Managing Rosters and Delivery

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Managing Rosters and Delivery

• Saba Learning Suite 5.3

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Module Goals

• Equip you with knowledge and skills needed to
• manage rosters for instructor-led offerings
• manage waitlists for instructor-led offerings
• close out offerings

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Managing Rosters
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Learning Objectives

• At the end of this lesson, you will be able to
• locate roster information
• describe waitlist management processes
• cancel a learner
• substitute a learner

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Topics

• Overview
• Managing Waitlists
• Modifying Learner Registrations

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Class Roster

• Class roster viewable from
• Catalog Administration
• Instructors Desk

Use tabs and links to access other roster
information
Record attendance Mark grades, score and
successful completion Credit a new
learner Register a new learner
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Class Roster

• Class roster viewable from
• Catalog Administration
• Instructors Desk

Use tabs and links to access other roster
information

• Substitute a learner
• Reschedule a learner
• Manage registrations for the offering
• Waitlist
• Cancel

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Review Question

• Instructors can manage the roster for all
  offerings in the system.

• Answer
• True
• False

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Reflection Question

• What happens if a student tries to register for a
  class that is already full?

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Topics

• Overview
• Managing Waitlists
• Modifying Learner Registrations

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Waitlists

• waitlist size specified when delivery type or
  offering created
• students added to waitlist if no available seats
• priority assigned when added
• can change priorities
• registrations added until waitlist full
• waitlisted registrations can be
• managed manually
• automatically promoted into class

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Possible Actions
Monitor for open seats
yes
Seats likely to open up?
Instructor-Led Registration Waitlisted notificatio
n
Transfer students to other class
Available seats in another class?
yes
Master Schedule of Open Offerings report
Schedule additional class
yes
Many waitlisted students likely?
Adjust audience type settings
Audience type seats likely to be unused?
yes
Adjust maximum seats
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Review Question

• A popular class is full three weeks in advance.
  Which one of the following would be the best way
  to handle waitlisted students?

• Answer
• Create an additional class
• Decrease the number of seats reserved for an
  audience type
• Increase the maximum number of seats

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Review Question

• A class with a maximum of 20 seats is full two
  days in advance? Which one of the following would
  be the best way to handle waitlisted students?

• Answer
• Create an additional class
• Decrease the number of seats reserved for an
  audience type
• Increase the maximum number of seats

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Manual Roster Management

• Registration status can be changed to
• move to waitlist with priority
• move to waitlist and never automatically promote
• move to class with confirmed status
• move to class with confirmed status by increasing
  class count
• cancel registration
• move to no show
• mark as walk-in

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Automatic Waitlist Management
Learner registers for offering
Seats available?
Registration confirmed
Yes
No
Added to waitlist with priority

• Automatic waitlist process
• Seat becomes available (e.g., cancellation)
• Automatically offered to waitlisted learner with
  highest priority (lowest number)
• Learner accepts or denies from My Enrollments
• If accepted, registration confirmed
• If denied, registration canceled
• If nothing, registration revoked after x days

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Practice Managing the Waitlist

• Scenario
• Adminxx is registered for Introduction to
  Database Management
• They are not sure they will be able to attend
• Goal
• Move adminxx to the waitlist with a priority of
  10
• Job Aid Managing the Roster

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Reflection Question

• What else happened to the roster for your
  offering?

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Topics

• Overview
• Managing Waitlists
• Modifying Learner Registrations

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Reflection Question

• What options are available if a learner is unable
  to attend an offering in which they are
  registered?

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Modifying Learner Registrations
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Practice Modifying Registrations

• Scenario
• it_empxx will not be able to attend the Intro to
  Database Management offering
• Goal
• Cancel their registration without applying a late
  charge
• Job Aid Managing the Roster

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Managing Delivery
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Learning Objectives

• At the end of this lesson, you will be able to
• record attendance
• record grades and successful completion
• credit an unregistered learner
• mark an offering as delivered

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Topics

• Recording Learner Results
• Closing Out an Offering

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Recording Learner Results

• From the roster, you can
• record attendance
• record successful completion
• credit unregistered learner
• mark a no show
• record actual expenses

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Additional notes for student
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Review Question

• After attendance is recorded and an offering is
  marked delivered, the learner's transcript will
  display successful completion.

• Answer
• Yes
• No
• Depends
• Not Sure

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Practice Recording Learner Results

• Scenario
• Intro to Database Management has been delivered
• All students attended and successfully completed
  the course
• Goal
• Confirm any students into seats
• Record attendance
• Record successful completion
• Job Aids Managing Delivery
• Managing Rosters

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Topics

• Recording Learner Results
• Closing Out an Offering

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Final Roster Adjustments

• Administrators must finalize the roster before
  closing out an offering
• mark no-show students
• credit walk-in (unregistered) learners

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Reflection Question

• How does an unregistered learner differ from a
  registered learner?

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Crediting Unregistered Learners

• Characteristics of unregistered learners
• are not added to offering roster
• transcript is updated with status and optional
  score/grade
• learner does not receive notifications or
  evaluations based on roster
• order is not created (no billing)

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Closing Out an Offering

• Offering can be closed out after
• start date has been reached
• grades/attendance have been recorded
• expenses or other data has been added to offering
• If there are waitlisted learners, learning
  request can be created
• Once offering is marked delivered, it cannot be
  changed

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Review Question

• Suppose you credit a walk-in student. As the
  instructor, you send out an ad-hoc email to the
  group with some information for the next day's
  session. Will the learner receive the email?

• Answer
• Yes
• No
• Depends

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Practice Finalizing the Roster

• Scenario
• Attendance and completion status has been
  recorded
• There are no other changes to the offering
• Goal
• Mark the offering delivered
• Note All registrations must be confirmed.
• Job Aid Managing Delivery

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Summary

• The key concepts to take away from this lesson
  are
• learners can be automatically promoted from a
  waitlist based on priority.
• roster information can be managed by Catalog
  Administrators and Instructors.
• the roster is used to
• record attendance, grades, completion status
• manage registrations (e.g., cancel, reschedule)
• Walk-in learners can be handled two ways
• Credit new learner (not on roster, but added to
  transcript)
• Add learner (added to roster as walk-in)

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References

• Learning Administrator Guide Chapters
• Managing Scheduled Learning Offerings
• Registrar Guide Chapters
• Managing Orders and Requests