Student Groups/Class [3017]

 

          

 

Module Description

Groups allow schools to categorize students internally based on its own coding procedures.

Example: NY0405DMT (campus location (New York), start date (2004, May), schedule (Day), and program of study (Massage Therapy))

 

Grouping students saves time by providing a way for postings to be made on a group of students instead of individually, e.g., posting Attendance/grades.  This module enables you to create, modify, delete, and browse through Students Group records.

 

The Admissions Rep typically initially groups students after enrolling the student in 3014.

The Registrar usually maintains the groups for the students in such cases as:  Student failed subjects, student section changes, etc.

The list of students on the Attendance Sign-In-Sheet, Instructor Grade Sheet and the 4038 student roster is affected by group code, effective dates and other fields.  Groups determine what students will show and what students will not show on these class rosters.

Most reports can be run by groups instead of on an individual student.  This saves time.

Each enrollment for the student should have at least one Group (optional).

Useful Reports for Term Schools: 

The Term List Report (TLR) provides the details of 3017 and other important postings.  Print this report and use it to verify the postings made by the Admissions and Registrar staff:

 

Admissions:  This report should be analyzed before posting attendance or subject completions on new groups of students to verify the accuracy of the postings made by the Admissions Representatives (entries in 3014, 3017 & 3018).

 

The Attendance Sign-In-Sheet and/or Instructor Grade Sheet can also be used to verify that the right students have been grouped and should be reviewed prior to being used.

 

 

Field

Description

Key

Refers to the number sequentially assigned for each entry

Group/Class Group

Choose from a drop down menu.  Groups were previously defined in the control TRX # 3006 Groups

Type Flag

Choose a Type Flag from the drop down menu. Type Flags were previously defined in the control of Trx 3007 Type Flags.

Effective Date

Defaults to the start date of the students enrollment, change if appropriate

End Date

Defaults to blank, which allows the student to remain in the group until a student end is posted to the student’s enrollment in TRX 4043, or a manual END date is posted to the group in this module.

Retake

Defaults to NO, change if appropriate

Remove

Defaults to NO, change if appropriate,

 

 

NOTE:  Groups are created and maintained in the control 3006>Groups.  If the group that you need is not available in the dropdown list then contact your Campus Administrator or Registrar, as they normally maintain this control.

 

A student must be grouped in order for the student to show on the Attendance Sign-In-Sheet, Instructor Grade Sheet and in 4038 where postings for attendance and grades are made by group.

 

FREQUENTLY ASKED QUESTIONS

 

The Admissions Reps will initially group students when enrolling the students and then their part is completed.  The following questions and answers have been written for the Registrar who typically maintains the students’ groups and assume your starting point is the 3017> Student Groups module.

 

 

How do the effective dates in 3017 effect the student in other areas of RGM?

 

Notice how the group Effective Date matches the Start Date of the enrollment, and the group End Date is left blank. The dates determine when a student will show in a group.  Class rosters, 4038>Posting by Group, Attendance Sign-In-Sheet will all be effected by the Effective and End date in 3017.

 

If a student’s Group Start and End dates are March 1-December 21, and you are in 4038>Post by Group and try to make a posting for December 22 the student will not show (populate) because you are trying to make a posting outside of his group effective dates.

 

REMEMBER3017>Student Groups Effective Date and End Date determine when a student is grouped with the Group/Class (cohort).

 

 

 

A student failed a subject and will attend a course out of sequence with another group to repeat the subject he failed, what do I need to do?

 

1.Choose the appropriate enrollment record, from the top under the “Enrolled In” dropdown (under the student Name)

2.Click ADD, to add the appropriate group the student will be attending repeat class with.

3.Choose the  group from the dropdown list,

4.Click SAVE.

5.Check the boxes of the group records that you want to modify,

6.Adjust the dates appropriately.

 

NOTE:  In this example the student will continue to attend his regular scheduled classes with his original group (cohort).  However, we will be attending the subject he needs to repeat with the night class.  In this case the End Date for the original group would stay the same (or you may leave the end date blank and student will remain in that group until they graduate or drop).  The effective date for the Night group would be changed to reflect the date he will start taking classes with the second group.

 

1.Change Retake to YES, (Retake only effects 4038> Post By Group and does not effect other modules)

 

RETAKE = YES means the student will be listed in 4038> Post By Group only for the subject that he is repeating. 

RETAKE = NO means the student will show in 4038> Post By Group in ALL subjects this group is enrolled in.

 

2.Click SAVE.

 

 

NOTE:  In this example if the student was not going to continue classes with the original group then you would also change Remove to YES.  This would remove the student from the rosters (Attendance Sign-In-Sheet, Instructor Grade Sheet and 4038> Post By Student) so that the student will not continue to be listed.

 

A student section changed from day to night, what do I need to do?

 

1.Choose the appropriate enrollment record,

2.Click ADD, to add the appropriate group the student will now be attending with.

3.Choose the  group from the dropdown list,

4.Click SAVE.

5.Check the boxes of the group records that you want to modify,

6.Change Remove to YES, (Remove effects 4038> Post By Group, Attendance Sign-In-Sheets and Instructor Grade sheets)

 

REMOVE = YES means the student will NOT be listed in 4038> Post By Group, 4038> Post By Group, Attendance Sign-In-Sheets and Instructor Grade sheets

 

REMOVE = NO means the student will show in 4038> Post By Group in ALL subjects this group is enrolled in.

 

1.Click SAVE.

 

NOTE:  In this example if the student was not going to continue classes with the original group then you would also change Remove to YES.  This would remove the student from the rosters (Attendance Sign-In-Sheet, Instructor Grade Sheet and 4038> Post By Student) so that the student will not continue to be listed.

 

A student will be attending classes out of sequence but will also still continue attending classes with his/her original group (cohort).

 

NOTE:  In this example the school should enter a student subject schedule in 4033>Student Subject Schedule.  This schedule would tell the system what subjects the students will be taking in each term.

 

Please note that if you choose not to enter a schedule that the following instructions will show the student in all the groups listed in 3017> Student Groups.

 

1.Choose the appropriate enrollment record,

2.Click ADD, to add the appropriate group the student will now be attending with,

3.Choose the  group from the dropdown list,

4.Click SAVE,

5.Repeat step 2-4 as necessary,

6.Check the boxes of the group records that you want to modify,

7.Change the Effective Date, End Date, Retake and Remove fields as necessary,

8.Click SAVE.