Teaching and Learning Resource Center

Manage Participants

Manage Participants is the tool which is used to add or remove participants in your Carmen course’s People list, as well as to adjust their role (student, instructor, TA, and so on). 

Manage Participants is available on the Aegis platform. You can reach Aegis by clicking the Manage Participants link on the red gear icon next to the course title on the Carmen Landing page. 

The People list in CarmenCanvas is updated nightly with enrollment information from the University Registrar's system. This update includes instructors and other instructional staff listed in the Registrar’s system, as well as all students currently enrolled in the course. For more information, see Carmen Role Mapping.  

Standard behavior for enrollments

As students add or drop courses through BuckeyeLink, their enrollment is reflected in the Carmen People list. Instructional staff added by the Registrar are also reflected. 

Allow 24-48 hours for changes to be reflected across both systems.

Individuals with the Instructor role can manually re-add dropped students or instructional staff. However, individuals who were manually re-added will likely be dropped overnight when Carmen enrollments sync with the Registrar's system. To be permanently restored to a course, an individual must be added officially through the Registrar's system.   

Students withdrawn by the Registrar

Withdrawn students and those who have dropped your course will still be listed in the Carmen People list, but they will be flagged as Inactive.  

Using Manage Participants

Manage Participants allows instructors to have control over adding, removing, and changing enrollment information in a CarmenCanvas course. It can be accessed through the CarmenCanvas landing page or the Aegis platform.

Prior to Spring 2024, participants were managed via the Add Participants feature. This has since been replaced with the Manage Participants feature on Aegis. 

Locating courses in Manage Participants 

When entering the Aegis platform, you will see several option cards. To access Manage Participants, click the Manage Courses card. Then click the name of the course roster you wish to see. 

Manage Participants lists all the courses you are enrolled in as an instructor. Clicking on the different headers will allow you to sort the list based on that column's content. 

You can refine the list by selecting a Department and Term in the dropdown menus or with the Search by Course Name field. Click the magnifying glass icon to start your search.   

Courses outside of their term dates or with a set end date may not be available in Manage Participants. Please reach out to the Carmen Support team at carmen@osu.edu for assistance with these read-only courses. 

If you click the link to Manage Participants from the red gear icon on the CarmenCanvas landing page, you will be taken directly to the roster for that course. 

Course rosters

Once you click on a course from the list, the Carmen roster will load.   

The Search enrollments field can be used to find a participant using their name or Ohio State username (lastname.#). You can also use the Role and Status dropdown menus to filter the list of participants. Typing a name or using the dropdown menus will sort the list automatically. Click Reset to return the list to its original state. 

Changes made in the Registrar's system will not be reflected in the CarmenCanvas roster until the next day. Manage Participants can be used to grant someone same-day access to a course, but their enrollment will be adjusted to match the Registrar's system during the next sync (typically overnight). 

You can only adjust enrollments for current academic courses, and for Other and Master courses in Manage Participants. Adjustments to courses outside of their term dates will need to be made by the Learning Systems team; email carmen@osu.edu to request those adjustments. 

Adding participants

If someone needs access to your course but they are not associated with the course in the Registrar's system, you can manually enroll them with Manage Participants. See Roles in Carmen for more information on each role and their permissions. 

To add participants:

  1. Follow the steps outlined above to get to Manage Participants in Aegis. 
  2. From Aegis, click the +People button in the upper right corner of the course roster. 

  3. Search for a participant to add by entering their Ohio State lastname.# in the upper text area, and then select their name when it appears. This step can be repeated for multiple participants with the same role and to the same section(s). The Upload a CSV button can also be used to add larger numbers of participants at a time. 

    The Manage Participants list will default to show only 5 rows of participants. You can adjust the number shown per page or paginate through the list to review your selections. Remove anyone from the list by using the trash can icon. 

  4. Choose a role from the dropdown menu that follows. All participants selected in Step 3 will be added into the selected role. 
  5. Check the box to the left of the desired section(s) in your course site. Checking the box next to Section Title will select all sections in the course. 
  6. Click Submit Enrollments. A progress window will appear and then update with a review of who was added; click Close to return to the roster. 
Removing participants 

A participant’s access to your course can be removed using the Make Inactive action. Making someone inactive in the course roster will prevent them from viewing and accessing the course and stop all notifications. Their name will still be listed in the roster, but they will be marked inactive, regardless of the role they held.

Any student, faculty, or staff member still listed on the Registrar’s record of your course will be re-enrolled during the nightly sync with CarmenCanvas. Please contact your course scheduler to remove faculty or staff from the official course roster, or refer your student to their advisor to facilitate a course drop in Buckeyelink.

To remove participants:

  1. Follow the steps outlined above to get to Manage Participants in Aegis. 
  2. Locate the participant you wish to remove from your course. 
  3. Under the Actions column, click the wrench icon for their row and select Make Inactive. 
  4. A confirmation window will pop up. Click Make Enrollment Inactive to finalize the removal of that participant. 
  5. Click Close to return to the roster once the removal has finished. 
Reactivating participants 

If someone has already been removed from the course roster, you can reactivate their enrollment using Manage Participants. Note that your reactivation will be reversed during the nightly sync with the Registrar’s system if their enrollment is not reinstated there, too. 

To reactivate participants:

  1. Follow the steps outlined above to get to Manage Participants in Aegis. 
  2. Locate the inactive participant for whom you wish to restore course site access. 
  3. Under the Actions column, click the wrench icon for their row and select Make Active. 
  4. A confirmation window will pop up. Click Make Enrollment Active to finalize the reactivation of that participant. 
  5. Click Close to return to the roster once the reactivation has finished. 
Changing participants' roles

If you need to change a participant's role for any reason, Manage Participants now has a Role Change feature.  

To change a participant's role"

  1. Follow the steps outlined above to get to Manage Participants in Aegis. 
  2. Locate the participant whose role you wish to change in the course. 
  3. Click the wrench icon for their row and select Change Role.  
  4. In the pop up window, click the arrow on the right side and select the role they should have. 
  5. Click Change Role when finished.

To see what privileges each role provides, see Roles in Carmen. 

Exporting roster data

You can now export roster data to a .csv file in Manage Participants.  

To export a roster:

  1. Follow the steps outlined above to get to Manage Participants in Aegis. 
  2. Navigate to your course roster. 
  3. Click the icon labeled Export Roster Data. A popup will appear explaining the significance of downloading S3 institutional data and link to the policy. 
  4. Click Confirm and Export to begin downloading your roster to a .csv file.  

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