Student Cohorts and Allocation

Overview

MedLearn groups are pivotal in organizing content visibility, assessment allocation, and report generation. They define a student’s academic year, cohort, and group placements. Here’s how you can manage these groups effectively:

1. Creating New Student Groups:
   • Access the Student Groups tab under a specific rotation.
   • Click on the “Create a New Group” button.
   • Provide a name for the group, adhering to minor naming rules that will be elaborated upon later in the tutorial.
   • After entering the group name, click the “Create Group” button.
2. Allocation of Students to Groups:
   • The system pre-populates a list of students allocated to the rotation.
   • To create a new student group, drag and add specific students from the pre-populated list.
   • Students already part of another group will be marked with a coloured dot beside their name.
   • Select a colour for the new student group and click “Save Group”.
3. Rules for Naming Student Groups:
   • Group names cannot be left blank.
   • Only alphanumeric characters are permitted; special characters and commas are not allowed.
   • Each group name must be unique within the same rotation.
   • Students can belong to multiple student groups.
   • The “All Students” group is the default and contains all students in that rotation.

Academic Year Groups

Different groups are assigned to each academic year within MedLearn. Access these groups here:

• Root Groups: Primary cohorts, like Phase 1a.
  • Each academic year comprises distinct groups.
  • Subgroups can be created for organizing pathways or specific needs.
• Important Note:
  • Students can only belong to one ‘root’ group per academic year.
  • Adding a student to another root group automatically removes them from their prior root group.

Root Group Assignments

• Root groups (e.g., Phase 1a) are tied to academic years, Year of Study, and programs.
• Accurate assignment to root groups is crucial to determine cohort details and academic year for students.

Managing IoS Students

• IoS Status Modification:
  • When a student goes on IoS (International or Out of Study), their status can be edited in their profile.
  • IoS students have their upcoming placements removed but remain in the root cohort group.