Tool Search: Activity Monitor
The Activity Roster provides a detailed view of the students who have registered for an activity and allows you to manage the roster for current and upcoming activities. For each student on a roster, you can see the student's name, ID, and grade, as well as whether their payment and required forms are complete. The Activity Roster is accessed by clicking the Roster button for an activity on the Activity Monitor or Activity Dashboard tool.
About the Activity Roster
The Activity Roster provides a detailed view of the students who have registered for an activity. You can see the student's name, ID, and grade, as well as whether their payment and required forms are complete. You can also see the activity option that was purchased. If the student was manually added to the roster, the Option Purchased column will display the Select Purchase Details button.
Students are added to the Activity Roster and the Total Students field is incremented as purchases for Activity or Athletic activity types are made through the School Store. Field Trip Rosters are created differently. See the following About Field Trip Rosters topic for more information.
Once a student has registered for an activity, that activity no longer appears for them in the School Store.
Tips
- Click the Export button to save a copy of the roster.
- The Excel file includes a column for each required and/or optional form. Forms are marked as TRUE when they are complete and FALSE when they are incomplete. Required forms include an asterisk ( * ) in front of the form name.
- The Export Payments option does not include transaction/service fees.
- Use the Registration Status dropdown list to limit which registrations display. Registration Status options include the following:
- All
- Required Registration Complete
- Required Forms: Action Needed
- Required Forms: Awaiting Signature
- Optional Forms: Complete
- Optional Forms: Review Needed
About Field Trip Rosters
When purchases are made in the School Store for Activity or Athletic activity types, Campus increments the Total Students field. This does not occur for Field Trip activities. Instead, Campus displays the number of students returning from the Ad Hoc filter associated with the field trip. If you use the Query Wizard or a Pass-Through SQL Query filter, Campus updates the number of Total Students based on the filter's results. If you use the Selection Editor to create your filter, the number of Total Students does not change.
Mark Forms as Complete
The Required Forms Complete checkbox can be manually marked as complete or can be automatically marked complete if the Registration Confirmation Process is turned ON.
| Process | Description |
|---|---|
| Manual | To manually mark the Required Forms Complete checkbox, click the Roster button to display the Activity Roster screen. From here you can mark the necessary checkboxes. Click Save to complete your changes. |
| Automatic | If the Registration Confirmation Process is turned ON, the Required Forms Complete and Registration Confirmed columns are automatically marked if the payment is complete, the parent and/or student signed any required forms that require an e-signature, and the required forms are locked.
If there are Optional Forms missing signatures, the Registration Confirmation Process continues and marks the Registration Confirmed checkbox.  |
Add Students to the Roster
You can manually add students to an activity roster if they are enrolled in the school associated with the activity. This feature is useful if you would like to allow a student to participate, but they do not match the criteria in the Ad Hoc filter selected on the activity.
Students with past and future enrollments in addition to current enrollments can be manually added to an activity. When the Add Individual Students dropdown list is selected, Campus checks for enrollments 90 days in the past based on the Registration Open Date of the activity and enrollments 90 days in the future based on the Activity End Date.
The example below shows the activity's registration open date is 08/05/2022. Students with a past enrollment end date of 05/07/2022 (08/05/2022 minus 90 days) or later can be manually added to this activity. 
Example Past Enrollment: Student Can be Added Manually
The next example shows the activity's end date is 08/12/2022. Students with a future enrollment date of 11/10/2022 (08/12/2022 plus 90 days) or earlier can be manually added to the activity. This student's enrollment date is after 90 days, so his name does NOT appear on the Add Individual Students dropdown list.
When you manually add a student to the roster, all forms must be reviewed and, if applicable, sent for eSignature. First, district staff must fill out any fields on the form that are marked for staff and then the form can be filled out in the Campus Student and/or Campus Parent Portal. (Fields can be marked for staff when you define rules for an interactive form. See the Custom Forms article for more information.) The only exception to this process is if you take payment for students manually added to the Activity Roster and do NOT open the forms. In this scenario, district staff do not need to fill out any fields on the form that are also marked for portal users or request an eSignature. The exception only applies if the Activity Registration viewing tool is enabled in the Display Options.
District staff can also override the eSignature in the Activity Roster as needed. See the following topic on this page for more information: Manage Form Participants and Details.
- Click the Roster button on the activity.
Result
The Activity Roster displays. - Type the student's name in the Add Individual Students field and select the student when their name displays.
Result
Campus adds the student with the status of "Pending Save" and they appear at the top of the roster until saved. - Mark the Required Forms Complete checkboxes. Optional
- Click the Select Purchase Details in Option Purchased to add a payment. Optional
- Click Save to save your changes.
