When managing student enrollment in classroom Offerings for in-person or online instructor-led courses, it is often necessary to make adjustments to the class Roster.
Portal Administrators and Instructors can use the Roster Management feature to perform common tasks such as:
These roster management capabilities give portal administrators and instructors very flexible options for ensuring their offerings can run smoothly system-wise with the right set of attendees.
In the time leading up to the offering date, an instructor or portal administrator may need to manage user enrollments.
This tab lists all students Scheduled to attend the offering, as well as those who are Waitlisted, Pending (awaiting manager approval) and Cancelled. From this page, you can perform all of the administrative tasks noted below.
All offerings are created with a maximum number of students that are allowed to enroll. Once the Maximum Enrollment limit has been met, students without a confirmed seat can be placed on a Waitlist. To override this limit and enroll students from the Waitlist:
The Latitude Learning LMS makes it just as easy to cancel a student enrollment:
The Cancel tab will refresh, confirming whether or not your changes were successful. It will also display the names of any Waitlisted students who were automatically promoted to Scheduled status as a result of the cancellation, if applicable.
There may be times when a student who is enrolled in an offering learns last-minute that they are unable to attend, and sends a representative to stand in for them. Or perhaps a supervisor has requested that a new student enrollment take precedence over an already scheduled student, and wants you to swap one user’s seat for the other. To substitute a student who is not already on the waitlist of a particular offering for a student who is currently scheduled:
The LMS offers several options for printing and utilizing the class roster:
After a training session is completed, the instructor or portal administrator must document student attendance — pass, fail or otherwise — in order to grant students credit for the course. Open the Roster tab to see all processing options.
A single class Offering can cover multiple meeting times (e.g. 5 meetings over the course of 5 days) with a variable schedule of meeting times for different days of training. Meeting Times can also be edited after initial setup.
The Roster > Record Attendance tab is designed to help training administrators understand the total amount of time each student spent in each scheduled training session. It is not necessary to use this tab to Process the roster and close the offering. It just provides additional information. Use it to…
If this is a multiple-day offering: When making entries on the Record Attendance tab for multiple meeting time offerings, you will first need to select the appropriate meeting time from the Show dropdown field that will appear just below the roster tabs. Do this for each day of the offering until attendance is fully accounted for.
It’s important to note that hours of attendance are not connected to student transcript status. Instructors have complete discretion as to whether or not they want to record number of hours, and how that might inform their decision to set each user’s course transcript to pass, fail, incomplete, no show, etc.
All hours entered on the “Record Attendance” tab are displayed on the “Process Roster” page, so the instructor can see this data when finalizing student attendance records.
If fees related to Late Cancellation or attendance-related factors are going to be assessed, they will display on the Waive Fees tab. Select the Waive Fee box for the designated user, add optional Notes, and click Submit.
Roster processing can be done in full or in partial batches of students at a time, depending on your training needs.
This flexibility allows you to complete a partially processed roster at another time, and then close the offering. It also allows extra time to account for unscheduled student walk-ins, which can be added by manually enrolling the student. Doing so may require substituting one scheduled student for another, or enrolling over the maximum seat limit.
Impact on Offering Attendance Reporting
When running reports about classroom training attendance, you may get varied results depending on which dates the report considers, Score Date or Last Update. When an instructor processes the roster, the LMS sets the Score Date to match the meeting’s End Date/Time. The Last Update is set to the day on which roster processing occurred, which could be days after the offering ended. With reports such as the classic Ad Hoc Transcript Report, which selects records based on Last Update, it is possible to miss results if the date range excludes the actual Score Date due to delayed roster processing.
Once an offering is Closed, all of the Roster Details page tabs — except Roster Detail and Print Roster — are grayed out to indicate that they are no longer editable. To re-open the roster for modification:
