JOIN Details and Instructions

The JOIN feature allows users to enroll themselves in some types of Carmen Spaces.

JOIN is NOT available for Carmen courses listed in the Registrar’s Master Schedule; rather, it is intended for staff training courses, departmental discussions, and similar activities in which membership is fluid and open to very large groups.

Carmen users can access a list of spaces for which JOIN is enabled by clicking the JOIN link in the Welcome bar on the Carmen home page.

JOIN: Overview

This overview lists the steps to request, set up, and use the JOIN feature with Carmen spaces.

The JOIN process can be completely customized. You can also define whether JOIN users require approval from the space owner before being enrolled in a course.

Request Carmen Space and Enable JOIN

• Request a Carmen Space (non-registrar course)
• Enable JOIN

Set Registration Options and Select Registration Form

• Provide information to registrants and set registration options
• Set registration restrictions
• Select registration form

Additional Options

• Approve and delete registrations
• Viewing JOIN reports
• Turn off JOIN
• Create custom registration form
  

JOIN: Basic Instructions

Request Carmen Space and Enable JOIN

To request a Carmen Space:

1. Request a Carmen space (non-registrar course) as described on the Carmen Space by Request page.
2. Include in your request that you would like to use JOIN. List any individuals besides you who will need access rights to monitor and manage JOIN enrollments.

To enable JOIN in a Carmen Space:

1. When your Carmen space becomes available, log into Carmen and go to your Carmen space.
2. Click Edit Course in the NavBar. Click the Course Offering Information link.
3. On the Course Offering Information page, check the box next to Can Register. (This option is available only to those with InstructorSelf roles.)
4. Click Save.

Set Registration Options and Select Enrollment Form

To provide information to registrants and set registration options:

1. Click Edit Course in the NavBar. Click the Self-Registration link.
2. Click the Info icon on the Registration List page. The Registration Info page displays.
3. Type a message in Course Info. This text is displayed to users when they begin the JOIN process for a course. (This is typically a description of the course or other information that users might need before registering.)
4. Choose Student from the Role to Register as drop-down list.
5. Check Send Enrollment Emails if you want Carmen to automatically send an email to students that register in your course.
6. Check Approve Enrollments if registrations must be approved before they are granted access to the course. If unchecked, any users who self-register will be granted immediate access to an active course.

If Approve Enrollments is checked, users will see a message that their registration is subject to approval.

7. If desired, click Add Co-requisites to add additional courses in which participants will be enrolled when they register for the current course. For example, registering in “Staff Training Course 1” could automatically register the participant in “Staff Training Course 2.”

To add a co-requisite, you will need the Course Offering Code of the second course.  To find this, open the second course and click Edit Course > Course Offering Information.

8. Click Save.

To set registration restrictions:

On the Registration Restrictions page, set date restrictions for enrollment and specify the maximum number of registrations and any pre- or anti-requisites.

1. Click Edit Course in the NavBar. Click the JOIN link.
2. Click the Restrictions icon on the Registration List page. The Registration Restrictions page displays.
3. Check Registration Start Date and Registration End Date, and select the appropriate dates. The course appears on the JOIN page for student registration during the window of time you specify. (The registration start/end dates are independent of the course start/end dates.)
4. Set the maximum number of people who can register for the course in the Self-Registration Limit textbox. When the limit is met, the Carmen space will no longer be available for new registrants.

If you set the option to approve enrollments, delete any unapproved applicants to make room for new registrations. See Approving and Deleting Registrants .

5. Type an email address in the Limit Notify Email field. If/when course enrollment reaches the limit specified in JOIN Limit, a notification email is sent to the email address in this field.
6. If desired, specify any prerequisite enrollments or excluded enrollments:
   • Click Add Prerequisites to set courses a user must already be enrolled in before they will see the current course in the JOIN page.
   • Click Add Excluded Enrollments to set courses a user must NOT be already enrolled in to see the current course in the JOIN page.

