Create or Edit All Types of Student Groups

You can use the Groups page to: 

• Create manual student groups.

• Edit all types of groups. For example, you can specify how often you want Anthology Student to refresh a dynamic group once you have created it using a View.

• Display, copy, and download the query for dynamic, frozen, and static groups.

When you access a dynamic group created using a View, the page for the group displays the Views icon () along with the View used to create group in parentheses at the top of the page. You can select the link to go directly to the View.

If the group was created using a report, no icon or report name is displayed on the Groups page because the report is not associated with the View after it is created.

Prerequisites

You must have: 

• To create a group and add students, Common - Student Group - New authorization

• To edit a group, Common - Student Group - Edit authorization

• To add students after the group was created, Common - Student Group - Edit authorization

• To remove students, Common - Student Group - Edit or Common - Student Group Delete authorization

• To display, copy, or download the query for a dynamic, frozen, or static group, Common - Student Group - View authorization

To edit the values for a public or private group, you must be group's owner or have Common - Student Group - Administrative Tasks authorization.

To change the group, you must be authorized to work with the campuses for the group.

To add, remove, or refresh the students in a private group, you must be the owner of the group or selected for Staff with Access to Private Group For private groups, specifies the staff members for the campus who can use the group. They can also add or remove students. The staff member that you select must be authorized. when the group was created.

To add, remove, or refresh the students in a public or private group. The group also:

• Cannot be expired

• Must have the Active check box selected

You should also be familiar with the Types of Student Groups and Methods for Creating Them.

Access Method

Select the Groups tile.

Procedure to Create or Edit a Group

1. If you want to:

   • Add a group, select the New button on the toolbar

   • Edit an existing group, select the name in the list

2. Specify or edit and review the following values. The values that are displayed will depend on the type of group.

   Active Specifies whether the associated record is active. Display as Portal Content This field is used to control whether certain web parts are displayed to students on the Student Portal home page based on their membership in student groups. This functionality is only available when the Portal is configured to use web parts. It is not applicable when the Portal uses the tile-based home page. Expiration Date The date when the item is no longer valid. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date. For student groups, the default is configured for the campus by your institution. Group Visibility Specifies who is authorized to view groups. The options are: - Public: Specifies that any staff member who is authorized to view groups can use the group. - Private: Specifies that only the owner of the group and the staff members that the owner grants access can use the group. The staff members must also be authorized to view groups. Group Type Specifies the type of group. The options are Manual (M), Frozen (F), Static (S). or Dynamic (D). Dynamic is available if the Allow Dynamic Groups check box was selected when the system was configured. Once you have created or changed a group to manual, you cannot change it back to static, dynamic, or frozen. Once you change it to Manual, the field is disabled.  Read Notes. Job Frequency Specifies how often the SQL query that generates the group is executed. The field applies only to dynamic groups. Unless you are authorized to view all job frequencies, it only displays the values that have been configured for Contact Manager for the CampusNexus Web staff group. Last Date Refreshed The last date the SQL query that generates the list was executed.

   Keep Manually Added or Removed Students on Refresh The check box is only displayed for dynamic and static groups. When the check box is selected, the students you added manually are included in the group and the students you excluded manually are excluded from the group when it is refreshed. Name The descriptive name of the item. Owner The staff member who adds and owns the group. Staff with Access to Private Group For private groups, specifies the staff members for the campus who can use the group. They can also add or remove students. The staff member that you select must be authorized. Transfer Student Monitoring Group Select the check box to indicate that this is a group used for students to be placed into Transfer Student Monitoring (TSM). Once you have created the group and added the students, the group can be used to create the Batch Inform File that gets exported to NSLDS which places the students in monitoring. While you can use student groups to add students to TSM, they are not required. If you do not want to use groups, you can use filters (such as date ranges and student status filters) to gather the students on the Transfer Student Monitoring Export page instead. The student groups you create for export should not be used for disbursement holds. For additional information, refer to Background for Transfer Student Monitoring. Use for Auto Award COA Specifies whether the group can be used to define the cost of attendance (COA) awarding and disbursement rules for the auto-awarding engine. Use for Auto Award Criteria Specifies whether the group can be used to define awarding and disbursement rules for the auto-awarding engine.

