Roster Details Page
View, import, export, and manage a program roster.
Roster Status
All the programs have a "Status" column which represents the status of the program roster:
“Inactive” - the program is not listed on the application form.
“Active” - the program is eligible for listing in the application form. The criteria for listing is based on the Course Start Date (if this is in the past, the program will not be listed).
"Finalized" - the program's roster has been approved and finalized; no further roster changes are possible. Programs with finalized rosters are not listed on the application form.
If any changes are required after a roster is finalized, you can fill out this roster change request form: https://roster.acue.org/changerequest.
This is how you mark a program roster as active/inactive:
Programs will automatically become unavailable for registration/application once the Start Date has passed. Please verify start dates and work with your ACUE Regional Customer Success Director if changes are necessary.
Roster Details
Click program name for more information. This will open a new browser tab, showing details of the roster. Roster has 3 sections matching applicant status:
Accepted Applicants - applicants who will be invited to the course on the course invite date.
Waitlisted Applicants - applicants who will be automatically invited to the course if a spot opens.
Applicants Not Accepted to the Roster - applicants who will not be invited to the course even if the spot is available.
To manage an individual applicant on the roster, you may use "Actions" button to:
Move them between accepted, not accepted and waitlist within the same program
Move them to a different program .
Waitlist also allows you to reorder applicants to prioritize their participation in the course in case spot becomes available.
Once registered applicants are invited to the course in Canvas, there will be a one-week period when the waitlist will be used to invite additional course-takers to fill a spot that becomes available. Therefore, make sure applicants are properly ordered in the waitlist and there are no applicants you do not wish to be enrolled in the course even if the spot is available.
Applicants are automatically placed on the waitlist if there are 33 applicants in the registrants list at the time of application.
If there are several programs of the same type and starting the same day, and there are 33 applicants in the registrants list at the time of application in one of these programs rosters, application will be automatically added to the next active program roster. If all active rosters are full, then application will be placed on the waitlist of one of them.
Applicants can only be moved between rosters of the programs of the same type, a.k.a. related programs. For instance, applicant from roster for course in Effective Teaching Practices can only be moved to another roster for course in Effective Teaching Practices (if such course is available and has not started yet).
List of all available related programs with their start dates and current number of applicants can be found at the bottom of the roster details page.
Importing a Roster
Click the "Import" link in the top right of the roster page. This will redirect to the import page. Select a CSV to upload that contains first name, last name and email address of the applicants. For your convenience, there is a link to download most recent template of the roster import file that you can populate if not sure what file format is expected.
Once file is selected, specify what type of delimiter is used in your file to separate the fields (template uses comma, your file may have tab or pipeline character used between the fields). When separator is selected, additional fields will appear asking you to indicate which columns in the file correspond to which fields. For example, there are 4 columns in the file you selected: email address of the applicant, their first name, last name, and the discipline they teach - in this case you need to select 2 in "First name column" (as second column in your file contains first name of the applicants), 3 in "Last name column", and 1 in "Email column". Lastly, check "File has header" checkbox if there is a header row in the file so it's ignored during import. Click "Upload File", review users and confirm. If there are any issues with the file (wrong format, unsupported delimiter, invalid values in some fields), error message will be shown specifying the details.
Finalizing a Roster
Once you have determined that the applicant list is accurate and final, simply click the checkbox “Roster is final” at the bottom of a roster details page or select multiple rosters from the roster listings page and click Actions -> Finalize selected rosters. This will:
Prevent further applicants from being assigned to this program
Lock the roster from any further updates (add/remove from waitlist, moving between programs, deleting)
Send a notification to ACUE staff that the roster is ready for next steps (sending invitations to the Canvas LMS)
Send a notification to registered and waitlisted applicants
This is how you mark a program roster as final:
If there are several programs as part of a “term”, applications to that term will remain available (as long as the start date has not passed and an appropriate roster status is active) until the last program in that term is finalized or otherwise made unavailable. Only at that point will the application form automatically remove that term from the application form.
If you need to make any changes to the finalized roster, use this form to request the change.
Exporting a Roster
To export the current list of registrants and waitlisted applicants, click the “Export” link on the top right of the roster page. This will download a CSV file, easily imported into Excel or similar applications if desired.
There are two export options that give concise information from the roster page. The simple export gives a subset of the information that is contained in the detailed export while the detailed export gives most of the information available on the roster page.
Simple Export:
First name
Last name
Email address
Application status
Detailed Export:
Frist name
Last name
Email address
Application status
Submitted on
Programs applied to
Role
Discipline/Department
Position
Monitoring Course-Takers Status in Canvas
Once roster in finalized, page becomes a real-time Canvas status monitor. Each person on the "Program Applicants" list will have Canvas enrollment status displayed next to them:
"Pending Invite" - invites were not sent in Canvas yet. This status will appear only until course invite date.
"Pending" - invite has been sent, but user did not accept it yet
"Rejected Invitation" - invite has been sent, but user rejected it in Canvas
"Active" - user accepted an invite
"Dropped" - user has been dropped from the course
"Withdrawn" - user has been withdrawn from the course
"Unknown" - user's enrollment status cannot be identified in Canvas. This status appears in 2 cases:
it's after invite date 12pm EST, but invite was not sent yet
user does not use Canvas account associated with email address on the roster
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