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What is Roster Locking?

Leads can lock or unlock Rosters depending on whether they want to prioritize data quality or convenience. Rosters are initially unlocked

  • With a Locked Roster, participants can only access the survey if they have already been added to the Roster. This ensures each participant is identified correctly every time they submit a survey, but it requires pre-populating the Roster before participants can take the survey.

  • With an Unlocked Roster, participants can add themselves to the Roster when they access the survey for a Class/Group. This means the Roster does not have to be pre-populated or complete, but unlocked rosters can reduce data quality, for example:

    • If a participant accidentally uses different identifiers to access the survey (e.g., they mistype their email, use different email addresses, or use an email once and an ID number a different time), they will be treated as multiple participants. This will skew data and make it harder to detect meaningful changes.

    • Until all participants are added to a Roster, participation percentages may appear higher.

When Rosters are unlocked, ensure participants use a consistent identifier to access the survey, e.g., only their school email. Reinforce this message by selecting the appropriate Sign-On Type and enabling a Sign-On Rule.

Roster Tips

  • Select a Sign-On Type and enable a Sign-On Rule to make sure participants use an appropriate identifier. 

  • Lock Rosters once your Roster has stabilized, e.g., after your schedule adjustment period or add/drop deadline. This will reduce the likelihood that participants accidentally use the wrong identifier.

  • Review Rosters and adjust them as needed. For example, you may remove participants who are no longer enrolled or correct any typos. 

How do I lock/unlock a Roster(s)?

Community Leads or Class Leads can lock/unlock Rosters.

  • From the Classes tab, select the Class you would like to edit by clicking the box next to the Class name

  • To lock the Roster(s), toggle the Locked button from an X to ✓. The lock icon next to the Class name will appear locked

  • To unlock the Roster(s), toggle the Locked button from an ✓ to X. The lock icon next to the Class name will appear unlocked

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