Using Electronic Class Rolls on the Web at UNC

Introduction

The Electronic Class Rolls (ECR) system has been developed to help UNC faculty and staff manage the administrative demands of tracking student enrollment, attendance, and grades. The system also enables you to update course descriptions and to search courses within your department. In addition, the ECR offers you the following features:

  • You will receive real-time enrollment information.
  • You can view information for multiple terms.
  • You can email a message (but not file attachments) to your entire class directly from the ECR system, or you can choose to email students individually.
  • You can download class roll information for use with Microsoft Excel or other applications that you use.
  • You can view photos of your students.

What You Need

To use this program, you will need to be

  • listed in the Online Campus Directory.
  • listed as instructor of record for the course on payroll

If you are unable to use the system, contact the Center for Faculty Excellence (CFE).

Getting Started

There are two simple ways to access the system. One option is to point your Web browser to the following address:

http://facultystaffcentral.unc.edu

The other option is to point your browser to www.unc.edu , click For Faculty and Staff, and select Faculty/Staff: SIS Access under the Services section. Once you are at the Faculty/Staff Central Web page, you should see the following image:

Quiz on the Family Educational Rights and Privacy Act

The first time that you access the ECR, you must demonstrate your understanding of the Family Educational Rights and Privacy Act (FERPA) and its application to handling student information before you can access an online class roster. To demonstrate this understanding, you must pass a quiz on FERPA. You will have three chances to take and pass an eight-question True/False test. To help you pass this quiz, the Classrolls website will display a FERPA review document for you to review prior to taking the quiz. For more information on FERPA, see the University Registrar's website at http://regweb.oit.unc.edu/resources/rpm21.php.

The Department's Role in Identification of Instructors and Establishing Links to Courses

The departmental course scheduling officer for your department is responsible for entering each instructor's UNC personal identification information into the Student Information Services System and associating instructors with courses that they teach. The departmental scheduling officer for each academic department is thus in charge of controlling access to courses. If you are teaching a course and do not know who your departmental scheduling officer is, you may contact the University Registrar's Office at 962-6093 for this information.

Using the New ECR System

After the login process, you are ready to begin using the system. The first screen that you will see will be a personalized menu page. In general, the menu will look like this:

Once you arrive at your menu page, you can access information on the courses to which you have been given access. To use the menu, type in the subject abbreviations that are used by the Registrar's Office in the Subject blank. (For a complete listing of departmental abbreviations, go to the Campus Directories page on the UNC Web site at http://www.unc.edu/dir and select Directory of Classes .) For example, if you are teaching a seminar in the English department and would like to view enrollment, then you would type "engl" (the abbreviation for the English department) in the Subject field, include the course number, and use the dropdown menu in the Term box to select the desired semester. Here's the above example illustrated below:

The system will then retrieve information for the course that you entered:


To view complete information about enrolled students, simply click the number in the Sect box.

As the system processes your request, the following notice will appear in a pop-up window. This notice contains important information about the confidentiality of student photos and advice on printing a class photo.


After closing this pop-up window, you will be able to view your class roll:


Please note: “PRIVATE” in the Restricted Release column indicates that a student has placed a restriction on the release of his/her directory information. To view the terms of this Restricted Release, click the in link in the column.


Other ECR Functions

  • View a student’s photo by clicking his or her PID number.
  • View all students’ photos by clicking the Class Photos button.
  • Download enrollment information to Microsoft Excel format by clicking the Excel Download button.
  • Send an e-mail to a student by clicking his or her email address.

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