To select a registration form:

A registration form must be active before users can access JOIN for a Carmen Space. A standard registration form is provided. The information gathered by the registration form can be viewed on the Registration Report page.

Space owners cannot modify the standard registration form; however, they can create a custom registration form if desired.

1. Click Edit Course in the NavBar. Click the JOIN link.
2. Click the Forms icon on the Registration List page. The Registration Form page displays.
3. Select the radio button next to the applicable registration form, either the standard form or a custom registration form.
4. Click Save.

Additional Options

Approving and Deleting JOINs

If you have enabled the Approve Enrollments option for a course (located on the Registration Info page), an space owner must approve all registrants before they can access the Carmen space.

A user must have the role of “InstructorSelf” to approve or delete enrollments.

1. Click Edit Course in the NavBar. Click the JOIN link.
2. Search for any unapproved registrations by selecting All unapproved users from the Show drop-down list and clicking Search.
3. Click the View Form icon beside a username to see the information submitted by the user.
4. Check the boxes beside users that you need to approve.
5. Click the Approve Selected icon to enroll the selected users.
   OR
   Click the Delete Selected icon to delete the selected users from the course.

Viewing JOIN Reports

1. Click Edit Course in the NavBar. Click the JOIN link.
2. Click the Report icon on the Registration List page.
3. Under Search Options, select Show Self-Registrations Only.
4. Click Generate Report.

Turn Off JOIN

1. Click Edit Course in the NavBar. Click the Course Offering Information link.
2. On the Course Offering Information page, uncheck the box next to Can Register.
3. Click Save.

A course will automatically be removed from the JOIN page when it has reached its Self-Registration Limit or when the End Date specified in the registration restrictions has passed.

Create a Custom Registration Form

Before users can self-register, a Carmen Space must have an active registration form. A standard registration form is provided, but space owners cannot modify this form. However, space owners can create a custom form as described below.

The information gathered by the registration form can be viewed on the Registration Report page.

1. Click Edit Course in the NavBar. Click the JOIN link.
2. Click the Forms icon on the Registration List page. The Registration Form page displays.
3. Click New Form. Type a Form Name. Click Save Form. The icons along the top of the page become active.
4. Click Add System Field to insert a standard form field. The system fields that can be added to a registration form are the same as those found in the User Profile in the Classlist tool.
   • Check the applicable fields and check the corresponding boxes in the Is Required column if they should be required fields.
   • Click Add. The Add System Field page closes and the selected fields display in the Edit Registration Form page.
5. Click Add Custom Field to insert customized fields. The Create New Custom Field page displays.
   • Type a Field Name.
   • Type a Field Description. This text will be displayed to users if they click the gray Help icon next to the field in the registration form.
   • Check Is Required if the field is mandatory.
   • Choose a Data Type from the drop-down list. This defines what kind of information the field will gather. Depending on the Data Type you choose, you will be presented with additional options:
     • Drop-down List, Check List, or Radio Buttons: type the various values for the field in the fields, and set a Default Value by selecting the radio button next to the applicable field. Use the Add and Remove icons to add/delete options.
     • Text Input: specify the Number of Rows (height), Number of Columns (width), Maximum Length (the max number of characters accepted), and any Default Text to be displayed in the field before the user types their own text.
     • Date Input: set the default date to appear in the field by selecting Current Date or Specific Date. If you choose Specific Date, select the applicable date from the drop-down lists.
     • Numeric Input: if applicable, enter a default value.
   • Click Add. Your new custom field displays in the Edit Registration Form page.
6. Click Re-Order Fields and follow prompts to edit the order that your fields are listed in.
7. Click Delete Fields and follow prompts to delete any unwanted fields.
8. Click Preview Form to test how your registration form will look.
9. Click Save Form when you have completed your form.
10. Click Go Back to return to the Manage Registration Forms page to select the form.

Carmen is a service of TELR in the Office of the CIO.
Having trouble accessing this page? Contact us at carmen@osu.edu or call us at 614.688.4357 (688-HELP) (V), 614.688.8743 (TDD) for assistance.