15-PROCESS THE SESSION ROSTER AND CLOSE THE SESSION

It is OCWTP policy to allow attendees seven calendar days after the session end date to submit their session survey.

RTCs then have three calendar days to process the session roster.

E-Track automatically deletes all unattempted and “In Progress” surveys after the seventh day.

PROCESS THE ROSTER 8-10 DAYS AFTER THE SESSION END DATE:

From Administrator Main Menu:

  • Search for the existing session to locate the desired session.
  • Check the box beside the Underlined Session Title.
  • From the left-side menu, click on Process Roster.

Process individuals with Complete status:

  • In the [In Progress Surveys] field, click on the “Exclude” radio button so that only the session attendees who no longer have a survey on their to-do list are displayed.
  • Click on the auto-fill check box to select all attendees.
  • De-select anyone with Wait Listed status.
  • In the STATUS column, click in the first drop-down fiend and select [Complete].
  • Click on the down arrow  icon to apply Complete status to remaining attendees.
  • In the START DATE column, type or use the calendar  icon to assign the correct session start date.
  • Click on the down arrow  icon to apply same start date for remaining attendees.
  • In the END DATE column, type or use the calendar  icon to assign the correct session end date.
  • Click on the down arrow  icon to apply same end date for remaining attendees.
  • Click on the Process  icon to process the roster for all individuals with Complete status.

Process individuals with Complete-No Evaluation status:

  • In the [In Progress Surveys] field, select the “Only” option to display only the people who still have a survey on their to-do list.

HELPFUL HINT: RTCs that "nudge" people who have inadvertently neglected to complete the survey submission process will still have to manually look at the Enter Survey Results screen of each individual on this list to determine if the survey is "In Progress. However, because the extra step in survey submission has been removed, this should no longer be necessary.

  • Click on the auto-fill check box to select all attendees.
  • In the STATUS column, click in the first drop-down fiend and select [Complete-No Evaluation].
  • Click on the down arrow icon to apply Complete-No Evaluation status to remaining attendees.
  • In the START DATE column, if the correct date is not displayed in all fields, in the top record type or use the calendar  icon to assign the correct session start date.
  • Click on the down arrow  icon to apply same start date for remaining attendees.
  • In the END DATE column, type or use the calendar  icon to assign the correct session end date.
  • Click on the down arrow  icon to apply same start date for remaining attendees.
  • Click on the Process  icon to process the roster for all individuals with Complete-No Evaluation status.
  • If all session attendees have been processed, in the resulting pop-up, click  to close the session.

(Or if preferred, click the  to keep the session open and return to the Process Roster screen.)