Session Roster Overview

The session roster allows instructors and administrators to see a list of all users who are scheduled to attend a session, as well as users who would like to attend the session and are awaiting an exception or opening in the class. The instructor-led training session roster is a central place where administrators or instructors can view and manage the users that are registered for a session or have requested the session. Administrators can manage sessions that have waitlists and sessions where multiple users must be transferred to another session of an event. Instructors can manage assignments as well as attendance and scoring. When the session has concluded, the final roster can be submitted.

Design Note: An updated interface is available for this page, which can be enabled by administrators in Feature Activation Preferences. With the new design, the functionality of the page is unchanged. The new interface will be automatically enabled in production, stage, and pilot portals with the Q3 2024 Release and the legacy user interface pages will no longer be available.

To access the ILT session roster, go to ILT > Manage Events & Sessions. Search for the appropriate event and next to the event in the search results, in the Options column, click the View Sessions icon . This option is only available to users with permission to view sessions. Next to the appropriate session, in the Options column, click the View Roster icon .

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
LO Attachments - Manage Grants ability to upload attachments to learning objects. Administrators with this permission are automatically granted the LO Attachments - View permission. This permission can be constrained by User's ILT Provider, Provider, and ILT Provider. This is an administrator permission. Learning - Administration
LO Attachments - View Grants ability to view the learning object attachments that are set to be available to administrators. This permission can be constrained by User's ILT Provider, Provider, and ILT Provider. This is an administrator permission. Learning - Administration
Roster - Manage Grants ability to manage instructor led training session rosters, including updating attendance, and marking the ILT session complete to update student transcripts. A variety of other features are available depending upon additional roster permissions. This permission works in conjunction with Events - View, Sessions - View, and Roster - View permissions. This permission can be constrained by Instructor, User as Instructor, ILT Provider, and User's ILT Provider. This is an administrator permission. Learning - Administration
Roster - View Grants view-only access to instructor led training session rosters. This permission works in conjunction with Events - View and Sessions - View permissions. This permission can be constrained by Instructor, ILT Provider, User's ILT Provider, and User as Instructor. This is an administrator permission. Learning - Administration
Sessions - View

Grants view-only access to instructor led training sessions, enabling the user to view all details/options that were selected when the session was created. This permission works in conjunction with the Events - View permission. This permission can be constrained by OU, User's OU, Instructor, Facility, Facilities Owned by User, ILT Provider, User's ILT Provider, User, User as Instructor, and User Self and Subordinates. This is an administrator permission.

Adding an OU constraint and a provider constraint to this permission results in an "AND" statement.

 Learning - Administration

The Roster page is comprised of three tabs:

  • Roster - This is the default tab and is always visible. This tab provides an overview of the session, including roster and schedule.
  • Assignments - This tab only appears if the session has prerequisites, pre-work, or post-work.
  • Attendance and Scoring - This tab is always visible and enables the administrator or instructor to track attendance and scoring.

See Also:

Troubleshooting Information

The following page contains a quick reference card to guide you through the process of managing the session roster: