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Create sub-groups


1. Introduction

You can create sub-groups of students in your module or course group to allow students to collaborate on projects, assignments or other types of group work. 

If you need to create a number of sub-groups to match your pre-defined seminar groups, the most efficient way of doing this is to import the sub-groups and members via CSV files. Templates are available for this process (as described in section 4 of this guide).


2. Single sub-groups (one group at a time)

Use this method if you need to create a single sub-group. For single sub-groups, you have the choice of self-enrol sub-groups (ideal for activity or event sign-up sheets) and manual enrol sub-groups (ideal if you want your sub-group to match a seminar group).

a. In the Control Panel, click Users and Groups then Sub-Groups.

Menu options

b. Hover your mouse over Create, then under Single Sub-group, choose an enrolment option (manual or self-enrol).

Create options

c. Type a Name for the sub-group, this is a required field.

d. Type a Description for the sub-group. This is an optional field but may help students to understand what the sub-group is for.

e. Select Yes to make the sub-group available. If you are creating a self-enrol sub-group, you also have the option to select Sign-up Sheet Only (this means that the group will be available after all members have signed up).

f. Choose the tool availability for the sub-group by ticking boxes. We recommend only choosing tools that you definitely want students to use. If you're marking the students' contributions using the tools you've chosen, select the Grade: Points possible option and mark out of 100.

g. Untick Allow Personalisation. This prevents students from adding their own tools or accidentally removing something vital.

Personalisation

h. Tick Create Smart View for this group. For more information, see our smart views guide.

Smart Views

i. The next options will differ depending on whether you are creating a self-enrol or manual sub-group.

Self-enrol sub-group: Complete the Sign-up Options section, including a name and instructions, maximum number of members, and whether students should be able to see the names of others in the sub-group. Tick Allow students to sign-up from the sub-groups listing page.

Manual enrol sub-group: Click Add Users and tick the boxes next to the students that you want to add. When you've selected all group members, click Submit.

j. Click Submit.


3. Sub-group sets (create multiple groups at once)

Use this method if you want to create more than one sub-group at the same time. This method is most useful for setting up random enrol sub-groups.

a. In the Control Panel, click Users and Groups then Sub-Groups.

Menu options

b. Hover your mouse over Create, then under Sub-group Set, choose an enrolment option.

Create options

c. You have the choice of random enrol, self-enrol or manual enrol sub-groups.

d. Type a Name and Description

e. Select Yes to make the sub-group visible so that students can access it.

f. Choose the group's Tool Availability by ticking boxes. We recommend only choosing tools that you definitely want students to use. If you're marking them on their contributions using the tools you've chosen, select the Grade: Points possible option and mark out of 100.

g. Untick Allow Personalisation. This prevents students from adding their own tools or accidentally removing something vital.

Personalisation

h. The next options will different depending on whether you are creating random, manual or self-enrol sub-groups.

Random enrol sub-groupsSet the Membership options. You can select the Number of Students per Sub-group (number of groups will be automatically determined) or the Number of Sub-groups (number of students per group will be automatically determined). Determine how to enrol any remaining members. If you have 51 students in ten groups of five, one student needs to be put in a group. You wouldn't put that student in their own group. However, if you had 54 students, you might put four students in their own group. If you Distribute the remaining members amongst the sub-groups, one group would contain six students.

Random enrol options

Self-enrol sub-groups: Complete the Sign-up Options section, including a name and instructions, maximum number of members, and whether students should be able to see the names of others in the sub-group. Tick Allow students to sign-up from the sub-groups listing page. Enter how many sub-groups you want to create.

Sign up options

Manual enrol sub-groups: Enter how many sub-groups you want to create. You can add members after you have set up the groups.

Self enrol options

j. Tick Create Smart View for this group. More information is available in our smart views guide.

Smart Views

k. Click Submit.



4. Import sub-groups (e.g. seminar groups)

The instructions in this section explain how to create sub-groups based on a CSV file. You can set this up in Excel. This method is useful if you need to create multiple manual enrol sub-groups, to match seminar groups for example.

To set up your CSV files:

a. To download the sample CSV files from MyBeckett, in the Control Panel at the bottom left of your module, click Users and Groups, then Sub-groups.

Menu options

b. Click Import.

Import

c. Click More Help at the top of the Import Groups page.

More help button

d. Click to download the two sample CSV files, called Sub-groups and Members.

CSV file list

e. Open the sub-groups CSV file (called sample_groups.csv) in Excel. Replace the sample data with a row for each of the sub-groups you want to create.

Example group CSV

  • Group Code: Enter a code to identify each group. Note, this cannot contain any spaces, use underscores instead e.g. seminar_A. It will not be visible to students.
  • Title: This is the title that students will see. This field is required.
  • Description: This is the description that students will see. This field is optional.
  • Group Set: This is an optional field that you can use to categorise your sub-groups, e.g. Seminar Group, Project Group, Field Trip Group.
  • Available: Enter Y to make the group available to students. This field is required.
  • Personalization: We recommend N so that students don't accidentally remove important tools or information from the sub-group.
  • Self Enroll: Only relevant to self-enrol sub-groups. Enter Y if you are creating a self-enrol sub-group (sign up sheet).
  • Max Enrollment: Only relevant to self-enrol sub-groups. Enter the maximum number of students who can sign up.
  • Show Members: Only relevant to self-enrol sub-groups. Enter Y if you want students to view other group members, or N if not.
  • Sign Up from Group List: Only relevant to self-enrol sub-groups. Enter Y so that students can sign-up.
  • Sign Up Name: Only relevant to self-enrol sub-groups, e.g. Sign up here.
  • Sign Up Instructions: Only relevant to self-enrol sub-groups, e.g. Choose a time slot (only one).

f. Save your updated CSV file but keep it open for now.

g. Open the members CSV file in Excel (called sample_groupmembers.csv). This contains two columns, for group code and user name.

Example import users

h. In the User Name column (column B), paste a list of student c numbers to add to your sub-groups. If necessary you can download a list of usernames from your module's Grade Centre.

i. In the Group Code column (column A), you will need to add the group code for the sub-group that you want to add each student to. The group codes are listed in the sample_group.csv file that you just created. 

To import your CSV files:

a. In the Control Panel at the bottom left of your module, click Users and Groups, then Sub-groups.

Menu options

b. Click Import.

Import

c. In the Import Sub-group Members section, click Browse My Computer and select your sample_groupmembers.csv file. 

Import group members

d. In the Import Groups section, click Browse My Computer and select your sample_group.csv file.

Import group members

e. In the Tool Availability section, tick the tools that you want to make available in your sub-groups.

Tool availability list

f. Click Submit.

g. When you refresh the sub-groups page, your new sub-groups should be listed, with the number of members indicated in the Enrolled Members column.

h. You can click the action link to the right of a sub-group name and click Edit Group if you want to change settings or membership for an individual group.

Edit group



When you have created a sub-group, it is a good idea to add a link to the module menu so that students can access the sub-group. 

a. In Edit Mode, click the plus icon at the top left of the module menu. 
Plus icon

b. Select Tool Link from the list of options.
Tool link option

c. Type a meaningful name for your link, such as the name of the sub-group. This is the text that will appear in the module menu.
Sub-group name

d. Select Sub-groups from the Types drop-down menu.
Tool type

e. Tick Available to users, so that the menu link is visible to learners. 
Tick box

f. Click Submit.
Submit button

g. Your new link will appear at the bottom of the module menu. You can move this by hovering over it, and clicking and dragging the double-headed arrow.



6. Create a Smart View for a sub-group

You can create a Smart View to provide a focused look at the Grade Centre, showing the columns that match criteria that you have set. Smart Views are useful when you want to quickly find data from a long list of students.

a. In Edit Mode, click Users and Sub-groups from the Module Management menu (bottom left).

Module Management menu

b. Click Sub-groups.

Sub-groups option

c. Click the action link to the right of the Sub-group that requires a Smart View, then click Create Smart View.

Create Smart View option

d. A confirmation message will appear in a green bar at the top of the screen.

Success message

e. To add the Smart View as a quick link so it appears below Grade Centre in the Module Management menu, click Grade Centre, then Full Grade Centre.

Grade Centre menu options

f. In Grade Centre, click Manage, then Smart Views.

Manage Smart Views option  

g.  Find your sub-group in the list of available Smart Views, and click the star icon to add the sub-group as a favourite.

h. A link to the sub-group Smart View will appear in the Module Management menu.



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