Preparing and uploading an attendance roster

An attendance roster is a file containing the names and e-mail addresses of individuals authorized to access a specific IHETS Interactive meeting room. Receive site codes for locations that will host the class should also be added to the roster.

Create attendance rosters by:

1. Directly entering data into the scheduling request form
2. Preparing a comma-delimited or csv file in Microsoft Excel and uploading it into the scheduling system.

For events involving a small number of participants, the first method is easiest. If your roster contains a large number of users and/or receive sites (or if it is otherwise available in a delimited format), the second method may be most convenient.

Using the scheduling request form to create a new attendance roster

1. To add a roster to an existing scheduling request, enter the project number and confirmation code into the IHETS Interactive scheduling request update form. To add a roster to a new request, complete a new IHETS Interactive Scheduling Request.
   
   
2. Scroll down and locate the Event/class attendance section.
   
   
3. Click the Attendance Roster Editing tab:
   
   
   
   
4. Click Add Participant to add the first participant. An empty participant record will appear. Enter the person's first name, last name, and e-mail address into the designated fields:
   
   
   Repeat by clicking Add Participant and completing the empty fields for each participant.
   
5. NOTE: This step pertains only to those classes and meetings using IHETS-authorized receive sites. (If you don't know what a receive site is, you can skip this step.) Click Add Receive Site to add the first site to the roster. An empty receive site record will appear. Enter the code in the Site code field (codes are listed in the IHETS Interactive receive site database):
   
   
   Repeat by clicking Add Receive Site and entering the Site code for each site that will host the event.
   
   
6. When finished, review all data entered to ensure it is complete and correct. When you are satisfied, click Send Request to submit your changes and complete the process. New user accounts will immediately be created upon submission. Access is immediate if the meeting room already exists. If not, access is available when the room is created by the IHETS scheduling coordinator.
   
   To add or delete names or sites from the roster at a later date, see Adding or deleting names from an existing roster.

Using Microsoft Excel to create a new attendance roster

Although there are several ways to complete these steps, alternative methods changes the procedure and sequence of subsequent steps as described here. Therefore, please follow these instructions as written.

1. Download the roster/receive site template by right-clicking the link below or at the bottom of the IHETS Interactive scheduling request form:
   
   template.csv
   
   
   
2. Choose Save Target As and save the file to a local storage device. Give the roster a new name that ends with .csv (for example, chem100.csv or faculty_meeting.csv).  The .csv extension is very important, so be sure it is added to the end of every roster file name.
   
   
3. When the download is complete, close the Download Complete window, if open.
   
   
4. Start Microsoft Excel.
   
   
5. From the File menu, choose Open. From Files of type list, choose All Files. 
   
   
   
   
   Locate and open the file you saved in step 2 and open it.
   
   
6. The template contains four labeled fields or columns: e-mail, first, last, and site code. Enter one user or receive site per row as described below. Use the first three fields only for entering information about users. Use the last field only for entering information about receive sites. Tip: You may find it helpful to resize the field before entering data.
   
   
   To add users:
   From the first blank row, enter the e-mail address, first name, and and last name of each authorized attendee into the first three fields, one per row:
   
   
   
   Leave the site code field blank when entering user information.
   
   To add receive sites: This section only pertains to online classes delivered to IHETS-authorized receive sites.  (If you don't know what a receive site is, you can safely skip to step 7.) Receive sites must also be added to the roster by entering the unique site code into Excel. Receive site codes are listed in the IHETS Interactive receive site database. From the first blank row, enter the code for each scheduled receive site in the site code field, one per line, as shown below:
   
   
   
   Leave the first three fields empty when entering receive site information.
   
   The order of the users and site codes in the spreadsheet is not important. Site codes can be listed before or after users or they can be interspersed. If the class or meeting does not have any named users, the file should contain site codes only, as shown in the example below:
   
   
   
   
   
7. Open the File menu and choose Save. A warning message similar to the one below may appear. Click Yes to confirm that the file should be saved in comma-delimited format:
   
   
   
   
8. The file is now ready to be uploaded into the IHETS Interactive scheduling request system. Create or locate the scheduling request for which the file has been prepared. Go to the event/class attendance section at the bottom of the form and click Browse.
   
   
9. From the Choose File window, locate and select the .csv file that you saved in step 7. Click Open to upload the file:
   
   
   
   
10. The complete path and file name of the .csv file will appear in the Attendance CSV field on the scheduling form:
    
    
    
11. Click Import to import the data into the scheduling system. When the process is complete, the Attendance Roster Editing form will display the imported data:
    
    
    
12. When satisfied with the content, click Send Request to submit your changes and complete the process. New user accounts will be created immediately upon submission. Access to the meeting room will be immediate if the room already exists. If not, access will be available when the room is created by the IHETS scheduling coordinator.
    

Adding or deleting names from an existing roster

After the initial attendance roster is created, it may be necessary to add or delete users/receive sites. Edit the roster as described below:

1. Locate your scheduling request by entering the project number and confirmation code into the IHETS Interactive scheduling request update form.
   
   
2. Scroll to the bottom of the form and locate the Event/class attendance section and click the Attendance Roster Editing tab:
   
   
   
3. Edit entries as needed:
   
   
• To add a participant: Click Add Participant and enter name(s) and e-mail address(es) in the blank fields at the bottom of the participant list.
  
  
• To delete a participant: Locate the participant's name click Delete (you will be prompted to confirm before the record is deleted).
  
  
• To add a receive site: Click Add Receive Site and enter the site code(s) in the blank field at the bottom of the receive site list.
  
  
• To delete a receive site: Click Delete at the right of sites you wish to delete (receive site codes are listed in the IHETS Interactive receive site database).
  
  
4. When finished, review all data entered to ensure it is complete and correct. When you are satisfied, click Send Request to submit your changes and complete the process. New user accounts will immediately be created upon submission. Access is immediate if the meeting room already exists. If not, access is available when the room is created by the IHETS scheduling coordinator.