Adding Rosters Procedures for 2.4 for Site Requests

Owned by Kirk Alexander
Last updated: Mar 27, 2008 by Former user (Deleted)Version comment
3 min read

 The normal scenario is for faculty members to create their own sites by associating roster(s) per CRN using the "New" tool under Worksite Setup on the MyWorkspace tab.  This is now documented in SmartSite at:
CreatingASmartSiteQuickStart.html

There are several other paths that allow users to request/create a site on behalf of someone else.  This process results in a site being created but NOT in having the rosters immediately attached to the site.  Instead an email is sent to a system email account (smartsite-request@ucdavis.edu) and to the user (a valid ucd email like "kdalex")  entered by the creator as the "Approver" of the roster association process (assuming this is a valid email known to the system).  In fact, however, these emails are the only thing that is done and additional steps must be accomplished to assign the rosters.  There are a few different use case scenarios:

Approver of site is officially the Instructor of Record (IOR)

  1. The first step in this process is to add the valid IOR to the SmartSite site that was created.  Presently this takes someone with SmartSite Admin access to add the IOR as a participant OR it can be done by the person who actually created the site.  Since the email's detail who the requester was and the requester is automaticallly added to the created site, anyone with SU ability can add the IOR to the site by SU'ing to the site creator.
  2. After the IOR is added to the site either someone with SU ability or the valid IOR can access the new site and proceed to the Edit Class Roster(s) link on the Site Info tab and proceed to re-add the same rosters that are specified by the email mentioned above.  This completes the process.

Approver of site is not an IOR or there is currently no IOR in Banner

  1. In this case the first step in ALL situations should be to contact the specified approver (if he or she is in a department) or the faculty member or MSO requesting the site or a departmental MSO to request that the desired faculty member be properly registered in Banner as the IOR.  If there is official information online as to how to do this step in should be linked to here.
  2. After (1) is accoplished this process becomes identical to the one above

There is not presently an IOR nor can one be registered before the site with rosters is needed

  1. In this situation there is no way to login or SU to a valid IOR.  Hence the rosters must be added manually.  This can only be done by a SmartSite admin.  This includes all the programmers, Kirk, Steve,Sandra and the itexpress user?).  ITExpress cannot currently do this step.
  2. The first step is again to verify that the requested site/roster combination is valid by contacting the faculty member or departmental MSO.  Ideally this would be captured via an email for documentation of the approval.
  3. The email requesting the site must be transmitted to or picked up by a SmartSite administrator
  4. The Admin visits the Administration Workspace tab and selects "Realms"
  5. The SiteId from the email requesting the site is pasted into the Realms search field
  6. The Admin selects the shortest link displayed of the form /site/47c15b3b-e77b-4495-806b-7637175fe9a9 (The RealmId)
  7. In the "Provider ID" box the admin enters the Roster URL's separated by +'s of the form http://ucdavis.edu/course/section/ESP/168A/A03/200710 These MUST be the same as those listed in the email.
  8. The Admin selects "Save" to associate the rosters with the site
  9. The Admin visits the site and verifies in Site Info that the rosters are properly listed and that Students and Instructor(s) appear as participants

Final Steps

  1. ITexpress  notifies the Dept Admin and the IOR (or the acting IOR) that the site now has rosters and is available for them