Using the Online Roster System

What is the Online Roster System? The Online Roster System was developed by Baylor’s Institutional Technology Service and Student Activities Departments. It was created to provide a convenient and easy method for organizations to submit their membership rosters to Student Activities. Over time, the roster has come to include many features that make it useful to organizations for much more than just submitting membership information! With the Online Roster System, your organization can:

• Provide membership contact information within the organization; • Track organizational service hours and projects throughout the year; • Receive valuable information and communications from the Department of Student Activities; • Sign up for Block Draw Tickets for BU Football games; • Update the Student Activities website links to your organization’s website; • Communicate easily and effectively with your membership through Blackboard accounts • Update its Baylor webpage

Why is the Online Roster System Important? The Online Roster System is important to the life and business of a student organization because it provides the Department of Student Activities with the necessary information for checking academic eligibility of each member. Student Activities works hard to provide student organizations and advisors with information each semester regarding the academic eligibility status of members. Please note that when members fall below the minimum acceptable GPA, the Department of Student Activities notifies the President and Advisor for each student organization. The information provided to organizations only includes names of students who are either on academic probation or academically inactive. The Department of Student Activities does not provide the actual GPA for students in order to comply with the Family Educational Rights and Privacy Act. Therefore, it is essential that an organization’s online roster be kept accurately and consistently throughout the year. Please take steps to ensure that your organization updates their Online Roster each semester. Student Organization Blackboard Accounts The Department of Student Activities, in partnership with Institutional Technology Services, is pleased to offer a new service to student organizations: Blackboard accounts! Your organization’s account is informed by your online roster. Therefore, making sure that you have a current and accurate roster is essential! In order for your members to be subscribed users to your organization’s Blackboard account, they must be listed as members on your group’s online roster. The Blackboard account system for student organizations refreshes itself every night at midnight, so any members added or removed from your group’s online roster will take effect the next day. Student Organization Web Presence Beginning in Fall 2008, the Department of Student Activities will be providing a single, customizable webpage template for each student organization. The page your organization will be given will be customizable through the Online Roster System on the “Webpage” tab. It will be the responsibility of the organization to maintain current information and to update the page regularly. Pages that become outdated may be deactivated

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by the Department of Student Activities. Organizations with third-party websites (.com or .org) will have the opportunity to link directly to these off-site websites from the Baylor-provided webpage. Please keep in mind that prospective members searching the Baylor University and Student Activities websites will see these pages to formulate their first impressions of your group. Accessing the Online Roster

To access the Online Roster, go to the following link using an internet connection: https://www1.baylor.edu/onlineRoster/

Or visit the Student Activities website (www.baylor.edu/student_activities) and click on Organizations.

Follow the “Quicklinks” link on the right of the screen to the “Online Roster.” You will be redirected to a secure location, where it is safe to type your Bear ID and password. You need your Bear ID and password to enter the system (the same information you use to log on to use your Baylor e-mail account).

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My Organizations Once inside the Online Roster, you will be presented with the “My Organizations Page,” which will

display a list of organizations you are involved in. If you are a member of an organization that is not listed please contact Student Activities.

To access the roster for a specific organization, click on the Organization Name.

This is the “View Roster” tab. The roster shows the names of members for the semester. Please

notice the information tabs that appear when you click on a specific organization name. These additional tabs will be utilized for other organizational business which will be discussed later in these instructions. View Roster

A variety of useful information is available on the View Roster tab.

Information Tabs

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The organization’s advisor(s) and his/her contact information, meeting times, and website are posted in the upper-right corner of the View Roster tab. Next to each member’s name, you will find the member’s Status. Members will appear as “Approved” or “Pending.” Members who are approved are those who have been approved for membership by the organization and advisor(s). Members who are pending are those who have not yet been approved by the organization’s advisor(s). If you have members who should have been approved, contact your advisor(s) to complete the roster process. Updating Membership (Re-Enrolling, Assigning Roles & Adding Members) Re-Enroll

To update the membership for your organization, click on the Re-enroll link in the top yellow navigation bar.

For those members returning to your organization for the semester, check the box next to his/her name. To remove a student who has graduated or is no longer a member, simply uncheck his/her box.

You must check the yellow box indicating that a representative from your organization has read and

understands the current Student Organization Policy and Procedure Guide before the submit button will appear.

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To complete the re-enrollment process, click on submit. Upon submitting the updated roster, an e-mail will be sent to your organization’s advisor(s). Advisors are required to approve your updated roster. Please note that students are not allowed to delete members of organizations. If you have a student who should be removed from your roster, please contact Student Activities. Assign Roles

As you update your organization’s membership, you should assign the roles associated with the organization’s roster management and leadership. There are five roles that can be assigned through the online roster system: Roster Manager, Calendar Manager, Web Master, Contact, and Service Chair. These roles are delineated by abbreviations: RM, CM, WM, CT, and SC.

