Harvard Training Portal: marking attendance & closing class

When you log in to the Harvard Training Portal, in addition to your own training, you have access to the Instructor Desk for all of the classes you're signed up to train or facilitate.

1. Log in to the HTP
2. Click on Admin
3. Click on Instructor

On the Instructor Desk, you'll see your upcoming classes, any past classes that still need to be closed, and a quick link to look up any learner's registrations.

A full set of Instructor Desk instructions is available; the steps below are required for all trainers.

Printing the Roster

The night or morning before your class session, print out the class roster.

1. Go to the Instructor Desk
2. Under Upcoming Sessions, find the class you want to print the roster for and click on the title
3. Click on the Print icon on the right side of the screen, above the class list
4. I strongly suggest changing the print settings to Landscape orientation and print single-sided
5. Print and use this as a sign-in sheet

Entering Attendance and Closing the Class

As soon as possible after the class, log back in to the HTP to enter the attendance and close the class, to trigger the system to send the evaluation email. Note: This is hard to explain and easy to do.

1. Before you log in, on the paper attendance sheet, note anyone who was registered but did not attend - these people may have dropped the class last-minute. You don't have to do anything special in the system, but it helps to separate them from the waitlisted people.
2. Log in to the HTP and go to the Instructor Desk
   1. The class you have already taught will probably appear in the Action Required section, right below your upcoming classes.
3. Click on the class title. 
   1. Then click on Advanced Edit on the right side of the screen - it is a more straightforward interface 
4. Click on the Roster tab 
   
   

   1. Add any walk-ins who were not on the waitlist

      1. Click on Add Learner
      2. Look the person up by First Name, Last Name, or HUID (enter the HUID into the Username field to search on it)
      3. Click on the radio button next to their name, then click Close
      4. If the class is full, allow the learner to be added to the waitlist, then follow step 4b
      5. Find the person's name on the Roster and click on Registered, then update the status to Walk-In
         
         

   2. Add walk-ins who were on the waitlist

      1. Find the person's name in the Roster
      2. Click Waitlisted (Priority #) in their row
      3. Select Move into the class with confirmed status, by increasing class count
      4. They're now listed in the Roster with a status of Registered
      5. Click on Registered, then update the status to Walk-in
         
         

   3. Mark people as no-shows

      1. Find the person's name in the Roster
      2. Click on Registered
      3. Select Move to No Show, then click Save
         
         
5. Click on the Attendance tab
   1. Confirm that Mass-grant to all learners is selected
   2. Enter the duration of the class in the HH:MM field. This is usually 2 hours, except for Items and Holdings (1 hour).
   3. Click Save, then click Yes on the verification message.
      
      
6. Click on the Results tab
   1. Click on Mark All Learners on the right at the top of the list
   2. Choose Successful from the drop-down
   3. Click Save
      
      
7.  Once you've completed steps 2 - 6 and clicked Save, you can close the class
   1. At the top of the screen, under Class Information, find the line for Status
   2. Click on Open - Normal
   3. Select Delivered. Do not check the box underneath.
   4. Click Save