How to use Tracking Groups Manager

Function Description

The Tracking Groups Manager is a module designed to assist with tracking academic performance, student groups, and related administrative tasks. It offers a range of functionalities, including:

 

1. Academic Performance Tracking: Monitor students' academic performance, including integration with the Canvas learning management system.

2. Communication: Contact student groups and request progress updates from instructors.

3. Schedule Overview: View students' schedules to identify available time slots.

4. Absence Requests: Submit absence requests through the Dean of Students office.

5. Reports: Generate grades, GPA reports, and other related reports.

6. Study Hours Tracking: Track students' study hours and supplemental instruction.

User Roles and Permissions

• System Admins: Can grant access to individual departments for the Tracking Groups Manager. They can view all tracking groups.

• Department Admins: Can view full student profiles, change group settings, and add/update/delete students. They can also share access with other departments.

• Department: Access all functions within the Tracking Groups Manager but cannot change group settings or add/update/delete students.

• Workers: Have access to all functions within the Tracking Groups Manager but cannot change group settings or add/update/delete students. They can only view permitted groups.

Limitations

• Each tracking group must have fewer than 400 students.

• Tracking Gourp Manager will automatically add/update/delete students for athletics, related sports teams, and dual enrollment groups. For all other groups, admin users need to update students manually.

 

To access the Tracking Groups Manager:

• Go to the Florida Tech Hub in the menu.

• Navigate to Students, then select Tracking Groups Manager.

• On the new page, use the Tracking Group Filter to choose a specific group for a semester

Managing Groups

Adding a New Group

There are two ways to add a new group:

Using the Tracking Group Filter Dialog:

• Access the dialog by entering the module page or clicking the "Change Group Filter" button under the tabs.

• Click "New Group" and provide the group name.

Using Settings:

• Access the Settings tab through the top menu.

• In the "All Tracking Groups" section, click "Add a Group."

Please avoid using the semester name or code in the group name, as students are automatically separated by semester.

 

Changing the Group Name

To change a group's name:

• Access the Settings tab through the top menu.

• In the "Change Group Name" section, click "Change" to update the group name.

 

Deactivating a Group

To deactivate a group:

• Access the Settings tab through the top menu.

• In the "All Tracking Groups" section, find the group you want to deactivate and click the "Deactivate" button.

 

Sharing Department Access

To share department access:

• Access the Settings tab through the top menu.

• In the "Tracking Group Department Share Access" section, click "Add a Department" to share the tracking group with another department. You can also use this section to remove shared access.

Adding Worker Access

To add or remove worker access:

• Access the Settings tab through the top menu.

• In the "Tracking Group Additional Access" section, click "Add a Personnel" to share the tracking group with a person. You can also use this section to remove shared access.

(Note: You need to use the Employee Manager within the system to add a worker first.)

 

Managing Groups

Adding a New Group

There are two ways to add a new group:

Using the Tracking Group Filter Dialog:

• Access the dialog by entering the module page or clicking the "Change Group Filter" button under the tabs.

• Click "New Group" and provide the group name.

Using Settings:

• Access the Settings tab through the top menu.

• In the "All Tracking Groups" section, click "Add a Group."

Please avoid using the semester name or code in the group name, as students are automatically separated by semester.

 

Changing the Group Name

To change a group's name:

• Access the Settings tab through the top menu.

• In the "Change Group Name" section, click "Change" to update the group name.

 

Deactivating a Group

To deactivate a group:

• Access the Settings tab through the top menu.

• In the "All Tracking Groups" section, find the group you want to deactivate and click the "Deactivate" button.

 

Sharing Department Access

To share department access:

• Access the Settings tab through the top menu.

• In the "Tracking Group Department Share Access" section, click "Add a Department" to share the tracking group with another department. You can also use this section to remove shared access.

Adding Worker Access

To add or remove worker access:

• Access the Settings tab through the top menu.

• In the "Tracking Group Additional Access" section, click "Add a Personnel" to share the tracking group with a person. You can also use this section to remove shared access.

(Note: You need to use the Employee Manager within the system to add a worker first.)

 

Managing Students

Adding or Updating Students

• You can add or update students using the "Add/update Students" tab. 

• You can input student information, including student ID, Major Code, Course CRN code, and CSV File with student IDs. 

• The system will update subgroup information for existing students in the group.

 

Removing Students

To remove students:

• To remove individual students, go to the Profiles tab, open the student mini profile, and click "Remove From The Group."

• To remove all students, navigate to the "Add/update Students" tab, find the "Delete all the group members by term" section, select the term, and click "Delete All the Students."

 

Profile Tab

• After selecting a group to view in the Tracking Groups Manager, the system loads all students with mini-profiles in the Profiles section. 

• You can use filter functions to view subgroup/sub-subgroup students or filter by academic information such as major, grades, Canvas score, etc. 

• Each student's mini-profile can be expanded to view details like registered classes (with Canvas integration), academic information, alerts, progress reports, notes, and past contacts. 

• You can also create private/public notes and contact students individually or in groups.

• Contact Students: There are multiple ways to contact students:

  • Individual Contact: Click the "Contact Student" button within the student's mini-profile to send individual messages.

  • Group Email: Use the "Group Email" button to send emails to all your advisees simultaneously.

  • Individual Selection: Utilize the checkboxes at the beginning of each column to select individual students for contact.

 

Progress Report Tab

• The Progress Report tab contains all progress reports related to the students in the group for a specific semester. 

• You can request more progress reports by clicking the "Send out PR Requests" button. 

• The system will send requests to all undergraduate students' professors. Collected reports are automatically shared between departments. If a student has an academic alert within 15 days, the system will copy the information into the progress report. Requests made within 15 days will be skipped, and the system sends reminders to unsubmitted instructors.

 

Schedules Tab

• The Schedules tab provides a calendar view of all students' class schedules, making it easy to identify when students are available during the week. 

• Note that for groups with more than 100 students, the Tracking Groups Manager only checks the course schedules of up to 100 students. Consider using subgroup or sub-subgroup functions or dividing students into smaller groups for larger cohorts.

 

Absence Requests Tab

• The Absence Requests tab contains all absence requests related to the students in the group for a specific semester. 

• All absence requests go through the Dean of Student office and are shared with the department and instructors. 

• To request an absence notice, use the "Send out Absence Requests" button, select students, input dates, reasons, and notes. After submission, the Dean of Student office will send official verified notices to professors and GSAs (if added to the system).

 

Grades, GPAs, Study Hours, and Tutoring Tabs

• These tabs provide tables for group students' reports, allowing you to view, sort, or download reports within the tabs.

 

Study Hours

• If a student has been added to a tracking group, the system will activate study hours submission on the student's end. Students can use the Study Hours tool to submit study hours. If you want to restrict where students can study, follow these steps:

 

Department Kiosk Check-Ins

• Access the Settings tab through the top menu.

• Find the "Tracking Group Study Hours Locations" section and click "Add a Geolocation" to add a location. Students need to check in and out with a kiosk for study hour logging.

 

Student's Device Geolocation

• Access the Settings tab through the top menu.

• Find the "Tracking Group Study Hours Locations" section and click "Add a Geolocation." You can add pre-existing locations or create new GPS locations.

• For this method, students need to use location-enabled devices like smartphones to log their study hours, and the system will verify their location periodically (within 50 yards).