Updated: August 25, 2022

This page includes guidance for the Faculty of Arts & Science. If you are not part of A&S, your division may have different guidelines in place. Please refer to your divisional contacts for support.

The following outlines general guidelines for adding non-registered individuals to Quercus course shells for 2022-23.

Please note: Students registered at the University will not be charged an audit fee for auditing except in cases where Certificates of Attendance are requested. For questions, please contact Associate Dean, Teaching & Learning.

Considerations

Adding users to a ROSI-based course is generally at the discretion of the instructor. The steps for adding users can be completed by those in a Teacher role. The Course Roles and Permissions document includes details around the level of access by role.

Auditors can be added to a course following the same process above. Any discussion around fees should be directed to your department. Once this has been established, please review the information around best practices for adding auditors.

General Guidelines

Auditors are generally added as "Observers" which allows them to access course content but not the assessments, discussions, nor the Grades area.
Auditors who need access to assessments or the other tools within the course beyond content would need to be added manually in the role of "Unregistered Student" to distinguish them from the list of students enrolled via ACORN.
If students are added via this method, after the deadline to enrol (September 21 for F & Y courses; January 22 for S courses), instructors will have to manually check the ROSI course enrolment against the Quercus student list to remove students who did not enrol in the course via ROSI.

Waitlisters

Students on the waitlist can gain access to a course if the course is made "Public" in the course settings and the link is shared then with the students. Students will gain full access to the course if they become officially enrolled in the course.
Another option is to add students as "Observers," but the students will need to be manually removed if they are not enrolled in the course. This requires periodic review of the class list.
- If students are successful in getting a spot in the course, they will have a dual role, granting them access as a full Student, but leaving the Observer role listed in the People tool. It is recommended that instructors review the list after the waitlist period is over and update to remove the Observer role for any students who show up with the dual role.
Considerations:
- Waitlisters who are accessing a Public course:
  - will need access links for Zoom or Teams meetings in the Modules or other content areas of the course (or sent by email).
  - Please note: Announcements do not work for students not on the People list within the course - i.e. those that access the course via Public link.

Auditors and Guest Speakers