Giving Waitlisted Students Temporary Access to Course Sites

The UVaCollab team is pleased to introduce a new feature this spring that gives instructors the option to easily provide waitlisted students with temporary access to course sites through the Add/Drop period.

Refer to The Student Information System Wait Lists, Permission Lists, & Ad Hoc Permission Web page to learn what you need to know about how Wait Lists and Permission Lists are managed and processed in SIS.

Why did we develop this new capability?

Students say they want it:

I am on the waitlist for the course, but I would like to join the site now so that I won't be behind if I am able to get into the class.

Faculty say they want it:

I want students on my waitlist to be automatically added to my site during the Add/Drop period.

The Waiting List Roster FAQs

How is waitlisted student data presented in UVaCollab?

When the SIS enrollment data for a course includes students on a waitlist, a Waiting List roster will appear beneath the primary course roster on the Course/Section(s) Selection screen in UVaCollab, which can be added during site creation or by editing rosters in existing course sites.

Waiting List rosters will appear under the primary roster on the selection screen.
Notes:
  • Adding a Waiting List to a UVaCollab course site does NOT replace the process for managing wait lists and permission lists in SIS.

How do I add a Waiting List roster to a new course site during site creation?

  1. On the Course/Section(s) Selection screen during site creation, click the link to Select Group of Sections, which will select BOTH the primary and waiting list rosters.
    • Alternatively, check the box for the Graded (or Non-Graded) Section in order to enable and separately check the Waiting List roster.
  2. Click Continue to complete the workflow steps to create a new site.
Click Select Group of Sections link.
Notes:
  • The Waiting List roster cannot be selected exclusive of the primary section for the course.
  • Selecting the Waiting List will add ALL students waitlisted for the course – there is no option to add individual waitlisted students using this feature.

How do I add a Waiting List roster to my existing course site?

How do I add a Waiting List when the site already has course roster(s)?
  1. Go to Site Info > Edit Class Roster(s) > Add Roster(s).
  2. Select the Waiting List roster for the course, if one is available.
    • When the primary roster has already been added to the course site, a Waiting List roster will appear by itself in the list of selectable rosters for the course.
  3. Click Continue, and then click Add Class(es).

Edit class rosters in existing sites to add a Waiting List roster.

How do I add a Waiting List when the existing site has no rosters?
  1. Go to Site Info > Edit Class Roster(s) > Add Roster(s).
  2. Check the box for the Graded (or Non-Graded) Section in order to enable and separately check the Waiting List roster.
  3. Click Continue, and then click Add Class(es).

When editing rosters, select the Graded section first, then the Waiting List.

Notes:
  • The Waiting List roster cannot be selected exclusive of the primary section for the course.
  • Selecting the Waiting List will add ALL students waitlisted for the course – there is no option to add individual waitlisted students using this feature.

Can I continue to manually add individual students to my course sites?

There are many faculty who do not want to give site access to the entire set of waitlisted students for their course. In these cases, instructors may manually add individual students to their course sites as described on the Managing Course Sites FAQ.

Notes:

Will students on a Waiting List roster have access to my course site beyond the Add/Drop period?

SIS will stop sending waitlisted data to UVaCollab when the Add/Drop period for a course expires. At that time, students on Waiting List rosters will be automatically removed from associated course sites in UVaCollab.

The Waiting List roster will still appear in Site Info as one of the Roster(s) with site access, but all students formerly in that roster will be removed when the Add/Drop period expires.

References to Waiting List rosters will remain in the site beyond the Add/Drop period.

How do I remove a Waiting List roster from my site?

Instructors may elect to remove a Waiting List roster from a course site at any time, either before or after the Add/Drop period expires.

  1. Go to Site Info > Edit Class Roster(s).
  2. Check the box next to the Waiting List roster to be removed.
  3. Click Update.

Remove Wait List rosters in Site Info > Edit Class Roster(s).

The Waitlisted Student Role FAQs

What role is assigned to students on a Waiting List roster?

When a Waiting List roster is added to a course site, all students on that roster are automatically assigned the Waitlisted Student role in the site.

The Waitlisted Student role is a new role to help instructors identify waitlisted students in the site.

View Waitlisted Student roles in Site Info.

What permissions do students in the Waitlisted Student role have?

Students in the Waitlisted Student role have the same default permissions as enrolled students who are in the Student role.

Waitlisted Students can:

What happens to artifacts submitted by Waitlisted Students who no longer have access to my course site?

Which tools automatically remove artifacts of deleted Waitlisted Students?

Submissions and associated grades made by Waitlisted Students to Assignments and Tests & Quizzes disappear from these tools when:

Gradebook data for deleted Waitlisted Students likewise disappears from the site.

Which tools retain artifacts of deleted Waitlisted Students?

Other tools will retain artifacts left behind by Waitlisted Students after Waiting List roster data is no longer available. In most cases, instructors are able to remove these artifacts if they so choose.

Tools that retain artifacts:

Questions?

If you have questions or want more information about these new features, please contact us at collab-support@virginia.edu.