Assign exam candidates to groups
If you are working with several cohorts, distribute the exam candidates accordingly into several groups, e.g. Exam Group 1, Exam Group 2, etc.
If you set the membership to a group as a requirement, the exam content will only be activated for the exam candidates who are members of this group.
If you are using exam variants you need to create multiple groups. You need to add the examinees to these groups.
Before you can book examinees into the exam room, you must first create a group.
If you are working with several cohorts, you can also create several groups at once using the central group area. Before you create the groups, hide the list of participants from the students. In this way, students do not see in advance which group they belong to and therefore cannot consult each other about expected exam variants.
Unless you want to hide the names of the groups and their participants from the students, start with step 7!
- Click on "Participants" in the navigation bar of the exam room on the left. You will get to the list of participants.
- .There, click on the cogwheel icon inside the white area on the right.This opens the options for "Users".
- Select "Change permissions for tutors or students". First of all, the "Override permissions for role(s) 'Tutors'" will open.
- Next to "Choose role(s)" open the dropdown list and switch to "Students and Extra Users".
- Deselect the checkbox "Show participants list".
- Complete the process with "Save changes". The participants list will now be hidden from the students so they will neither see their own group nor that of other students.
If you have set the Group mode in a "Forum" to "Separate groups" or "Visible groups" , students can still find out their group name in the "Group" column by a adding new discussion topic, even though the participant list is hidden. If you do not want students to know about their group membership, it is therefore recommended to do without using group forums and leave the group mode set to "No groups" . This applies equally to the "Announcements" forum in the "General" section, which is automatically created by default in every course room.
- Go back to the list of participants by clicking on "Participants" again in the navigation bar of the exam room on the left. Click on "Participants" in the navigation bar of the exam room on the left.
- Click on the "Groups" button there.
- You will now be taken to the central group area in temp-Moodle. Click on the button "Auto-create groups" in the tab "Groups".
- In "Naming scheme", specify which pattern the names of the groups should have. "Group @" creates group A, group B ..., "Group #" creates group 1, group 2, ... etc.
- Keep the setting "Auto create based on" at "Number of groups".
- For "Group/member count" enter the desired number of groups, in the example 3.
- In the "Group members" section, set the "Allocate members" option to "No allocation". This will create empty groups that will be filled with members afterwards.
- In the "Grouping" section, select the "New grouping" option for "Grouping of auto-created groups".
- Give the grouping an appropriate name, e.g. "Exam groups".
- Finish the process with "Submit". The groups and the grouping are now created. In the "Groups" tab you can see the newly created groups.
Now that the groups are created, you can assign their members to them. Please use the import function for this.
You can assign the examinees to the previously created groups by importing the matriculation numbers.
- Click on "Participants" in the navigation bar of the exam room on the left. This will take you to the list of participants.
- There, click on the gear icon inside the white area on the right. This opens the options for "Users".
- Select "Import students into group" here.
- Select the group for which you want to import members.
- In the "List of registration numbers" field, add the student numbers of all the students you want to assign to the selected group. Insert one registration number per row and max. 200 in total.
- Then click "Import users" to start the search for the matching people.
- The matching hits will be displayed in a structured listing. Names will not be shown for data privacy reasons.
"Users not in this course" shows which of the registration numbers that were searched are not yet in the exam room. These users can be booked into the exam room and added to the selected group at the same time. They will automatically receive a confirmation via email. This option cannot be deactivated.
"Users in course" shows which matriculation numbers are already in the exam room as users. They will be added to the selected group only.
"Users not found" shows for which registration numbers there are no matches. This happens e.g. with five-digit registration numbers (see screenshot). Add a leading zero here.
- With "Import" the selected users of the first set of hits "Users not in this course" will be added to the exam room and receive a confirmation via email. The selected group and the users of the second set of hits "Users in course" will be added to the selected group only. Afterwards you will see a confirmation of the performed actions. With "Import more" you can repeat the procedure for further groups. With "Next" you return to the course page.
If only the first entry of your list of matriculation numbers is imported and the rest stops with an error message, you probably have not created a group. The import only works with at least one existing group, because it is actually used to map group memberships.
For further information:
- RWTHonline documentation Teilnahmeliste eines Prüfungstermins einsehen und herunterladen (German manual, link only available within the RWTH network)
- RWTHonline doumentation Registering for Exams (link only available within RWTH network)