Faculty Enrollment Verification Process
What is the purpose of this process?
The purpose of this process is for instructors to report to the Registrar:- Students who are enrolled in their class(es), but who are not attending (or not participating, if an on-line course)
- Students who are attending or participating, but who are not enrolled (i.e., not registered)
- Students who have never attended (even those who have already dropped the class)
Important: Instructors should not report non-enrolled students who are in a class for removal of a prior Incomplete ( I ) grade.
Why is this necessary?
By University Faculty Council policy of March 30, 1999, faculty are required to participate in the Registrar’s enrollment verification process.
Federal regulations require verification of student attendance or participation for each class of enrollment for those students who receive federal assistance. Instructors must verify that students registered in their classes are indeed attending (or participating), and must report any students enrolled but not attending. Also, to ensure accurate grade lists at the end of the term, instructors are requested to indicate students who are attending classes in which they are not enrolled. Students in both categories are notified by the Office of the Registrar of the reported discrepancies and will have the opportunity to make appropriate adjustments before midterm.
Which class rosters need to be reviewed?
- Rosters for all First 8 weeks sessions;
- Rosters for all Regular (Term) sessions;
- Rosters for all Non-Standard sessions starting before the fifth week of the academic term.
Classes beginning on or after the fifth week of the term are excluded from this process.
When is the Enrollment Verification process?
This process begins on Monday of the fifth week of each fall and spring term.
Enrollment verification rosters are due by the end of the day on Thursday of the sixth week of the term (see Official Calendar).
Enrollment verification rosters are available at any time during this process.
Where can I find the Enrollment Verification rosters?
Faculty can access their electronic class rosters at https://rosters.indiana.edu.
How do I review enrollment for my classes and submit my rosters?
Detailed instructions are found via the Help links accessible from the Course Instructor Roster List page. You can also find an abbreviated instruction sheet here: Enrollment Verification Help Sheet.
- If you are not already logged onto the IU network, the system will require you to log in through the Central Authentication System (CAS), using your IU network username and passphrase.
- The Course Instructors Rosters List page of the enrollment verification web site will open and display your current class rosters.
- Choose the class roster you wish to review by clicking on the View Roster button appearing to the right of the class description.
- All students officially enrolled in the class are listed on the roster page. Students withdrawn since the beginning of the term will be listed with a status of Dropped. The enrollment status for these students is not attending, but this status should be changed to never attended if that is the case.
- Students who are not attending your class but who are listed on the roster should be marked as not attending or never attended, whichever the case may be.
- Students who are attending your class and who are listed on the class roster require no notation.
- Students who are attending but not listed on the roster can be individually reported in the Add a Student to this Roster area below the class roster.
- If you have made updates, it is necessary to
before submitting the completed roster report to the Registrar. - After making all the appropriate notations on your roster and saving your work, SUBMIT the completed roster by pressing the
button. A confirmation message will be returned, and the roster will be locked to further updating. - Each class roster is submitted separately. If you leave the roster page after saving your updates and later return to complete and submit your roster, select and review the roster again to make sure updating is complete.
SAVE any new changes. Click the button to submit the roster and receive confirmation.
NOTE: All changes, student adds and marked checkboxes will be lost unless you save your changes prior to submitting your roster.
- If you review the roster and find that you have no changes to make at all, you may quick-submit the roster directly by clicking the Submit to Registrar button.
Why aren’t all my sections listed?
Rosters for second 8 week sessions are excluded from this process, as are non-standard sessions beginning on or after the fifth week of classes. For courses with multiple components (lectures, labs, etc…), this verification is done only through the enrollment portion of the course. In some cases, the enrollment portion is not the same as the graded section.
What happens after I submit my rosters?
A comparison between the reported enrollment discrepancies and the latest enrollment activity in SIS will list those students that are not attending or not registered. Students with enrollment discrepancies will be notified via email of the potential problem(s) and will receive a set of instructions to follow, either for cases where they were reported as not attending or attending but not registered for it.
Where do I go for help?
To receive personal assistance, contact the Office of the Registrar at REGRROST@indiana.edu , call (812) 855-0255 between 8:00 a.m. and 5:00 p.m. Monday through Friday, or visit us at Franklin Hall 117.
