Enrollment Management/Rosters

This page outlines how to track enrollment from year to year, using enrollment tools, and how to pull a course roster from a previous semester

1.Using View Schedules

2.Enrollment Tools

3. Course Rosters-ACTIVE

4. Course Rosters from Previous Semesters

1.Using View Schedules

You can check on course enrollments during the pre-registration and registration periods in the Classroom App (https://classrooms.mit.edu/)

• Go to Subject Classroom Planning
• Enter Term and Department
• A list of course will load
• Double click on a class and the listing will expand
• This will show
  • class schedule
  • requested room and actual room
  • enrollment from when the class last ran
  • total units
  • cross-listing if relevant

To compare enrollments over multiple semesters:

• Go to Subject Classroom Planning
• On the menu bar along the top of the page, select "View Schedules."
• From here you can select the current term or multiple terms if you want to make a comparison of enrollment year to year on a particular course.
• You can download as a CSV (data is a bit messy-best to do one course at a time)

2.Enrollment Tools

In order to create any kind of limits on a course, Enrollment Tools must be applied to the specific course in advance of Pre-Registration.

• One tool provides the capability to drop students from pre-registration and require the instructor’s approval for adding the subject when online registration and add/drop opens.
• The second tool allows you and/or the instructor to maintain a waitlist and make offers to students on the waitlist as spaces become available in a class.

The Process

• A call will come from the registrar in advance of pre-registration to announce that Enrollment Tools are available.
• Reach out to all faculty who care teaching in the upcoming semester if they want to use these tools.
• They will have to watch the pre-registration activity prior to Registration Day to drop people from the list if they want.

If the faculty member opts for Enrollment Tools, once registration opens, students who register end up on the waitlist and have to be invited to add the course.
Then the add process begins. It is clunky and not recommended unless a faculty member really wants to limit or control the course enrollment. 

The following courses have used Enrollment Tools/Waitlists

• 11.431
• 11.351
• 11.352
• 11.430

Waitlists 

The Waitlists can be managed by the instructor or departmental administrator.

•  Navigate to WebSiS and the "Instructors and Departmental Administrators"
  •  Select "Enrollment Tools"
  •  And then "Manage Instructor Waitlists"
     
•  The instructor can only see their course in the drop-down menu
•  The departmental administrator can see all classes maintaining waitlists
   
•  Determine which students to "Offer" enrollment to, using the buttons on the top-right.
  •  You may choose to include a message, but it's not required.
  •  Students accept the offer, and the course moves to their registration list.
  •  MSRED students receive priority on courses. It is at the individual faculty member's discretion how they will manage over-subscription, if it occurs.

3. Course Rosters-ACTIVE

There are a few ways to access current course rosters.

• Enrollments can be seen in Canvas but Canvas does not dynamically update the roster when someone has added or dropped a course.
• Using Websis, go to the link for Instructors and Departmental Administrators to generate a class list.

• Select Class Lists + Reports
• Select Registered Student Class List or Pre-registration Class Lists depending on what you are doing.
  • Pre-registration will give you a sense of the students who have signed up before registration.
    • Good to check to make sure the class is populating, that the room size is sufficient or if the class is getting overenrolled
    • Use Enrollment Tools if the course is one likely to be overenrolled or if the faculty member wants to limit enrollment
  • Select Registered Student Class list to see the currently registered students
    • D=dropped but student remains on roster
    • LIS=listener. Some faculty do not allow.
    • NIH=Harvard cross registered student
    • You can see tallies at bottom
  • From the active class list, you can download the list as an excel file, see the waitlist if there is one, and see the pre-req report.
  • You can also print out a photo array of all the registered students.
    
    

4. Course Rosters from Previous Semesters

• Go to the Online Grading System
• View the archived grade sheet in OGS.
• From the front page of OGS, navigate to the "Archived Reports" section under the "Reports" header.
• To pull up the desired class list, choose the term in the drop down menu and select the "Submitted Gradesheet by Subject" report.