ResultAdd Roster Payments
Roster Payment Processing allows for cash, check, and credit card transactions to be taken for an Activity from within the Activity Registration roster screen.
- Click the Roster button of the activity that will be updated.
- Add Individual Students via that search bar.
- Click Select Purchase Details under Option Purchased. The payment side panel will appear on screen.
- Select the Purchase Option and Payment Method.
- Enter the Payment Information.
- Click Submit Payment. A Payment Recorded message will appear.
- When finished, click Close.
Refunding Roster Payments
These instructions will show you how to refund purchases made with cash or check.
Refunds for credit/debit card purchases must be completed in the Payments Reporter. A link will be provided in the Payments side panel to the Payments Reporter for credit/debit card purchases. Partial refunds can also be made for credit/debit card purchases.
Refunded students will remain on the roster, but will have their purchase option cleared and payment status set to REFUND. If inventory limits are enabled, inventory will be returned after refunding. This refund will be reflected within the roster payments export. If a student has been posted to a course section, refunding will not remove them from the course section roster.
- Click the Roster button of the activity that will be updated.
- Click View Receipt under Option Purchased for the student that will be refunded. The payment side panel will appear on screen.
- Click Refund in the Payment side panel.
- Click Continue in the Refund Purchase alert. You will be returned to the Payment side panel.
- Click Cancel to return to the Activity Roster.
Refunding a Removed Student
Students who have been removed from an activity can have their cash or check payments refunded from the Removed Students List. These students will have the View Receipt button next to their name within the list. Any students that have already received a refund will have a REFUND status next to their name.
- Click View Removed. The Removed Students List side panel will appear.
- Click View Receipt for the student that will be refunded. The Payment side panel will appear.
- Click Refund.
- Click Continue in the Refund Purchase alert. You will be returned to the Removed Students List.
Remove Students from the Roster
Remove students from the roster. When removing students, comments must be added explaining why they have been removed, and completed forms can be printed prior to their removal. Once a student has been removed, all their forms will be deleted. After a student has been removed, they can be viewed within the Removed Students List.
- Click the Roster button on the activity.
- Mark the checkbox in the Select column for the student(s) you want to remove.
- Click the Remove button. The Remove confirmation box will appear.
- Enter a required removal comment.
- Click Remove. You will return to the Activity Roster.
- Click Save to save your changes.
Transfer Student Activities and Activity Purchase Options
The Transfer option allows activities staff to move students to other activities or change to a different registration purchase option if needed. If the registration was paid for online using a credit/debit card or eCheck transaction, any refund must be made in the Payments Reporter. If a student transfers to a higher cost Purchase option, the difference can be paid in cash or check. Transferred Students will appear under the View Removed button of the original activity with the Transferred label, in the Roster Payments Export, and within Ad Hoc.
Funds from the originating activity are recorded as withdrawing as CASH and then depositing in the destination activity as CASH (regardless of the original payment method).
Only Students with a Payment Status of “PAID” are eligible to be transferred. When someone is transferred who has an online payment, the original online payment becomes nonrefundable in the Payments Reporter tool.
Only one student can be transferred at a time.
- Click the Select checkbox next to the student that will be transferred.
- Click Transfer.
- Select the Destination Activity. If you are only changing the purchase option, select the original activity.
- Choose a Purchase Option.
- Optionally, click the Transfer Form(s) checkbox to transfer the forms to the destination activity in a read-only state.
- Select a Transfer Action.
- Click Next. The payment or refund amount fills in with the difference from the prior screen.
- Choose a Payment Method and optionally enter any Payment or Transfer Comments.
- Click Pay & Transfer.
Viewing Removed Students List
Students who have been removed from an Activity Roster can be viewed in the Removed Students List by clicking the View Removed button. This button will only appear within an Activity Roster if at least one student has been removed. If the activity is still open for registrations and the student is eligible, they can be added back to the Activity and will no longer appear in the Removed Students List.
This list can be exported in a .xlsx file. The file contains the student's name, when they were deleted, who they were deleted by, and the required comments added when they were deleted.
- Click View Removed.
- Click Export to download the .xlsx file.
View a Student's Emergency Contacts
Emergency contact information for each student is available on the Roster screen. Click the button
next to the student's name to quickly access contact information that is already stored in Campus.
Manage Form Participants and Details
Activity Registration supports interactive custom forms. Interactive forms allow users to enter data directly into the PDF and electronically sign when registering for an activity. You can use the Activity Roster to review these forms and ensure everything is filled out correctly and/or signed.
