Managing Attendance and Grading for Classes

This topic discusses how to:

Find class rosters.
Update class grades, attendance, and scores.
Update learning component rosters.
Update learner rosters.

Note: Some of the roster pages that are described in this topic can be used for grading and attendance as well as for other enrollment-related tasks. This topic focuses on the grading and attendance features only.

Pages Used to Manage Attendance and Grading for Classes

Page Name	Definition Name	Navigation	Usage
Administer Class Roster	LM_ROSTER_SRCH	select Enterprise Learning, then select Learner Tasks, then select Administer Class Rosters, then select Administer Class Roster	As an administrator, find and select class rosters for marking grades and attendance. Administrators can access all classes within their learning environment.
Mark Grades and Attendance	LM_INSTRUCTOR_SRCH	select Enterprise Learning, then select Instructor Tasks, then select Mark Grades and Attendance, then select Mark Grades and Attendance	As an instructor, find and select class rosters for marking grades and attendance. Instructors can access only class rosters for which they are the instructor. Pages within the Mark Grades and Attendance component are identical to the pages in the Administer Class Roster component.
Class Roster - Enrollment Status	LM_ACT_ROSTER	Click the Roster button for a class on the Administer Class Roster page. Click the Roster button for a class on the Mark Grades and Attendance page. Click a link in the Class Roster column on the View Schedule page.	View the list of learners for a class and each learner's enrollment status. Administrators can also update enrollment statuses.
Class Roster - Grades and Attendance	LM_ACT_ROST	Click the Grades and Attendance link for a class on the Class Roster - Enrollment Status page.	View the class roster, update learners' grades, attendance, and scores. This roster page shows only enrolled learners.
Add Comments	LM_ENRLMT_CMNTS	Click the Comments icon for a learner on the Class Roster - Grades and Attendance page.	Add notes about a learner.
Send Notification	LM_ENRLMT_NOTIF	Access the Class Roster page as an administrator. Select the learners to notify. Select Send Notification in the Group Action field and click Go.	As an administrator, send ad hoc email notifications to the learners on a class roster.
Component Roster	LM_LC_ROSTER	Click the Class Component link on the Class Roster page to display a list of the components. Click the Details button for a learning component. Click a link in the Session Roster column on the View Schedule page.	Enter attendance, grades, and scores for all learners for a specific learning component. View a learner's passing status and completion status for a component. For assignment components, update the completion status only.
Learner Roster	LM_LRNR_ROSTER	Click the Details button for a learner on the Class Roster page.	Enter attendance statuses, grades, and scores for a specific learner for all learning components within a class. View a learner's payment information. Also enter the learner's grade for the class and view the learner's enrollment status and passing status.
Assignment Progress	LM_LC_ASGN_PROG	Click the Edit button for a learner on the Component Roster page for an assignment. Click a link in the Name column for an assignment learning component on the Learner Roster page.	Update the completion status for an assignment learning component, view and access associated links, and enter notes about the assignment.

Administer Class Roster Page

Use the Administer Class Roster page (LM_ROSTER_SRCH) to as an administrator, find and select class rosters for marking grades and attendance.

Administrators can access all classes within their learning environment.

Navigation

select Enterprise Learning, then select Learner Tasks, then select Administer Class Rosters, then select Administer Class Roster

Image: Administer Class Roster page

This example illustrates the fields and controls on the Administer Class Roster page.

Search for Classes

Enter the search criteria and click the Search button to view the results.

Learning Classes

Select a class roster from the list of search results. For administrators, the system displays only classes that are in the administrator's learning environment. Instructors see only those classes that they are assigned to teach. Classes are sorted by class code. Click the Roster button for the class to display the Class Roster page.

Class Roster - Grades and Attendance Page

Use the Class Roster - Grades and Attendance page (LM_ACT_ROST) to view the class roster, update learners' grades, attendance, and scores.

This roster page shows only enrolled learners.

Navigation

Click the Grades and Attendance link for a class on the Class Roster - Enrollment Status page.

Image: Class Roster - Grades and Attendance page

This example illustrates the fields and controls on the Class Roster - Grades and Attendance page.

Activity Roster - Grades and Attendance page

Search Criteria

To filter the list of learners to review, click the Search Options link that appears when you access this page. Enter the search criteria and click Search to display the results.

Class Roster

You can update an individual learner's grade, attendance status, and score or apply the same attendance status, grade, or both to a selected set of learners. Changing a learner's grade and attendance information for a class does not affect attendance and grade information entered for the class's components.

Name

Click the learner's name link to access the Learner Information page, which displays high-level job and contact information about the user.

Grade

Select the learner's grade for the class. Grades at the class level are informational only and do not affect any other statuses.

Attendance

Select the learner's attendance status for the class.

Score

Enter the learner's score.

Comments

Click to access the Add Comments page, where you can enter comments about a learner's enrollment. The system displays the information that you enter in the Comments field on the self-service Class Progress page that learners and managers can access and on some reports.

See Learning Reports.

Set Attendance to

Use this field to assign the same attendance status to multiple learners. Select the new status here, select the learners to update, and click Go.

Set Grade to

Use this field to assign the same grade to multiple learners. Select the grade here, select the learners to update, and click Go.