Typically, the President (or equivalent) serves as one of the contacts for the organization, while the

Secretary or Vice President (or equivalents) serve as the Roster Managers, and so on. There are no limits to the

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number of roles that can be assigned to one member. Similarly, there are no limits to the number of members who may be assigned a particular role. So, your organization could have five (or more) Contacts, five (or more) different Service Chairs, and so on. Each organization must have at least one Contact and Roster Manager. Members assigned the roles of Contact, Roster Manager and/or Service Chair will receive e-mail communications from the Department of Student Activities. It is pivotal that each organization have members to act as liaisons between Student Activities and the organization.

To assign roles to your members, click on the “Assign Roles” link in the yellow navigation bar.

Please note that only the Roster Manager has permission to adjust membership. Only assigned Roster Managers may add new members and/or re-enroll membership.

Additional roles may be indicated through the online roster system. For example, you could indicate your organization’s President, T-Shirt Chair, etc. by typing the appropriate title next to the student’s name in the Officer column. You have a further option of providing a contact number for the officers or any member. Keep in mind that only members or your own organization and online roster system administrators can access your roster. Be assured that this information is secure. This feature is purely optional, though it is frequently used by those organizations who have taken advantage of it! Additionally, the Department of Student Activities frequently uses this contact information to connect your organization with prospective members.

Adding New Members Only organizations that have already updated their roster (Re-Enroll) for the current term may add new members. Once you have re-enrolled your returning membership, you will see that a new tab appears: Add Members. Only the assigned Roster Manager(s) may add new members to your organization’s roster.

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To add members, click on the Add Members tab.

When adding new members to your roster, it is essential that you accurately enter the students’ exact Baylor ID. Once you have finished entering the new members’ Bear ID’s, click on “Submit.” If you enter an invalid Baylor ID, the Online Roster System will notify you that your entry is not recognized. The Online Roster System will return you to the Add Members page with the invalid names now printed in red for your easy identification. Be sure you have the correct Baylor ID (i.e. John_Baylor1 rather than J_Baylor) and re-submit.

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If you need to enter more than 20 members, click on the “Add>20 Members” button at the bottom

of the page. Enter the names of your new members, separated by commas. Click Submit to notify your advisor that you have added new members. Your advisor will review the submission and approve, question, or deny your new members as appropriate.

Removing Members As a general rule, members should not be removed or deleted from your organization’s roster. Rather than deleting a member from your roster, a Roster Manager should simply avoid clicking on the checkbox next to a member’s name when performing a “re-enroll” function. Students may not remove members from rosters. In the rare event that it becomes necessary for a member to be removed from your roster (the student leaves

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Baylor, the organization removes the member for judicial reasons, etc.), the organization must notify Student Activities of the member to be removed including the reason for removal. A member of the Student Activities staff will delete the member from the roster on behalf of the organization. Registration Form

The Registration Form, located on the “Registration” tab, contains critical information. Roster Managers should update this information each semester.

To update the information on the View Roster tab (meeting time, day, website, etc.), click on the Registration tab. Please note that students may not change advisors in the online roster system. For an advisor change, you must contact the Department of Student Activities.

Organization campus mailbox

Type a description of your organization here…it will appear on the Student Activities website.

Verify that your organization is categorized correctly!

Fill in the appropriate information and click Submit. Upon clicking submit, you may have to click

away from the Registration Form tab for the information to refresh elsewhere in the system. It is important to keep this information up to date as the Department of Student Activities uses it to refer prospective members of your organization to you and/or your advisors. Also, the Student Activities website student organization lists are populated with the information you provide here regarding your organization’s website address. If your website address changes, you can be sure that the Student Activities link to your group’s website is accurate by updating the information on the Registration Form tab.

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Service Only the assigned Service Chair(s) may submit service through the Online Roster System. The Service tab is designed to track organizational service – not individual members’ service. This feature provides Service Chairs with monthly and annual tracking of total hours served as well as funds raised. To add organizational service events and activities, click on the Service tab.

The Service tab provides you with the specific guidelines for service hours on the right side of the page. In order to submit service events and/or activities, Service Chairs must provide a title for the event (Event/Agency), a brief description of the service activity/event, and the date on which the service was completed. Submitted service events and/or activities must be approved by the Office of Community Service.

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The Service tab provides you with the opportunity to track a variety of types of service. This feature allows organizations to track the variety of service they perform including service to Baylor University, service to the community (Waco or beyond), and service to the student organization. Simply place a check in the appropriate box to indicate the type of service report you are submitting.