When you manually add a student to the roster, all forms must be reviewed and if applicable sent for eSignature. Forms can then be filled out in the Campus Student and/or Campus Parent Portal in the Documents tool. District staff can also fill out forms (except for the eSignature) in the Activity Roster if necessary.
Request an eSignature
After you manually add a student to a roster and complete forms as necessary, you can request an eSignature from parent/guardians and students when the form requires an eSignature. Requesting eSignatures makes the form read-only; i.e., you cannot make additional changes.
- Select the form that requires an eSignature.
Result
The Form displays. - Click Review Participants.
Result
The Form Details panel displays. - Click the Request eSignatures button.
Result
A confirmation message displays. - Click Request eSignatures.
Result
A confirmation message displays and the Form Detail panel closes. The eSignature statuses change to Pending on the Form Detail panel. Forms can then be filled out in the Campus Student and/or Campus Parent Portal in the Documents tool.
ResultReassign a Form for eSignature
This option allows you to reassign a custom form to a user who did not have an active Campus Student or Campus Parent account when the student was registered for an activity.
- Select the form that requires a signature.
Result
The form displays in a side panel. - Click the Reassign button.
Result
An error message displays if the users does not have an active portal account. Otherwise, a confirmation message displays and the user can go to the Documents tool in the portal and complete the form.
ResultOverride an eSignature Request
District staff cannot sign for students/parents; however, the eSignature can be overridden. As a best practice, create a new contact log to document any communication that resulted in overriding the eSignature.
- Select the form that requires a signature.
It will say Action Required next to the form.
Result
The form displays. - Click Review Participants.
Result
The Form Details panel displays. - Select the checkbox next to the person's name and then enter Comments explaining why you are overriding the eSignature.
- Click Save Override.
Result
A confirmation message displays as the status changes to Overridden.
Result
Create a New Contact Log
The Activity Roster allows you to record an communication you have with participants by phone, mail, email or in person.
- Select the form where you want to add a Contact Log.
Result
The form displays. - Click Review Participants.
Result
The Form Details displays.
- Mark the checkboxes next to the appropriate person(s).
- Adjust the Date and Time as necessary.
- Select one of the following Contact Options: 1:Telephone, 2: U.S. Mail, 3: email, 4: In Person.
- Enter a Description.
- Click Save Contact Log.
Result
Campus creates a contact log for each person you selected.
Lock/Complete a Form
Required forms display the status Action Required until the form is locked. (Forms for manually added students do not display that status until the form is first opened.) A locked form indicates no additional changes can be made.
Locking and completing forms can be done manually or automatically.
If a form is interactive and it is marked as Required, then the Complete button appears. If the form is NOT interactive, but it is marked as Required, the Lock button appears. Both buttons perform the same function.
Manually Lock/Complete a Form
Manually locking and completing forms gives you the chance to review a form and ensure the necessary information has been supplied and/or it has been signed.
- Select the form that you want to Lock. It will say Action Required next to the form.
Result
The form displays.
- Click the Complete or Lock button.
Result
The Complete Form or Lock Form confirmation message displays. - Click Complete or Lock.
Result
A confirmation message displays saying the form is locked and the form's status changes to Complete.
Automatically Lock/Complete a Form
Locking and completing forms is done automatically when you slide the Auto Form Lock toggle to ON. When a form has been completed and/or signed, the form is automatically locked and marked as Complete; the form does not require manual completion.
Creating a Form Using Quick Form Fill
The Quick Form Fill tool allows for custom forms in Activity Registrations to be populated with ad hoc data that is selected for the individual form fields. This tool will only appear when the data returned for the ad hoc provides multiple results and therefore needs input to decide which value to populate into the field. For example, a course name ad hoc populated into an Activity Registration form field will likely have multiple values returned. The Quick Form Fill tool will prompt for the correct course to populate on opening of the form. The Quick Form Fill tool is also available for parents/students to use in the School Store.
- Select the Expand Details (+) of the student whose form you wish to fill in.
- Select a form from the Required Forms.
- Select from the Quick Form Fill options available.
- Preview the form using the Preview Form button. It will appear in a new tab.
- Click Create Form.
- Only the Roster version of Quick Form Fill tool will display contextual data (extra info to help the activity staff make the right selection).
- The first user to fill in the form in the Roster and/or Portal will get the Quick Form Fill tool.
- The Quick Form Fill tool does NOT function in the Documents tab or the Activity Registration viewing tool (it only works in the School Store and Activity Roster). If a form is clicked in either of these, it will populate non-ambiguous data and leave any ambiguous fields BLANK.
Post to Course Section
The Post to Course Section feature allows you to associate an activity with a Course and Section and update the roster once the activity is in one of these statuses:
- Registration Open
- Registration Closed
- Active - Registration Open
- Active - Registration Closed
- Ready
- Approved
Posting to a Course Section is done for activities appearing on the Current or Upcoming tabs of the Activity Monitor.
