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Download the roster creation tool here and save it on your desktop.

Introduction


In an effort to eliminate data entry error and reduce time spent in verifying names when updating training data, we have developed a simple Excel tool that you can use to generate class rosters for course sessions that are in the training database.

The tool's Registration tab retrieves the following data from the ESH Training Database registration report on the web:
  • Name
  • Division
  • Dept
  • Course
  • Course Name
  • Session Date 
The roster prints out  the Name and Division and allows the user to fill in the following information:
  • SLAC ID
  • Mail Stop
  • Extension
This tool will help us :
  • Create a uniform and consistent process for gathering attendance records   
  • Reduce data entry error
  • Reduce time spent verifying names due to illegible handwriting or duplicate entries
Limitations: This tool cannot retrieve SLAC ID  #s. If the student remembers their ID # and can list it, that is helpful but not required.  The tool can't differentiate the session times so if you have two sessions on the same day, the roster will print out everyone listed in both sessions.  If you have a class with two sessions on the same day, please bring in the same roster for the students to sign.  

 

Directions: Double click on the RosterTempl.xls icon or right click on the icon and select open. If a security warning dialog box comes  up, select "Enable Macros"

  • If your security was set to high, you will get the following message:
   
  • Just go to Tools in your file menu
  • Select Macro
  • Select Security...
  • Select Medium on the Security Level tab
  • Close the spreadsheet and reopen it.

The Instruction tab is the default active window every time the tool is opened.

There are four steps to generate a class roster:

  1. Type in the course number in the box that says "Course No.:"
  2. Click "Get Names" button (this will only retrieve names of people who have registered using the Registration Tool)
  3. Select a session Date (The session date will be the date on the roster, however, if only waitlist is available, then the date the roster is run will be the date on the roster.
  4. Click "Generate Roster" button and the roster will open
You can print a Blank roster by clicking the "Blank Roster" button
  • Fill in the course number and the course name on top of spreadsheet
  • Fill in your name
  • Fill in the date of the course
Bugs and Fixes: Please report any bugs to esh-training@slac.stanford.edu.   Our commitment is to ensure data integrity, data accuracy and  timely record updates.  We cannot do this without your help and in turn we will ask for your commitment to:
  • Use this roster in each and every class your are teaching
  • Turn in the roster as soon as you completed the session or you have completed grading exams so that we can update training data as expediently as possible.
If you have any question, please do not hesitate to let us know.


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