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SMP_Central can be used to group students into tutorials, practicals and so on. Using the online tutorial system, groups are setup and students can enrol in, transfer from/to and
withdraw from groups via SOLS.
How do I add a new group?
To add a new group click the Add tab in the horizontal toolbar of the Define Groups screen. The screen below will appear.
Define the group by completing each of the Group, Group Meeting Dates and Group Instance fields. Remembering to click Save or Save & Exit once complete.
Group
- Group Number
This defines the order in which the groups
will appear on the screen. You can enter a number, or
if left blank, the next consecutive number
will be assigned.
- Type
Currently there are 6 Types - Tutorial, Practical, Seminar, Workshop, Laboratory and Pass. The system will only permit a
student to enrol in 1 of each type (for example, 1 Tutorial
Group and 1 Practical Group).
- Name
This field is limited to 30 characters (including spaces) so it is suggested that names be
kept short in order to be displayed effectively on the
Student Timetable screen and other parts of the system.
- Group Status
Open and Close are new Group Status functions to be used by staff if they are importing information from Syllabus Plus.
In order for Students to be able to enrol in Tutorial groups through SOLS and for staff to be able to add students to groups through Assign Groups, the Group status MUST be set to OPEN.
When users 'Add' new groups through define groups, the Group Status will default to Open.
- Open Date/Time
This sets the date that online
enrolments will open for this group (that is, the date
that students can log into SOLS and enrol into a Tutorials).
Group enrolments may only be opened between 7:00pm
and 7:00am.
- Close Date/Time
This sets the date that online
enrolments will close for this group (that is, the
date that the students can no longer log into SOLS and enrol
into a Tutorial).
- Total Allowed
This fields defines a quota for the group. Once the quota has been reached, no more students will
be permitted to enrol in the group.
- Tutors
You can enter the names of the Tutor(s) for each group. This
is a record for SMP_Central only and names
are not displayed to students.
- Description
A group description can be included, however, this should be kept as short in order to be displayed effectively on the screen.
Group Meeting Dates
Note: This is an Attendance Module and is currently only used by Wollongong College Australia (WCA)
Group Instance
Every Group must have AT LEAST 1 GROUP INSTANCE.
- Day
Select the day the group will run.
- Start Time
Select the group start time
(between 8:00am and 9:30pm).
- End Time
Select the group end time (between
8:00am and 9:30pm).
- Frequency
Select the frequency of the group from the drop
down menu (Weekly, Even Fortnightly or Odd Fortnightly).
- Location
Enter a location for the group.
- Comments
Enter any comments about the group instance you may have.
Comments are not displayed to
student.
Once you have selected/entered the details for the
Group Instance, click 'Add'.
If you need to change a Group Instance, click 'Edit'. To add another instance, select/enter the Group Instance details then
click 'Add'.
**Important: One of the common mistakes users make when defining groups is that they add multiple instances to a group instead of setting up separate groups. If the group only meets once a week, users will add one group instance, then save and exit to return to the main define groups screen. Users can then select to Add another group.
Control of Opening Times
To prevent groups from one (1) subject being set to open at the same time as groups from another subject, there is a control of opening times.
If you click to save an opening time for a group (for your subject) where there is already a group (from another subject) set to open the following message will appear:
The selected time is not available, do you want to change it to 07/07/2005 19:02
The control is currently set to 2 min intervals and if you click 'OK' the next available time will automatically be entered into the opening time field. If you click 'Cancel' you can enter another time manually.
For example, if you have ABC 123 with 5 groups, these 5 groups may all be set to open at the same time.
ABC 123
Tutorial Group 1 Open 8/5/2006 at 19:00
Tutorial Group 2 Open 8/5/2006 at 19:00
Tutorial Group 3 Open 8/5/2006 at 19:00
Tutorial Group 4 Open 8/5/2006 at 19:00
Tutorial Group 5 Open 8/5/2006 at 19:00
ABC 124 also has 5 groups, and these may also be set to open at the same time, BUT they may not be set to open at the same time as the groups for subject ABC 123.
ABC 124
Tutorial Group 1 Open 8/5/2006 at 19:02
Tutorial Group 2 Open 8/5/2006 at 19:02
Tutorial Group 3 Open 8/5/2006 at 19:02
Tutorial Group 4 Open 8/5/2006 at 19:02
Tutorial Group 5 Open 8/5/2006 at 19:02
Warning Message
A warning message will appear if the total number of students (count shown in brackets) is greater than the total numer of group places (count shown in brackets) available.
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