Harvard Training Portal: marking attendance & closing class

Owned by Jaime (she/her/hers) McAllister-Grande (Unlicensed)
Last updated: Jun 14, 2018 by Jennifer Koerber (Unlicensed)Version comment

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.

Viewing Your Classes

We've determined that the Instructor View will periodically not show classes in either the Upcoming or

To view your classes:

  1. Log in to the HTP & go to the Instructor area (see above)
  2. At the upper right, click on either Calendar View or List View to see your classes (past and upcoming) in a calendar or list format as desired
  3. Click on the title for the class you want to work with and proceed as described below

Printing the Roster

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

  1. From your Calendar or List View, click on the title of the class you want to print the roster for
  2. Click on the Print icon on the right side of the screen, above the class list
  3. I strongly suggest changing the print settings to Landscape orientation and print single-sided
  4. 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.  You may need to expand (un-collapse) this section.
    2. If it's not there, go to either the Calendar View or List View and proceed with the next steps
  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. You will now sequentially work your way through the 3 tabs at the center of the page: Roster, Attendance, and Results.


  5. Click on the Roster tab

    1. 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

    2. Then, if there are any available spaces, add any walk-ins. If there were no available spaces and no no-shows, please contact Jennifer Koerber (Unlicensed) on how to proceed.

      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

  6. 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. 
      1. Highlight the text, and then type in the duration of your class.
      2. This is usually 02:00, except for Items and Holdings (01:00).
    3. Click Save, then click Yes on the verification message.

  7. Click on the Results tab
    1. Click on Mark All Learners on the right at the top of the Learning Results list
    2. A dialogue box will open. 
      1. Choose Successful from the drop-down.
    3. Click Save

  8.  Final step: close the class
    1. You can do this right from where you are, after marking learners successful on the Results tab.
      1. Scroll to the top of the page.
      2. In the brief information about the class, go to the final line called Status

        1. Click on the blue text: Open - Normal
        2. Select Delivered. 
          1. Do not check the box underneath.
    2. Click Save
    3. Finished! (smile)

 

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