Knowledgebase: Managing Your Course
Viewing Course Participants

Article Last Updated May 2020

The course participants list allows users to see all of the users enrolled in a class. The participants can be filtered by role, group, enrollment, and level of inactivity. Different roles on eClass have different options on the page with instructors having options to enroll additional users, download a list of students, as well as send participants a message.

Accessing the Participants List:

  1. Log onto eClass and enter the course where you need to access the participants list of.

  2. Make sure that the left-hand navigation menu is visible (if it is not, click on the menu icon represented with three parallel lines at the top-left of eClass), and click on Participants.

    The navigation menu toggle at the top-left of eClass and a pointer to the Participants list of the course

  3. You will then be taken to a page containing the participants list, which will have a list of all participants, including all students, instructors, TAs, designers, etc. in a course.

    The participants list of an eClass course.

Filtering the Participants List:

  1. You can filter the participants list using various filters, including by role, group, enrolment method, and time of inactivity. Above the participants list, you will see a search bar that is labelled Search keyword or select filter. Click on the down arrow in the bar, and a drop-down menu should show up, showing a variety of filters. Click on one, and the filter will show up on top, and the participants will be listed based on the filter you chose (so, if you chose 'Role: Student', then only people listed as a student on your course will show up). You can remove a filter by clicking on the blue filter button shown above the search bar. You can also click in the search bar to search by a keyword that you type in, such as a name.

    A depiction of filters, including what a filter looks like and how to choose a filter.

  2. You can also filter the participants list by the initials of the participants' first names and/or surnames, using the alphabet lists for first names and surnames right above the list of participants. For example, if 'First name' is set to All and 'Surname' is set to S, then it will search for participants that have a surname that starts with the letter S. If 'First name' is set to "M" and 'Surname' is set to K, then it will search for participants with a first name that starts with the letter M and a last name that starts with the letter K. Setting both to All effectively resets it. This can be used in conjunction with any filters that you set.

    The first name and surname search options used to find instructors whose name begins with the letter M and ends with the letter K.

Showing All Participants:

If you have more than twenty participants in a class, then, by default, the participants list will be separated into pages, with twenty participants maximum per page.

A class with 156 participants, separated into eight pages.

If you want to show all of the participants in your course on one page, go to the bottom of the participants list and click on Show all users (with "users" replaced with the number of participants in your class).

Showing where to click Show all 156 at the bottom of the participants list.

If you want to go back to showing 20 per page, click on Show 20 per page at the bottom of the participants list.

Showing where to click Show 20 per page at the bottom of the participants list if you are viewing all participants.

Selecting Participants:

To perform some tasks, such as downloading a list of your participants, or sending a message to some of the participants in your class, you will first have to select participants.

To select all of your participants, check to see if your participants list is one page, either through having twenty or fewer participants, or through clicking on Show all users, as shown in the previous section. If it is only one page, the easiest way of selecting all of the participants in your course is to click on the checkbox in the header of the list, left of "First name / surname". This will select all of your students.

Selecting all participants if all participants are on one page by checking the top-left checkbox.

If your course has more than twenty participants and is separated into pages, the best way to select all of the participants in your class is to go into the bottom of the participants list and, at the bottom-left of the page, click on the Select all [number of] users button, and that will select every user in your course.

The "Select all number of users" button.

You can also select only certain participants by clicking on the checkbox to the left of a participant's name.

Showing only three students selected.

Note: If you select multiple participants on one page and then go to another page of participants, the participants that you selected on the previous page will NOT remain selected when you go to the new page. Make sure that you are showing all of the participants on one page, as detailed in the "Showing all participants" section of this article, if you want to select individual participants that would otherwise be on different pages if they were separated by maximum twenty participants per page.

Downloading Data:

New in May 2020, instructors can now download a table of information about the participants of your course, which includes their first name, surname, CCID, and email addresses.

To download participants data, select the users that you want to export, as detailed in the previous section, and then in the "With selected users..." dropdown, choose a file type option for downloading the table data under "Download table data as", and it will download to your computer.

Options for downloading the table data of participants in a course.

The download options include:

  • Comma separated values (.csv): a text file that separates values using commas. The first line contains all of the column headers (first name, surname, email address, CCID) and all subsequent lines are the data of participants, in the order of the first line. Can also be used in spreadsheet programs such as Excel.
  • Microsoft Excel (.xlsx): an Excel spreadsheet file that can be opened by Excel or programs that can open Excel spreadsheets.
  • HTML table: An HTML file that contains a table with all of the participants' data in it. Can be opened in a browser, or the table can be used in other HTML files, such as webpages.
  • Javascript Object Notation (.json): a data interchange format that uses human-readable text to transmit data objects consisting of a list of key-value pairs (such as {"First name": Tara, "Surname": Bell}). This is mostly of use to computer programmers, who often use JSON to represent and use data in their code.
  • OpenDocument (.ods): a spreadsheet file format used in programs such as OpenOffice and LibreOffice, among others.
  • Portable Document Format (.pdf): A file format for documents made out of text, graphics, and other elements.

For example, if you choose PDF, you get a .pdf file containing a table of data for the students you selected.

A PDF file containing a table with data about the participants of the course.

While choosing a comma separated values file will create a .csv file that can be viewed as text or in a spreadsheet.

A comma separated values file represented as both text and in an Excel spreadsheet.



Adding Additional Participants:

The process of adding additional participants, such as TAs, designers, and additional instructors, to a course is detailed in the articles Adding Additional Users to my eClass Course and Enrolling Students in eClass Courses.

Note: If the eClass course is related to a Bear Tracks credit course, you should NOT try to manually enrol students into your eClass course. In all regular Bear Tracks sections on eClass, students are automatically enrolled by the IST eClass Support team as a part of the automated course creation system. As an instructor, you will never need to enrol regular credit students manually in your course.

Messaging Participants:

If you wish to message some of your course participants, information on how to do that can be found in the article Sending Messages to Students.

Note: If you wish to send a message to all of the participants in your course, we recommend that you use the Announcements forum, which, by default, is present at the top of every course, your course's participants are automatically subscribed to it, and they will have the messages posted there forwarded to their email accounts. For more information on using the Announcements forum, please see the article Posting Course Announcements.

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