Component Roster Page

Use the Component Roster page (LM_LC_ROSTER) to enter attendance, grades, and scores for all learners for a specific learning component.

View a learner's passing status and completion status for a component. For assignment components, update the completion status only.

Navigation

Click the Class Component link on the Class Roster page to display a list of the components. Click the Details button for a learning component.
Click a link in the Session Roster column on the View Schedule page.

Image: Component Roster page

This example illustrates the fields and controls on the Component Roster page.

Search Options

You can narrow the list of learners that the system displays for this learning component. This feature is helpful when you want to perform the same task for multiple learners, for example, mark attendance for all learners in a specific department or organization. It is also useful when you need to search for a single learner on a roster in which thousands of learners are enrolled. Enter your selection criteria and click the Search button to display learners that meet the selection criteria.

First Name and Last Name

Enter the full or partial first name or last name of a learner.

Confirmation

Enter the learner's enrollment confirmation number to display a specific learner. The search ignores all other criteria.

From Date and To Date

Use this fields to select only those learners who completed the class within the date range that you specify and who meet the other search criteria.

Completed, Incomplete, In-Progress, andNot Attempted

Select the corresponding check box to display all learners whose records match that completion status. You can select multiple check boxes to refine the search. By default, the system selects all check boxes.

Print Roster

This link appears only for session learning components. Click the Print Roster link to open a printable class roster in a separate browser window, in PDF format. The printable component roster includes only the learners displayed in the Roster grid. You can therefore use the same search filtering for the grid to filter the learners on the roster.

Note: The roster prints only for the learning component you are viewing.

Component Roster

Use this group box to update attendance, grades, and scores for each learner for the learning component. Each time updates are made to a learner's attendance status, passing status, or grade the learning component completion engine evaluates the information and makes updates to the learning component completion status as appropriate. The learning component completion engine does not evaluate any scores that you manually enter.

Name

Click the learner's name link to access the Learner Information page, which displays high-level job and contact information about the user.

Attendance

Select an attendance status for the learner.

Grade

Select a grade for the learner. If you associate grades with passing statuses on the Grading Schemes page, the learning component completion engine updates the passing status of the learning component automatically.

Passing Status

Displays the learner's passing status for the component. When completion of the component is required to pass the class, the system updates the passing status based on the grade. The system sets the passing status for the learner to Not Required when passing is not a requirement to complete the learning component.

Score

Enter a score for the learner. The system updates this value automatically when it receives lesson scores that are passed back from SCORM or AICC compliant content, and when the Auto Mark Class Completion process retrieves scores from webcast vendors. You can override the scores if necessary. Scores are informational only if the system does not require the learner to achieve a minimum score to pass the learning component. Define minimum score requirements for a learning component on the Completion page.

Important! The learning component completion engine does not evaluate any scores that an instructor or administrator manually enters. The learning component completion engine does not make any changes to the attendance and passing statuses. Instructors and administrators must update the attendance or grade statuses manually to trigger the learning component completion engine.

Note: Learners can view the scores entered here using the pages of the Class Progress (LM_SS_ACT_PROG) self-service component.

See Maintaining Learning Records and Objectives Using Employee Self Service.

Completion Status

This column displays the current completion status of the learning component, which you cannot edit.

For Selected Learners

You can assign the same attendance status or grade to multiple learners at the same time. First, select the check box for each learner whose status you want to update. Next, select the attendance value or the grade in the Set Attendance to field or the Set Grade to field, as appropriate and click Go.

Set Attendance to

Select an attendance status to assign to selected learners. The system does not display this option for assignment learning components because the system does not track attendance statuses to determine completion statuses for assignment learning components. Instructors and administrators must update the completion status for an assignment learning component manually.

Set Grade to

Select a grade to assign to all displayed learners. If you associate grades to passing statuses on the Grading Schemes page, the learning component completion engine updates the passing status for all learners for the learning component automatically.

The system does not display this option for assignment learning components because it does not track grades to determine completion statuses for assignment learning components. Instructors and administrators must update the completion status for an assignment learning component manually.

Learner Roster Page

Use the Learner Roster page (LM_LRNR_ROSTER) to enter attendance statuses, grades, and scores for a specific learner for all learning components within a class.

View a learner's payment information. Also enter the learner's grade for the class and view the learner's enrollment status and passing status.

Navigation

Click the Details button for a learner on the Class Roster page.

Image: Learner Roster page (1 of 2)

This example illustrates the fields and controls on the Learner Roster page (1 of 2).

Image: Learner Roster page (2 of 2)

This example illustrates the fields and controls on the Learner Roster page (2 of 2).

Completion Details

This group box displays the learner's current enrollment status and passing status for the class. The passing status is derived from the learner's passing statuses for the required learning components within the class. You can enter a grade for the learner for the class. Grades at the class level are information only and do not affect any other statuses.

Class Components

Use the Status tab to update the learner's attendance statuses, grades, and scores for all learning components within the class. This functionality is identical to the Component Roster group box on the Component Roster page.

For assignment components, you can click the name link to access the Assignment Progress page where you can enter the completion status and add notes.

See Component Roster Page.