Groups Admin is used by various staff members in the medical school to manage membership in groups or manage 1:1 assignments. In some cases these memberships and assignments control what student data people in particular roles are authorized to see in Learning Outcomes. For example, Coaches are able to see data for particular students because they are members of a coaching group in the role of Coach and that coaching group has particular students in it.

If a Group Type is tagged with Roster, membership of groups in that type is visible in Group Rosters.

For some groups and assignments, a student's membership or assignment is visible on the Student Information tabs in Learning Outcomes and Student Records.

How To

Access the Application

1.  Log into the Group Management application.
2. If you are not authorized to manage groups in this application but need to be, contact the ARB software team to request access.

Create a Group

1. On the Group Type List page select the type of group you wish to create
   
   1. If you do not see the type that you need see how to create a Group Type below
2. In the Group Type Details panel select "New Group"
3. Enter the name of the group
4. Click Save to go to the Detail page of the group you just created OR
5. Click Save and Add Another if you would like to create another group of that type.

Create a New Group Type

1. Note: if you are making a new Type that you intend to be displayed for students and others to see on the Learning Outcomes Student Info page, that needs to be coordinated with HITS Software Delivery. Contact Mark Schneyer (schneyer@umich.edu) or Claire Cabrera (ccabrera@umich.edu) to coordinate.
2. On the Type List page select "New Type"
3. Enter the name of the Type
4. Select which Roles you want
5. Click the + sign to add an additional role
6. If you don't see a Role you need you can add a new role right here
   
   1. Click "Create a New Role"
   2. Name the Role and click save
   3. You can now add a new Role and select the new Role from the dropdown

Add a Role to an Existing Group Type

1. On the Type List page select the type you wish to modify
2. Select Add a Role from the Group Type detail panel
3. Select which roles you want
4. If you don't see a role you need you can add a new role right here
   
   1. Click "Create a New Role"
   2. Name the role and click save
   3. You can now add a new role and select the new role from the dropdown
5. You cannot remove or edit existing roles

Archive a Type

1. On the Type List page select the type you wish to archive
2. Click "Archive Type" from the Type detail panel
   
   1. Confirm you wish to archive it
3. You cannot archive a type with active groups (be sure to archive any groups associated with that type before archiving it)
   
   1. Archived types do not show up on the Group Type List page, unless the Show Archived box is checked.
   2. Archived types will not appear in the Create New Group dialog box
4. A Group Type can be unarchived from the same location by clicking Unarchive Type from the type panel detail
   
   1. The type will now be active, visible on the Type Detail page, and Selectable in the Create new group dialog box
   2. Previous persons in the role will stay removed from the group

Archive a Group

1. On the Group Search page, search for and select the group you wish to archive
2. Click Archive Group from the Group Detail Page
   
   1. Confirm you wish to archive it
3. This will remove all members from the group as of today's date and archive the group.
   
   1. Archived groups do not appear on the Group List page unless the Show Archived check box is checked
   2. Archived Groups also do not appear on the Type Detail panel for the group type they were associated with
4. A group can be unarchived from the same location by clicking Unarchive Group from the Group Detail page
   
   1. Previous members of the group will stay removed from the group (i.e. the group will be empty when it is unarchived)

Add/Remove a Person to/from a Group

1. Adding a person to a group
   
   1. From the Group Detail page select Add Group Member
   2. Begin typing the person's name and/or uniqname
      
      1. Search results will start appearing below the box for you to select the person you want
   3. Select which role they should have
   4. Click Submit
2. Removing a person from a group via Group Detail page
   
   1. From the Group Detail page select the "Remove Member" check box for each person you wish to remove
   2. You can click Select All to select all members of a group
   3. Once you have selected the member you wish to remove click "Remove Members" and confirm you wish to remove them
   4. They will now have today's date as the date they were removed from the group, which you can see either by selecting View Membership History or by going to the person detail page for that person.
3. Removing a person from a group via the Person Detail page
   
   1. You can get to the Person Detail page either by clicking on a person's name within a group or by searching for and selecting them from the Person Search page
   2. Click Remove from Group in the row of the group you wish to remove them from.

Change a Person's Role

1. To change a person's role, search for and select them on the Person Search page, then on the row of the group you want to change role for, select Change Role, select a different role from the dropdown and click Save.

Bulk Upload Group Additions or Deletions

1. On the Bulk Upload tab you can upload a CSV to add or remove people from groups.
2. Groups must be set up in Group Management before you are able to upload members to them.
3. Your CSV template must have specific headings.
4. You'll find directions for this on the Upload page and you can download the required template.

View Membership History

1. If you want to view past members of a group, click on the group name on the Group List page and on the Group Details page, click View Membership History. You'll see both past and present members, and for past members, see the date they were removed.
2. You can also use Person Search to search for a particular person, then select their name to see details of both present and past group membership.

Group Types and Uses

Coaching

• This is used for defining coaching groups.
• Students who are in a coaching group will have the name of the group displayed in the Learning Outcomes - Student Information page.
• The Coach Role will display as the Student's "Coaching Faculty"  in the Learning Outcomes - Student Information page.
• The Coaching Role also gives the person in that role access to the Learning Outcomes data for students who are in their group(s). This is what gives coaches the ability to see their student's outcomes, and also puts the student on the coach's coaching dashboard.
• The Doctoring Faulty role will display as the Student's "Doctoring Faculty" in the Learning Outcomes - Student Information page

House

• This displays on the student information page in Learning Outcomes so students and others can see what House a student belongs to.

Sequence

• This displays on the student information page in Learning Outcomes so students and others can see what sequence small group a student belongs to.

Chief Concern

• This displays on the student information page in Learning Outcomes so students and others can see what Chief Concern small group a student belongs to.

Anatomy Small Group, Anatomy Table, Anatomy Team, Radiology

• These display on the student information page in Learning Outcomes so students and others can see which of these groups a student belongs to.

Groups That Show in Learning Outcomes Student Information Page

• Anatomy Small Group
• Anatomy Table
• Anatomy Team
• Block Science
• Branch
  
  • Branch Advisor (anyone in the role of Branch Advisor)
• Chief Concern
• Coaching Group
  
  • Coaching Faculty (shows anyone in the role of Coach)
  • Doctoring Faculty (shows anyone in the role of Doctoring Faculty)
• House
• PoE (Paths of  Excellence) 
• Radiology
• Sequence