In order for Instructors to download rosters online for the Course Sections they are teaching that class day, an Administrative User (with appropriate access) must attach them to each Course Section. Next, the Admin user must set up the Online Roster Defaults for that Course's Category or for the specific Course Section. Set-up includes all of the following steps:
- Instructor has a profile and login within the District's Eleyo Public site
- Instructor has been attached to a Course Section directly, or is a member of an Organization (with access to manage the organization online).
- Online Roster Defaults have been set up at either the Course's Category level or the Instructor's Roster Defaults for the specific Course Section(s) on the Instructor tab has been set up. This will allow either a PDF report or Excel export including the specified data to be downloaded online.
A downloadable PDF help sheet to assist Instructors with accessing rosters online is included at the bottom of this article.
First, ensure the Instructor has a Profile and Log In for the District's Eleyo Public site
- Point to Contacts
- Select People.
- Search for the instructor by name. Confirm the instructor is in the system with the email address used to log into the Public site
- Use the Add User button to add a new user.
- Use Send Password Reset to send the instructor a password set email on the Admin side to create a password or have them use the 'forgot password' link on the Public site.
Attach the Instructor as a Member of an Organization (optional)
Attaching an Instructor to an Organization allows an instructor to view rosters for course sections when that Organization is listed the instructor (rather than an individual person as the instructor). The person must be in the system with an email address in order to add them as a member of the Organization.
- Point to Contacts
- Select Organizations.
- Search for and select the Organization to attach the instructor to (or, add a new Organization using Add Organization). Select the Organization then select Show Organization.
- Select Add Member.
- Search for and select the instructor by name.
- Ensure the option for Can Manage Organization Online is set to Yes then select Save.
Next, ensure the Individual or the Organization is attached to a Course Section as an Instructor
- Point to Courses
- Select Course Sections.
- Search for and select the Course Section.
- Select Show Section.
- Select Add Instructor.
- Search for and select the Organization or the Person. Complete the rest of the Add Instructor form, including contract details (optional).
- Select Create.
You have three options for setting up the Online Roster Defaults. You can set them up at the Category, the Subcategory or the Course Section level by Instructor. If setting up the defaults at the Category or Subcategory level, complete this set of steps below. Or, if setting up defaults at the Course Section level, skip to the next section (Set Online Roster Defaults at the individual Course Section level).
- Point to Courses
- Select Categories.
- Select the Category (or Subcategory) and select the Set Online Report Defaults button.
- Select the Course Roster check box then select Save Defaults for Selected Reports. A new menu will be displayed.
- Set the roster defaults columns you want all Instructor with course sections in this Category to be able to download online then select Continue.
- Select Close when prompted.
Use these steps below to Set Online Roster Defaults at the individual Course Section level by Instructor
- Point to Courses
- Select Course Sections.
- Search for and select the Course Section.
- Select Show Section.
- Select the Instructor tab.
- Select the Course Roster check box then select Save Defaults for Selected Reports. A new menu will be displayed.
- Set the roster defaults columns you want the Instructor to be able to download online for this specific section then select Continue.
- Select Close when prompted.
Important Notes if using the Course Roster app:
- If the Instructor will be using the Course Roster app on an iOS (iPhone or iPad) device, it is recommended that they log into the Public site to confirm they are able to see the Download Roster and Export Excel buttons which are located next to the Course name in the Courses You Teach area of the Dashboard online. This will give them a good indication of the Course Sections they will see when logging into the Course Roster app. Note: The courses listed online are in alphabetic order.
- If an Instructor does not see the course sections expected, please review the steps for setting up the instructor, confirm their login email for your district and/or ensure the roster defaults are set up correctly.
- Courses displayed in the Rosters app are those scheduled and happening that same day.
- If you want instructors to be able to view both Active and Wait list enrollments, the Waiting setting would be changed to Yes.
- For Admin staff to take attendance using the Course Rosters app, you must add the Attendance User Permissions for Courses/Attendances and/or ECFE/Attendances under their User Permission Group.
- Rosters will be available provided the Catalog end date has not passed. Once the end date is in the past, the rosters will automatically no longer be visible online.