The Groups Tab shows the groups you are authorised to view. Organisation Administrators can view all groups within an organisation while Educators and Restricted Educators can only see the groups they are assigned too. Groups allow for learners to be grouped together to facilitate assigning them to assessments, and to allow for reporting on a group basis.
Creating groups is essential for keeping track of reporting and assessment. Learners and educators can be in any number of groups at once.
Organisational Structures: Thinking about how programmes and courses are structured within your organisation is central to deciding on how to group Learners in the Assessment Tool.
Types of Groups
There are two types of group in the Assessment Tool; Organisation Groups and Educator Groups. When first created, a group is like an empty container, i.e. you can create a group without learners or Educators assigned to it. Once a group is created, learners and Educators can be added. A group may contain any number of learners, and learners and Educators can be added or removed at any stage.
Organisation Groups are created and managed by the Organisation Administrator of your organisation. They control which learners can be seen within the Assessment Tool by which Educator. Organisation Groups can have multiple learners and Educators assigned to them, but can also have one or more Group Owners - a specific Educator who is able to assign other Educators to that group.
Organisation Administrators can create Educator Groups and assign an Educator to them. This is performed from within the ‘view details’ screen for a specific Educator. Organisation Administrators can also edit and/or delete Educator Groups created by other Educators.
Restricted Educators are not able to create Educator Groups although an Organisation Administrator may assign a Restricted Educator to an Educator Group.
Educator Groups are created and managed by the Educator. Only one Educator can be connected to an Educator group. An Educator who creates an Educator Group becomes the default owner of that group. Only learners that the Educator can view through their Organisation Group membership(s) can be added to an Educator Group.
Organisation Administrators can create Educator Groups and assign an Educator to them. This is actioned from within the ‘view details’ screen for a specific Educator. Organisation Administrators can also edit and/or delete Educator Groups created by other Educators.
Restricted Educators are not able to create Educator Groups although an Organisation Administrator can assign a Restricted Educator to an Educator Group.
Creating a Group
From the Groups Tab.
Select the link Create new Educator group or Create new Organisation group in the side menu at the right hand side of the screen (the name of the link and the type of group that you will create is determined by your role).
- On the Create New Group page, enter in a Group Name – this is a required field that may be free text of your choice.
- The Your Notes section is optional, but may be used to describe any relevant details of the group.
Now you can either:
- Select Add more Learners to view a list of available learners that you can add to the Group or
- Select Save Group to save the group without any learners. You can always add learners to the group at a later date.
See Understanding Groups in the Assessment Tool for more details on the difference between Organisation and Educator Groups.
To view a list of the groups that are available to you, access the Groups Tab from the main menu. Select the specific group to access the group details page where you can add learners or Educators (if you are an Organisation Administrator or a Group Owner for the particular Group).
Note: If you have more than 20 groups, you may need to click through the hyper-linked page numbers at the bottom of the screen.
Organisation Administrators can both hide and unhide groups. If an Educator or learner is a member of a group that has been removed from sight, 'Hidden group(s)' will be listed under their name within their respective tab.
Additional Online Help for the Groups Tab
Within the Assessment Tool, the Online Help Guide has further useful information relating to the Groups Tab, including:
Adding Educators to an Organisation Group (Organisation Administrator only)
Changing the Assigned Educator for an Educator Group (Organisation Administrator only)
Creating an Educator Group as an Organisation Administrator (Organisation Administrator only)
Assigning Group Ownership (Organisation Administrator only)
Viewing Educators and Group Owners assigned to an Organisation Group (Organisation Administrator only)
Removing Group Ownership (Organisation Administrator only)
Removing Educators from a Group (Organisation Administrator only)