The People list in CarmenCanvas is updated nightly with enrollment information from the Registrar's system. This update includes instructors and other instructional staff listed in the Registrar’s system. It also includes 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 the Student Center their enrollment is reflected in the Carmen People list. Instructional staff added by the Registrar is also reflected.
Users with the Teacher role can manually re-add dropped students or instructional staff. However, manually re-added accounts are dropped as enrollments sync with the Registrar's system. To be permanently added to a course, the user must be added officially through the Registrar's system.
Students withdrawn by the Registrar
Students who are dropped from their classes for non-payment of fees, which happens at the start of the third week of the term, will continue to have access to their current-term courses for the rest of the third week. After that, they will be dropped from their classes.
Withdrawn students and those who have dropped your course will still be listed in the Carmen People list but flagged as Inactive.
Using Manage Participants
Manage Participants allows instructors to have control over adding, removing, and changing enrollment (participant) information in a CarmenCanvas course. It can be accessed through the CarmenCanvas landing page or the Aegis platform.
Courses
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 drop-down menus or with the Search by Course Name field. Click on 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 read-only courses.
Course roster
Once you click on a course from the list, the current 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 dropdowns 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.
You can only adjust the enrollments for the Current, Other, and Master term courses in Manage Participants. Adjustments to courses outside of their term dates will need to be made by the eLearning Support team, email carmen@osu.edu to request those adjustments.
Adding Participants
Anyone not associated with a course in the Registrar's system needing access to the course can be manually enrolled with Manage Participants. See Roles in Carmen for more information on each role and their permissions.
- Click on the +People button in the upper right corner of the course roster.
Search for a participant to add by entering their Ohio State lastname.# in the upper text area and 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 be used to add up to 10 participants at a time.
- Choose a role from the dropdown menu that follows All participants selected above will be added into the following role.
- 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.
- 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 site can be removed using the Make Inactive action. Making someone inactive in the course roster will prevent them from viewing the course entirely 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.
- Locate the participant you wish to remove from your course site.
- Under the Actions column, click on the wrench icon for their row and select Make Inactive.
- A confirmation window will pop up, click Make Enrollment Inactive to finalize the removal of that participant
- Click Close to return to the roster once the removal has finished.
Reactivating Participants
When someone has already been removed from the course roster, you can reactivate their enrollment using Manage Participants. Any reactivation will be reversed during the nightly sync with the Registrar’s system if their enrollment is not reinstated there, too.
- Locate the inactive participant you wish to restore course site access to.
- Under the Actions column, click on the wrench icon for their row and select Make Active.
- A confirmation window will pop up, click Make Enrollment Active to finalize the reactivation of that participant.
- Click Close to return to the roster once the reactivation has finished.