The Service tab allows you to track your organization’s service hours and funds raised throughout the academic year. Once you submit a service report and it is approved, the hours or funds raised will appear on the tracker below:

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Grade Release Student organizations must submit a Grade Release form each semester so that the Department of Student Activities may check members’ academic eligibility for participation. To submit your Grade Release form, click on the Grades tab.

The Grades tab is designed to provide the members’ names, student ID numbers and a blank on which

you must secure your members’ signatures. Simply print out the Grades tab and present the document to your members at a meeting. Once you have secured signatures for all members, turn in the form to the Department of Student Activities.

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Block Draw Tickets In order to simplify the process for organizations wishing to place Block Draw Ticket orders (block draw

tickets gives your organization a section for seating at football games so that your members and their guests may all sit together!) for Baylor University Football games, simply click on the Tickets tab.

The Tickets tab is very similar to the Grades tab in its layout and function. You must select the

game for which you are ordering tickets. Next, enter the number of guest tickets to be issued to each member. Please note that members must

pay for their guest tickets! Each Baylor student may have one free ticket per game, but your members must pay for their guests! After entering the number of guest tickets to be issued to each member, click on “Submit to Print.”

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Simply print out the Tickets tab and present the document to your members at a meeting. Once you have secured signatures for all members, turn the form in to the SUB Ticket Office in the Bill Daniel Student Center (SUB) on the first floor, across from the Campus Program Center. Each member who signs the form will receive one student ticket at no charge. The Baylor ticket office will not issue tickets to members who have not signed the form. Webpage Management Beginning in Fall 2008, the Online Roster System will provide student organizations with the ability to manage their Baylor webpages. Each student organization will have a single webpage that is customizable. To access the webpage management, click on the “Webpage” tab on the Online Roster.

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Once you have accessed the Webpage management tab, you will see a box titled “Basic.” This box asks for basic information about your organization’s webpage and its setup.

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The “Generated URL” refers to the web address that will directly access your organization’s

webpage. This URL cannot be altered. However, you do have the option of providing a different “redirect” that will allow users to type in a different address that will access your assigned URL. For example, if your assigned URL is “www.baylor.edu/studentorgs/STO,” but you think users might remember “www.baylor.edu/studentorgs/steppinout,” simply enter your preferred URL redirect in the space provided. This is purely optional. If your organization has an external or third-party website (a website hosted by an entity other than Baylor, likely ending with “.com” or “.org”), you must enter that website in the “External Website” box. Please be sure to include the website prefix (i.e. “http://www.baylor.edu”). If your external website uses “Baylor” in its address, you must submit information to be licensed to use it. Therefore, when you enter an external website, a new box for data collection will appear. This data collection for license will only appear if you have an external website.

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The next step is to identify what information you would like to appear on your organization’s webpage. You can opt to have your organizations registered events, meeting times, and membership automatically displayed. For the information you would like to appear on your webpage and be visible to the general public, click on the checkboxes indicated below.

If you opt to include your membership, you may choose to include specific groupings of members. You can choose to include “Officers only” or the organization’s “Complete Membership.” Please note when making this decision that this information will be open and available to the general public.

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Next, please verify the categorization for your organization. This will help users understand the type of organization you represent and ensure that Student Activities has accurate records.

You now are ready to move on to the next box on the page. In the “About” box, you have the opportunity to help define your organization. Please provide a brief description of your organization. Again, keep in mind that this information will be open and available to the general public. When providing a description, try not to use terms, phrases or sayings that are understood only by members of the Baylor community or your organization. This will help prospective new members and the general public to develop a thorough understanding of your organization.

Enter a description of your organization here…

Describe how to join your organization here…

In the following box, provide information about how prospective new members go about joining your organization. The more detailed the information, the better! Again, keep in mind that this information will be open and available to the general public, so avoid using terms that individuals unfamiliar with your organization or the University may not understand.

In the next box, you have the opportunity to add images unique to your organization. Click on the link, “Upload New Image.”

Your organization’s code (which is assigned by Student Activities and cannot be changed) will automatically be provided. You can determine the status (“On” or “Off”) with the drop-down menu. Then, click on the “Browse” button to find the image you wish to upload.

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Then, click on the “Add Image” button. The image will automatically be added to the webpage. To return to the data collection or “content” portion of your webpage management, click on the “Content” link in the yellow navigation bar.

Now that you’ve added your images, you’re ready to move on to the next data collection box: Web

Contact. This information will be provided on the organization’s webpage as designated contact people for general public users. While it is optional to provide this information, it is strongly recommended that you do so in order to better serve the public and your constituencies.

