Job Aid: Managing Rosters
Contents
Managing Rosters ......................................................................................................................................... 2
Key Concepts ............................................................................................................................................. 2
Access Class Roster as Catalog Builder ..................................................................................................... 2
Access Class Rosters through Instructor’s Desk ........................................................................................ 4
Print Sign-In Sheet..................................................................................................................................... 4
Enroll/Register Learners Manually before Delivery .................................................................................. 5
Enroll/Register Learners Manually after Delivery..................................................................................... 6
Enroll/Register Learners by UPIs or Emails List (through a CSV File) ........................................................ 6
Cancel Learners Individually ..................................................................................................................... 7
Cancel Multiple Learners .......................................................................................................................... 8
Waitlist Learners ....................................................................................................................................... 8
Move Learner from Waitlist to Register ................................................................................................... 9
Mark Successful Completion Individually ............................................................................................... 10
Mark Successful Completion to All Learners Registered in a Class......................................................... 10
Apply No-Show & Cancelation Fees ........................................................................................................ 11
Cancel Learners without Late Cancelation or No-Show Fee ................................................................... 12
Send Customize Notifications ................................................................................................................. 12
Cancel Class ............................................................................................................................................. 13
Mark Class as Delivered .......................................................................................................................... 14
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Managing Rosters
Key Concepts
•
If a seat becomes available the first learner in the waitlist is automatically offered the seat. The
waitlist can be prioritized by CB and CA.
•
Marking successful completion triggers the migration of information to learners CV and
evaluations are sent. Marking attendance is optional, completion is mandatory.
•
No-Shows or Late Cancelations Fees will be charged automatically when CBs or CAs mark NowShows or Cancelations within the timeframe set in the Drop Policies.
•
When learners do not attend a learning activity and the Registration Status is not marked as
Cancelled or No Show, their records will remain In Progress as long as their Registration Status is
not updated. It is recommended to update their Registration Status to Cancelled or No Show
rather than leave the Completion Status as Not Evaluated or mark it as Unsuccessful. If it is
marked as Unsuccessful, it will be shown in learner’s records as so and highlighted in red.
•
Learners can be added to a roster before or after the class start date, but not after marking a
class as delivered or canceled. Canceling or marking a class as delivered closes the rosters so
further updates cannot be done after it. This cannot be reverted.
Workflow Before Delivery
Enroll Learners
Cancel
Registrations
Waitlist Learners
Workflow After Delivery
Mark Completion
Apply No-Show &
Cancelation Fees
Mark Class as Delivered
Access Class Roster as Catalog Builder
 Click the Admin tab in the main navigation bar.
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 In the Admin Homepage displays, click Learning Admin link.
 Click the Learning Admin link. The Learning Home page with the Top Learning Activities page
displays. Click Manage Classes.
 The Classes configuration page displays. First, enter F2F in the Delivery field.
 Then, enter the name of your course in the Title field and click Search. Note: If you do not specify
the delivery type and only enter the title, the Roster link will not be available in your search. In that
case, you will need to click on the class title, scroll to the bottom of the class configuration page,
and click the Roster button.
 Click the Roster link. Note: You can also open the roster from the Instructor’s Desk if you are
assigned as the class administrator.
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Access Class Rosters through Instructor’s Desk
 Click the Admin tab in the main navigation bar, then click Instructor tab.
 In the Instructor’s Desk, under Upcoming Sessions you will have listed the classes to be delivered
and under Action Required, you will have delivered classes. E.g. the image below was grabbed on
March 13, 2017. Note: As long as you have been added as Class Administrator or Instructor to the
classes you want to manage rosters in the Instructor Desk, you will be able to see those classes
listed here.
 To access the Rosters of the desired Class click the Title link of the Class desired. Note: Do not
click on Mark delivered next to the Classes under Action Required before you perform all the tasks
you need, such as registering learners or marking successful completion. Once you mark a Class as
delivered you are not able to perform any of these activities anymore.
Print Sign-In Sheet
You can print a sign-in sheet just before the delivery of a Class:
 In the Class Roster click the Printer icon.
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 The Sign-In list will display, click the Printer icon again.
Enroll/Register Learners Manually before Delivery
 In the Instructor’s Desk scroll down to the Action Required section and select the Class delivered.
 Click the +Add Learners icon on the right.
 The Add Learners page displays. Search for the desired learner(s) by entering their name
information or their nine digits UPI number in the Search for people field. Note: For additional
filters click the Show filters button, enter the desired information and click the Apply filters button.
 Click Select next to each of the desired learners. The learners are added to the Selected
People window on the right.
 Click the Add button when all the desired learners have been selected and they will be registered.
