students, parents, teachers, devices, the card is not found in the database. The second is that the
attendance, and grade to it. Then we connect all other student flashed the ID card more than once, and the third
objects with the users that have teacher roles. They will is that the card is found in the database.
have their username and password to enter the application. Since this application is implemented using Visual Basic
We also consider our security system so it can work with and XAF tools. However, there are stages to implementing
users, roles, and permeation. The student is not allowed to this application. The first is to connect the reader with
make any modifications to their data. Their access is only the Visual Basic program to receive the data taken from
for visualization. the ID. The second is to store the data using an SQL
The RFID reader is a device that receives information server (Figure 9). The third is to develop and design a
from the tag. There are a lot of types of readers. In this web application to check or edit attendance or add student
system, we use passive RFID. This system works with the weekly reports.
help of an RFID reader and tag. There will be a reader at SQL is a database management system. In our atten-
each gate; the reader is connected to the server to control it, dance system, SQL is used to perform specific tasks such
and the reader will send the data taken from the ID to the as updating data and retrieving data from the Visual Basic
Visual Basic application to record the attendance. code. The data for the student’s attendance will be stored
32 Wael A. Farag

based on the SQL server on when the student enters the The main goal of this project is to find a way to ensure the
school and flashes the ID at the reader.. safety of children in schools, make attendance easier, and
ultimately raise the learning level in classrooms.
Discussion of Design’s Modifications The goal of this project is to develop a system that will
benefit schools, parents, and teachers while saving time
A global system for mobile (GSM) communication module when taking attendance. To accomplish this, we used an
can be added to the attendance server to be used to send RFID tag and reader along with a software program called
a message to the parents if the student did not attend the XAF to quickly take attendance. Additionally, a user log-in
classes. We can also add readers for the buses to track [38] will be created for parents to track their child’s attendance
the moves of the student to ensure their safety. for classes, grades, and a variety of other features.

Final Design Construction, Testing, and Improvement

Summary of Achievements
The RFID reader is tested by capturing ID multiple times to
In conclusion, by adhering to the decision-making matrix,
ensure that it reads the tag. First, a student with a new tag
the criteria, and the constraints that we established and
will be flashed to the reader, then the reader will capture
ensuring that they fit with the project, we were able to
this card and save it to the database with the detailed
complete the entire project. As a result, we were able to
information of the associated student. Then, the student
select the components that matched the project in terms of
will be able to flash the reader to record the attendance.
cost, quality, etc.
Additionally, we developed a user-friendly interface for
System Testing a system that can collect attendance by attaching a reader
By keeping an eye on the outputs via the web application, to the system. Additionally, we were successful in produc-
we tested the system. Both the reader’s ability to transfer ing a prototype that cleverly illustrates the entire project.
data to Visual Basic and the application’s ability to track
attendance are being tested [39]. The SQL server was Summary of Final Design and Solution
subjected to a similar test. Check to see if the SQL server
is connected to Visual Basic or if the data was incorrectly The final design consists of a laptop, reader, RFID tag,
returned. and software called XAF. These components can solve the
problem of school safety and learning level, so we were
able to create a system that can take attendance by touching
SUSTAINABILITY AND SCALABILITY the RFID tag to the reader, and the reader will read the
data of the student and take the attendance using XAF tool
The designed system is sustainable [40–42] for three rea- software.
sons: first, it reduces human error; second, it can handle They can also use the system to track their child’s grades.
a sizable database; and third, the data will be better orga- Finally, this system allows parents to ensure that their child
nized and simpler to handle. Moreover, the security aspects learns well and is present in class, and it will save the
were improved. Our system has a large database that teacher time from taking attendance by hand.
can accommodate this enormous number of students and
can be scaled up to take attendance at numerous schools
simultaneously. Future Work
For future work, this system can be used in schools, univer-
FINAL COST ANALYSIS AND DISCUSSION sities, and even businesses to ensure that employees arrive
on time. It can also be used in buses to track the movement
The final cost for the prototype of the attendance system of children returning from school, and we decided to use
was USD 80.33. We bought five RFID tags and one RFID this system in Kuwait for schools.
reader. We can witness how inexpensive an RFID atten-
dance system can be which aligns with our first criteria of
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