The next data collection box is designed to allow you to customize your organization’s web page. Using the “Custom” boxes, develop content for your web page that is important to your organization. You may choose to provide information about service your membership conducts throughout the year, recent awards received, etc. This is the portion of the web page that can make your organization truly stand out among all the groups at Baylor! Take advantage of this opportunity to provide outstanding information!

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Once you have completed the customizable section of your webpage management, you can preview your

updated web page! Click on the green “Preview Web Page” button.

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Once you have determined that you are happy with the webpage, go back to the webpage management

tab in the online roster and click on the “Submit” button. You must agree to the license agreement before your webpage becomes “live.”

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Questions or Problems? Please contact the Department of Student Activities is you experience any problems with the Online Roster System or if you

have any questions.

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Troubleshooting the Online Roster System

Problems addressed here: • The organization does not show up under “My Organizations.” • Our Roster Manager graduated but didn’t assign a new Roster Manager before leaving…now no one

can manage our roster! • I didn’t know we had to submit a roster online! What do I do? • I entered the names of some members, but the names don’t appear on the roster. • I entered our new members, but they all say “pending” next to them. What’s wrong? • Some members left the group but they’re still on the roster…how do we remove them? • I got an e-mail asking me to approve the roster…how do I do that? • I want to submit service hours, but I can’t find the service tab! What’s wrong? • I heard we have to do a grade release thing through the online roster…how do I do that?

Problem The organization does not show up under “My Organizations.” Solution If your organization does not appear when you login, it is likely because you are not listed as a current member of or advisor to the organization. This is easily fixed! Contact your organization’s Roster Manager to add student members or the Department of Student Activities to add an advisor. If you don’t know who your organization’s Roster Manager is, contact Student Activities.

Problem Our Roster Manager graduated but didn’t assign a new Roster Manager before leaving…now no one can manage our roster! Solution Contact the Department of Student Activities. There are several people in the office who can help you establish a new Roster Manager as well as assigning roles to other officers as necessary and appropriate. It is important that your organization be intentional about passing responsibilities down to new officers. Please be sure to implement systems to encourage the passage of information and responsibilities to avoid this problem in the future.

Problem I didn’t know we had to submit a roster online! What do I do? Solution If you didn’t know, chances are, your organization may not have submitted a roster in some time. You will need to make an appointment with someone in the Department of Student Activities to help you set up a new roster for the current semester. It’s a simple process! You will need to bring with you the Bear ID’s (i.e. Bobby_Baylor1) for each of your members. Problem I entered the names of some members, but the names don’t appear on the roster. Solution

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The Online Roster System uses students’ Bear ID’s (i.e. Bobby_Baylor1) which is case-sensitive. That means you have to very careful when entering your members information. You must have the appropriate letters capitalized! Try entering the names again, but be careful to use the appropriate cases for letters.

Problem I entered our new members, but they all say “pending” next to them. What’s wrong? Solution Nothing! Once you enter new members, your advisor must approve the changes to your roster. Contact your advisor to ensure that he/she knows to review the roster for you.

Problem Some members left the group but they’re still on the roster…how do we remove them? Solution Roster Managers are not permitted to delete members from a current roster. But you can still have members removed! Please e-mail Karin_Klinger@baylor.edu or Liz_Webb@baylor.edu with the names of members who need to be removed from your roster as well as why each person should be removed (i.e. depinned, left Baylor for personal reasons, etc.).

Problem I got an e-mail asking me to approve the roster…how do I do that? Solution Access the Online Roster System (within in the body of the e-mail you received, you will see a link that will take you directly to the Online Roster System – in some e-mail systems, you may have to copy the link and paste it into your web browser). Once in the system, select the appropriate organization. Click on the tab at the top of the page titled “Advisors.” The list of requests appears in chronological order. Click on the roster updates that appear in green text under the heading “Requests.” Review the updates to the roster then choose to accept, deny or question the updates. Click on the appropriate button. An e-mail will be sent to the organization’s roster manager informing him/her of your action.

Problem I want to submit service hours, but I can’t find the service tab! What’s wrong? Solution Nothing! Only designated Service Chairs can access the Service tab. In order for you to submit service hours on behalf of your organization, your Roster Manager must assign you the role of Service Chair. Once you are assigned that role, you will see the Service tab appear!

Problem I heard we have to do a grade release thing through the online roster…how do I do that? Solution It’s very simple! Access the Online Roster System and click on your organization. Once there, click on the tab at the top of the page titled “Grades.” Print out the page(s) and ask your members to sign it. Bring the signed page(s) in to the Department of Student Activities and we will perform the actual grade checks for you.