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Enroll/Register Learners Manually after Delivery
If the class was already delivered the system will send an alert when you click Add learners, the class is
not open for enrollment but you can still enroll learners by clicking Continue and they will be registered.
Enroll/Register Learners by UPIs or Emails List (through a CSV File)
 Create the CSV file: 1. In an Excel Doc, Column A, enter all nine digits UPI numbers or emails of
learners you wish to enroll (one per row); 2. Format the cells as Text, rather than Numbers, by
doing so, the preceding zeros will not be removed, for this click the right mouse button at the top
of Colum A, select Format Cells, select Text and click OK. 3. Save your doc as CSV (comma
delimited) (*csv) file. Note: The full nine digits UPI number of the learners, including zeros on the
left, must be entered in the import file, otherwise the LMS will not recognize them as active users;
 In the Roster, click +Add Learners icon.
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 The Add Learners page displays. Select Upload CSV file.
 Click Browse, search and select your CSV file.
 Click Add and the learners will be added.
Cancel Learners Individually
 Check the box next to the learner to be cancelled in the roster list.
 In the Registration Status column, click the status link of the learner.
 In the new window, select one of the drop options from the Update Status field.
 Enter a reason in the Reason field.
 Click Save and the learner will be removed from the roster.
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Cancel Multiple Learners
 Check the box next to the learners to be cancelled in the roster list.
 Click the Registration icon from the menu at the top of the roster list.
 In the new window, notice in the text at the top the number of learners selected.
 Select one of the drop options from the Update Status field.
 Enter a reason in the Reason field.
 Click Save and the learners will be removed from the roster.
Waitlist Learners
 Check the box next to the learner to be waitlisted.
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 In the Registration Status column, click the status link of the learner.
 In the new window, select one of the waitlist options from the Update Status field. Note: if you
select Move to the Waitlist with the priority, you should enter the priority number desired.
 Enter a reason in the Reason field and click Save.
Move Learner from Waitlist to Register
You can move learners from waitlist to register independently of his/her priority number and even if you
do not have seats available:
 Check the box next to the learner waitlisted to be registered.
 In the Registration Status column, click the status link of the learner.
 In the new window, select one of the Move into Class options from the Update Status field.
 Enter a reason in the Reason field and click Save.
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Mark Successful Completion Individually
 Check the box next to the registered learner.
 In the Completion Status column, select Successful from the drop menu.
 Scroll down and click Save.
Mark Successful Completion to All Learners Registered in a Class
 Click Advanced Edit.
 In the new page click Results in the tabs below the Class Information.
 In the Status field, select Successful from the drop menu and click Apply to All next to it.
 Click Save at the bottom.
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Apply No-Show & Cancelation Fees
 To apply no-show or cancelation fees, you should cancel the registration status of learners during
the timeframe configured to apply drop policy fees. For this check the box of the learner who
cancel or did not attend the class.
 In the Registration Status column, click the status link of the learner.
 In the new window, select the appropriate drop or no-show option from the Update Status field.
Notice that you also have the option to skip charge fees by selecting Drop this registration without
Late Charge.
 Enter a reason in the Reason field and click Save. The learner will be removed from the roster and
fees already configured will be automatically charged.
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Cancel Learners without Late Cancelation or No-Show Fee
If there are late cancelation fees configured for a Class, the system will trigger charges as appropriate
when a cancelation takes place. You can always select Drop this registration without late charge from the
drop options from the Update Status field.
Send Customize Notifications
 Click the Envelop icon.
 In the new window, in the field To click Add to select the desired list.
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 In the Subject Keywords field you can select different keywords from the drop menu to retrieve
information from the system and add it in Subject field. In the example below @Offering_Room@
was selected and J B1-89 was added in the Subject field. The Message Keywords work in the same
manner.
 Once you finish you message click Save.
Cancel Class
If you are absolutely sure you need to cancel a Class you can follow the steps below. Note: this change
cannot be reverted once it is done, if the event is still happening you will need to create another class.
 In the section of the Class details at the top of the Roster, click on the link Open – Normal of the
Status field.
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 In the new window open, select the option Cancelled and Save.
Mark Class as Delivered
The final step you may want to take and only after you finish adding walk-ins and marking successful
completions is to mark your Class as delivered. Note: Do not mark a class as delivered before you perform
all the tasks you need. Once you perform this action you are not able to do any activity related with
managing that roster.
There are two ways to mark a Class as Delivered:
1. In the Instructor’s Desk, under Action Required you will have listed all the delivered classes and
next to them the Mark Delivered button.
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2. In the Roster, you can click at the button Grant Credit and Mark Delivered, by doing so you not
only mark your class as delivered but also you mark successful completion for all learners
registered in that class. It is recommended to use this option once you have updated your roster
based on your sign-in sheet.
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