Posting registered students to a Course Section allows you to track attendance using Campus Instruction and puts the activity on the student's schedule.
Only students who have the Registration Confirmed checkbox marked can be added to a Course Section roster. The students must have just one primary enrollment.
Posting to a Course Section can be done manually or automatically.
Manual Post to Course Section
Students are manually added to a section roster by selecting Manual Post to Course Section from the Post to Course Section dropdown list.
If students are added to the Activity Registration roster after the initial section roster is updated, you can complete the following steps again and Campus will update the section roster with the newly added students.
- Once the activity has the proper status, choose Manual Post to Course Section from the Post to Course Section dropdown list.
Result
The Post to Course Section area displays.
- Select the Calendar, Course and Section.
- Click the Preview Section Roster button.
A preview message displays.
If there are students who cannot be added to the roster, their names display on the preview message. This could include students who do not have a primary enrollment. After reviewing these students and correcting any issues, you can complete these steps again to append these students to the section roster.
- Click the Update Section Roster button.
Result
A confirmation message displays.
- Click the Confirm Update button.
Result
Campus updates the Section Roster.
If there are students who cannot be added to the roster, their names display on the preview message. This could include students who do not have a primary enrollment. After reviewing these students and correcting any issues, you can complete these steps again to append these students to the section roster.
Auto-Post to Course Section
If the option Auto-Post to Course Section is selected, students are automatically added to the section as soon as the Registration Confirmed checkbox is marked and the activity has been saved.
It may take up to a minute after the Registration Confirmed checkbox is marked AND the roster has been saved before the student appears in the section roster.
When Auto-Post to Course Section is selected, the Registration Confirmation Process toggle is automatically turned on. The Registration Confirmed checkbox will be marked for those participants who have made payment and have all forms completed (the Payment Status will appear as PAID and Required Forms Complete checkbox will be marked).
- Once the activity has the proper status, choose Auto-Post to Course Section from the Post to Course Section dropdown list.
Result
The Registration Confirmation Process toggle is turned ON and the Post to Course Section area displays.
- Select the Calendar, Course and Section.
- Click the Save or Save & Stay button.
Result
Students who already have the Registration Confirmed checkbox marked are automatically placed in the section roster.
As students are added to the activity and their registrations are confirmed, they will be added to the section roster.
Preview Section Roster
If students' names appear on the preview message after clicking the Preview Section Roster button, it means there is an issue with their enrollment, or their registration has not been confirmed.
| Issue | How do I fix it? |
| The registration has not been confirmed. |
|
A student does not have a primary enrollment or has two or more primary enrollments. The Warning symbol appears on the Roster button in Activity Monitor... ...and a warning message appears after clicking the Roster button.  |
After all enrollment issues have been resolved and the students have been posted manually, the warning messages no longer display. |
View and Delete In Progress Registrations
When a parent starts a registration for their child, completes the required forms, but does not complete the payment, a registration will receive a status of In Progress. If there are In Progress registrations for an activity, the View In Progress button will appear in the Activity Roster. When clicked, a side panel displays the students who have a registration started as indicated by the IN PROGRESS status. These can be deleted individually for each activity.
- Click View In Progress.
- Click + to show a drop-down of each student with an In Progress registration.
- Select the students whose registrations will be removed. This will be indicated by a green checkmark next to their name.
- Click Delete. The Delete In Progress Registrations message box will appear.
- Click Delete to remove the incomplete registrations.
- Click the Export button to download an Excel file to review the activity name, student name, deleted forms, and who they were started by.
Activity Roster Filter Fields for Ad hoc Reporting
The Ad hoc Reporting tools allow users to create custom queries and reports on various types of information stored within the Campus database. The following Activity Roster fields are available for creating queries with the Filter Data Type of Student (Student > Activity Registration > Roster)
| Roster Data | Ad hoc Field Name |
|---|---|
| Person ID | actRegRoster.personID |
| Activity Type | actRegRoster.activityType |
| Activity Name | actRegRoster.activityName |
| Item Name | actRegRoster.itemName |
| Activity Start | actRegRoster.activityStart |
| Activity End | actRegRoster.activityEnd |
| Registration Start | actRegRoster.regStart |
| Registration End | actRegRoster.regEnd |
| Sign Up Date | actRegRoster.signUpDate |
| Payment Complete | actRegRoster.paymentComplete |
| Forms Complete | actRegRoster.formsComplete |
| Registration Complete | actRegRoster.registrationComplete |
| Posted to Course Section | actRegRoster.postedToCourseSection |