   Notes about Group Type

   Dynamic groups are created from Views or converted from another group type. A dynamic group is a list of students that changes when a student qualifies for the group due to a change in the variable upon which the group was selected. For example, if a group includes students in the Math Program Version 2, any student enrolled in the program version automatically becomes a group member. A student who leaves the program is automatically removed from the group. A dynamic group can be changed to a manual group, but once you save it as a manual group, it cannot be changed back to a dynamic group.

   The Allow Dynamic Groups Select Yes if you want staff members to be able to create dynamic groups. Dynamic groups use views to create a list of students. If you select Yes, you can also specify how often the student groups are refreshed on the Dynamic Groups tab. (Select the Settings tile > expand System > select Staff.) option under Settings > System > General must be set to Yes if you want staff members to be able to create dynamic groups. If you select No, the system will make the dynamic group type unavailable when creating new groups and will not allow another group type to be changed to dynamic.

   Dynamic groups are just like static groups, except that the refresh interval can be set to occur on a schedule, such as daily or hourly. This interval is set within the group in the “Job Frequency” field on the Groups page. The frequency options are configured in Dynamic Group Frequency When dynamic groups are in use (Allow Dynamic Groups setting on this page), you can specify the default update frequency for dynamic groups. The frequency values are Bi-Weekly, Daily, Hourly, Monthly, and Weekly. The default setting is Hourly. under Settings > System > General.

   Frozen groups are created by changing any existing group type to a frozen group. For example, you can create a frozen group if you want to compile a list of students who started on a given date, and the group members must be retained indefinitely.

   Manual groups are created from a View or directly on the Groups page by adding one student at a time. Groups that originated as another type of group can be changed to manual groups. For example, you can create a static group by running a report, convert the static group to a manual group, and then add or remove students from the group as required.

   Static groups are created from reports. The group population can be refreshed based on the parameters used to build the group. When the Refresh Students button is available, new students will be added to the group and others removed, depending on whether the parameters of the group apply to them. For example, if a group consists of active students at Campus A and the group is refreshed, students will be added or removed depending on whether they are active at Campus A.

   The Allow New Student Groups from Reports If you want staff members to be able to create new student groups from report output, select the type of report. Manual indicates you can only update the students in the group by manually adding or removing them. Static indicates you can rerun the report to update the students or manually add and remove them. If you do not want staff members to create student groups from reports, select No. option under Settings > System > General determines if student groups can be created from reports and whether the default group type is Static or Manual.

   For more information, refer to Types of Student Groups and Methods for Creating Them.

3. If you selected the Private option in "Group Visibility", specify the Staff with Access to Private Group For private groups, specifies the staff members for the campus who can use the group. They can also add or remove students. The staff member that you select must be authorized..

4. Select the Save button.

Procedure to Add Students to a Group

If you need to add students to a group that was configured in Financial Aid to be a verification comment code hold group for the ISIR import options, you must add them using the Groups tile from the Student Profile so that you can select the award year when the hold applies. You only need one group for verification and comment codes. When an ISIR is imported and a student is flagged for verification or a comment code, Anthology Student identifies the award year and associates the student with the award year-specific group.

1. In the Student list, select the Add button.

2. In the Search Student dialog, select the students.

3. Select the Select button. Anthology Student closes the dialog and refreshes the list with the students and their information.

   Added By The name of the staff member who added the person or item. Award Year The financial aid award year. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Date Added The date when the item or person was added or the status change was entered. Date Removed The date when the student was removed from the group. Manually Added/Removed Specifies whether a person was manually added or removed.

   Program The name of the program. Programs are configured by your institution. Removed By If the student was removed from the group, the last and first name of the staff member who removed the student from the group. School Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled. Student Name The last and first name of the student. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

4. If you want to save the group and:

   • Continue making modifications to the current group, select the Save button

   • Return to the Groups list, select the Save & Close button

Procedure to Work with the Query for Groups

1. Select the dynamic, frozen, or static group in the list.

2. Select the View Query button in the toolbar.

3. If you want to: 

• Copy the entire query to the clipboard, select Copy to Clipboard

• Download the query as a text (.txt) file, select Download Text

Example

The example shows the Groups page using the filters available on the left.