Class List App: Class Rosters, Photo Rosters, and Emailing Classes


The Class List App is a tool for accessing certain class data such as class rosters, student photos, and class messaging functions. Auburn University also uses Canvas which can provide some of these functions. Please refer to the table below to determine which system is best suited for your needs:

  View Class Roster Print Picture Roster Emailing a Class
Class List App Has a continuous feed from Banner and provides details like major, class level, etc., but does not include student ID. Best Option – student photos are pulled directly from Banner. Email addresses are loaded directly into a new email via Outlook.
Canvas Best Option – provides a succinct list that includes student ID. Students may upload photos, but there is no photo verification. Best Option - all conversations are maintained within Canvas.

To access the Class List App, please navigate to AUAccess and then click on the Class List icon. This icon is located along the top row in the Faculty/Administrator tab and near the bottom of the page on the Employee tab.

Class List Icon

Once you've entered the Class List App, you will be able to select a course and then view a roster, print a picture roster, or email a class using the following instructions. 


Viewing a Class Roster

Printing a Photo Roster

Emailing a Class

FAQ

Viewing a Class Roster

Once you have logged into the Roster Module, you will see the Course Listing. This page will display all courses you are currently teaching and have taught previously. You can scroll through the list, use the search function, or use the term dropdown menu to locate a certain course. Please note, however, that even if the course you're looking for is at the top of the list, you MUST use the term filter to select a specific term prior to gaining access to roster information. 

Once you have found the class you are looking for, click on the Enrollment Count number to pull up the roster. Please note that the number may not look like a link, but you can still click it to pull up the roster.

Once the class roster pulls up, you can view details like course location, view expanded student details, export the roster to excel, print a photo roster, and email any number of students in the class.

To view the course location, click on the CRN near the top of the page and then select Instructor/Meeting Times.

To view more details about the students enrolled in your course, you have two options. The first is to hover your mouse over a particular student's name, and additional information on that student will appear in a box right beside the name along with a larger picture of the student.

To view additional information on all students, look for the dropdown menu at the top right of the class list that says Summary View. By clicking on that dropdown and selecting Detail View, you can see details about all enrolled students. 

To export the entire list to Excel, start by checking the box on the far left of the screen right under the heading of Summary Class List. If you only want to export certain students, you can select the individual boxes by each photo.

Once you have the students selected, click the Export button in the top right-hand corner, and an Excel spreadsheet (you can select a .xls or xlsx file depending on your version of Excel) will download. It will contain all the information that is visible in the Summary Class List EXCEPT for pictures.

To find out how to view a class roster in Canvas, please click here.

 

Emailing a Class

This function is designed to work with the Outlook email application. If you do not use Outlook, please click here to find out how to email a class using Canvas. If you do use Outlook, then prior to emailing a class through the Class List App the first time, you need to make sure that your settings allow you to send an email to a list separated by commas instead of semicolons. To do that, open up the Outlook application and click on the "File" tab.  

A new screen will appear, and then you will need to select Options on the left-hand side of the menu.

When the Options box opens, select the Mail tab on the left-hand side. Scroll through the Mail options that appear until you reach the Send Messages section. Within that section, make sure the box is checked for "Commas can be used to separate multiple message recipients" and then click OK at the bottom of the box. You should not have to do this step again unless you use a different device. 

 

Once your settings are in place, navigate back to the Class List App. To email your class, you must start by selecting your recipients. To email the entire list, start by checking the box on the far left of the screen right under the heading of Summary Class List. If you only want to email certain students, you can select the individual boxes by each photo.

Once you have the recipients selected, click on the envelope icon to the left of the search section. A new email message will pop up using your computer's default email program (Outlook, MacMail, etc.), and the email addresses will already be populated and separated by commas. You can add a subject line, a message, and any necessary attachments prior to sending your email.

To find out how to email a class in Canvas, please click here.

 

Important Notes About Emailing

 

Frequently Asked Questions

Q: Where can I find course information such as location and capacity if I'm not an instructor of record? 

A: Start by logging into AUAccess and clicking on either the Employee Tab or the Faculty/Advisor Tab. In either tab, locate the section called Curriculum Management and click on the link called Schedule of Classes. From there, select a term from the dropdown menu and click the Submit button. A new page will bring up a list of subjects for all available courses during that term; find and click on the subject in question and then click the Course Search button. A new page will list all available courses in that subject for that term; locate the course you're interested in, and click on View Sections. A new page will list all the available sections along with the class days, class times, course capacity, instructor of record, term dates, and attributed college. Please note that you will not be able to see a list of students enrolled in the course, nor will you be able to message them from this screen; it is strictly for information purposes.

Q: How can I gain access to additional information beyond what is available in Class List App?

A: To gain access to additional course information, you must present a valid business reason to the Security Request Administrator within your unit and wait for approval. The tool we are currently using is called Restricted Roster Access, and you can check to see if you have access by navigating to AUAccess and clicking on either the Employee Tab or the Faculty/Advisor Tab. In either tab, locate the section called Curriculum Management and click on the link for Restricted Roster Access.

Q: Why can’t I see my entire class when I view my roster?

A: For larger classes, the Class List App may divide the roster across two or more pages. If you can’t see your entire class, scroll to the bottom of the roster and click on the ‘Next Page’ button. Please note that if you export or print your class list, the entire roster will be included.