Student Groups FAQ

Before creating student groups, keep in mind there should be discussion around student groups in general. Things to think about:

  • a. How are your teachers, principals etc. planning to use student groups?
  • b. Who should be creating, managing and sharing groups?
  • c. Have your users been effectively trained on what student groups are and how/when they should use student groups?

System Permissions

Permissions need to be enabled for users to create Student Groups. You will need to determine which users, roles, etc. will need access to this feature. In best practice, default permissions are given at two levels.  

These permissions should be set to ‘Yes’:

1- Roles with access to all students at a site/district level:

  • Create Student Groups
  • Edit Student Groups
  • View Student Groups
  • Enable Visibility Option on Groups
  • Use Visibility Groups

2- Role of Teacher:

  • Create Student Groups
  • Edit Student Groups
  • View Student Groups
  • Use Visibility Groups

The difference between these is the permission 'Enable Visibility Option on Groups'.  This permission gives the user the ability to create students groups from the group that was shared with him/her. Users who have the ability to see all students should have the ability to give visibility to other users.  Teachers should not be given this permission to ensure there are no FERPA violations.

Student Groups and Visibility

In Illuminate, Student Visibility determines which students’ data you can see.  Student groups can allow a user to have additional access to students’ data depending on the permissions granted within a student group.

To learn more about visibility, visit Student Groups and Visibility.

FAQ

Q: What are student groups?

A: Student groups allow users to gain access to students beyond their currently rostered students. Student Groups also allow administrators & teachers to effectively organize, track, and report on groups of students.

Q: How do I create and manage a student group?

A: To learn about student groups and how to get started, Click Here.

Q: What is the maximum number of students I can put in a

Student Group?

A: There is none; however, keep in mind that if your student group has hundreds of students, it will take the system longer to generate information.

Q: What can't I do with a Student Group that I can do with my rostered students?

A: At this time, not all pre-built reports generate for Student Groups.

Q: In what areas of Illuminate can I use Student Groups?

A: Print answer sheets, view assessment reports, create custom reports, and run some pre-built reports.

Q: Will Student Groups update automatically when changes are made to rostering?

A: Yes, they will as long as the information is accurately entered into your student information system and the student group is not locked.

Student Group Scenarios

Option A: Student Programs

Example: The administrator wants to access student data for all students in a student program or sub-group.

Setup:

  • The administrator creates a student group with all program students, leaving ‘Visibility Group’ set to ‘Yes’.
  • Assessment reports and custom reports can be run for the student group.

Option B: Students Specific to a Teacher

Examples: The football coach would like data access to those students on the team.  The RSP teacher would like data access to those students in his/her class. The counselor needs access to students assigned to him/her.

Setup:

  • The administrator creates a student group with all students associated to the team or class, enabling ‘Visibility Group’.
  • The administrator shares the student group with the associated teacher, giving the permissions ‘Can View’ and ‘Can Use as Visibility’.
  • The student group can be used to make a gradebook, run assessment reports, and more.

Option C: Grade level or department sharing/leveling

Example: Fifth grade teachers trade students for Math. Teachers would like to have access to student data from other fifth grade rooms.

Setup:

  • The administrator creates a student group with all 5th grade students enabling ‘Visibility Group’.
  • The administrator shares the student group with 5th grade teachers giving permission ‘Can View’.
  • Teacher creates a student group from the grade level group.
  • The student group can be used to make a gradebook, run assessment reports, and more.

Option D: Student Access by Site, Role, and/or User

Example: The administrator wants teachers to access data for Gifted students rostered to them.  The administrator also wants the Gifted coordinator to have access to data for all Gifted students.

Setup:

  • The administrator creates a student group with Gifted students enabling ‘Visibility Group’.
  • The administrator shares the student group with all Gifted teachers giving the permission ‘Can View’.
  • The administrator shares the student group with the Gifted coordinator giving the permissions ‘Can View’ and ‘Can Use as Visibility’.
  • Teachers can now view data on Gifted students in their own classroom and the Gifted coordinator can view data on all Gifted students.

 

Troubleshooting

Problem: I created a Student Group and/or have access to use a Student Group but I do not see it as an option.

Solution: This means that this student group was not assigned to you with the appropriate permissions. If you created the student group yourself you will need to set the "Can Use as Visibility" option to ‘Yes’. If you did not create the student group you will need to inform the user who shared the group with you that he/she will need to give you the ‘Can Use as Visibility’ permission.

Problem: I created a Student Group but no students are showing up.

Solution: This means that either there are no students in the student group or that the students in the student group do not match your site affiliation.

Problem: I have students that have either left my Student Group or do not belong in my Student Group but they are still showing up.

Solution: In order for students to leave a student group there must be a leave date on that student either through enrollment, scheduling or through student group management, depending on how the student group was set up. Check with your district Illuminate administrator for direction.

Additional Resources

For additional resources on Student Groups- See Illuminate U's lesson: U055 Getting Started with Student Groups