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Book exam participants to exam room and assign them to groups

Book exam participants to exam room and assign them to groups

Kurzinformation

The prerequisite for participation in a digital exam via temp-Moodle is that all exam participants have access to the temp-Moodle exam room, where the exam documents are provided and the submissions are collected. Therefore, add all exam participants who do not have access to the exam room. For small exams, this can be done manually using the list of participants. For larger lectures, the booking can be made via the import of group members.

If you are working with several cohorts, distribute the students accordingly into several groups, e.g. Exam Group 1, Exam Group 2, etc. If there are requirements for which membership in a group is set as a criterion, the exam content will only be activated for the exam participants, if necessary differentiated according to the exam groups / cohorts.

You can obtain current lists of all students registered for the exams via RWTHonline. Instructions for this can be found in the documentation of RWTHonline (link only accessible from the RWTH network; instructions only available in German):

https://wiki-intern.rwth-aachen.de/display/RD/Teilnahmeliste+eines+Pruefungstermins+einsehen+und+herunterladen


 Detailinformation

Inhalt

1. Book missing exam participants manually (small lectures)
2. Create groups
2.1. Individual group
2.2. Several groups/cohorts
3. Assign exam participants to their group
3.1. Assign group members manually (small lectures)
3.2. Importing exam participants into groups (larger lectures)
 

1. Book missing exam participants manually (small lectures)

For small lectures, you can easily add missing persons manually as “Extra participants” directly via the “Participants” page in the exam room.

  1. Go to the "Participants" page in the course room.
  2. Click on "+ Extra User".
  3. Enter the student ID numbers from the exam registration list into the search field. Use one number per line. You can search for several numbers at once (up to about 15).
  4. Click the fitting search hits.
  5. Finish the process by clicking "Add users". The added users will receive an automatic booking confirmation via email.

    Screenshot add extra users manually

For larger lectures, this process may become too time-consuming. As an alternative to the manual booking, you can book the persons directly in the course of group creation (see section 3.2 Importing exam participants into groups (larger lectures)below) in a simplified process.

 

2. Create groups

If you are using exam variants you need to create groups. If you need to add large numbers of participants to the exam room you need to create at least one group.

2.1. Individual Group

The simplest option to create group(s) with the exam participants is to create groups via participant administration. Here you can manually create a group and manually assign the desired test participants to it.

  1. Click on "Participants" in the navigation bar of the exam room on the left. The list of participants appears.
  2.  
  3. Click the "Groups" button there.
    Button Gruppen in Teilnehmendenliste
  4. You will now be taken to the central group area in temp-Moodle. Click on the button "Create group" in the tab "Groups".

    Screenshot Gruppen manuell bilden
     
  5. Enter a "Group name" in the corresponding field. All other settings can remain unchanged.
  6. Click the "Save changes" button to create the group. The new group will now appear in the "Groups" tab of the group area. How to assign members to this group is explained below in section 3. Assign exam participants to their group.

    Screenshot Gruppe erstellt im Gruppenbereich
 

2.2. Several groups/cohorts

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!

  1. Click on "Participants" in the navigation bar of the exam room on the left. You will get to the list of participants.
  2. .There, click on the cogwheel icon Zahnrad-Icon inside the white area on the right.This opens the options for "Users".
  3. Select "Change permissions for tutors or students". First of all, the "Override permissions for role(s) 'Tutors'" will open.


     
  4. Next to "Choose role(s)" open the dropdown list and switch to "Students and Extra Users".


     
  5. Deselect the checkbox "Show participants list".


     
  6. 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.
     

    Note
    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.


     
  7. 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.
  8. Click on the "Groups" button there.
    Button Gruppen in Teilnehmendenliste
  9. You will now be taken to the central group area in temp-Moodle. Click on the button "Auto-create groups" in the tab "Groups".

    Screenshot Gruppen automatisch anlegen
     
  10. 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.
  11. Keep the setting "Auto create based on" at "Number of groups".
  12. For "Group/member count" enter the desired number of groups, in the example 3.

    Screenshot Einstellungen Gruppen automatisch anlegen, Kategorie Allgemein
     
  13. 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.

    Screenshot Einstellungen Gruppen automatisch anlegen, Kategorie Gruppenmitglieder
     
  14. In the "Grouping" section, select the "New grouping" option for "Grouping of auto-created groups".
  15. Give the grouping an appropriate name, e.g. "Exam groups".

    Screenshot Einstellungen Gruppen automatisch anlegen. Kategorie Gruppierung
     
  16. Finish the process with "Submit". The groups and the grouping are now created. In the "Groups" tab you can see the newly created groups.

    Screenshot Gruppen automatisch anlegen, fertig

    This manual procedure is too time-consuming for larger exams. Instead, use the procedures described below. The group creation and booking can take place in one step.

    Screenshot Gruppierungen


Now that the groups are created, you can assign their members to them. This can be done manually in small lectures. For larger lectures, it is easier to use the import function.
 

3. Assign exam participants to their group

3.1. Assign group members manually (small lectures)

  1. Click on "Participants" in the navigation bar of the exam room on the left. You will get to the list of participants.
  2. Click on the button "Groups" there.
    Button Gruppen in Teilnehmendenliste
  3. You will now be taken to the central group area in RWTHmoodle. Select the appropriate group by clicking on it and then click "Add/remove users" to assign the appropriate students to the group.

    Screenshot Gruppe erstellt im Gruppenbereich
     
  4. In the right column of the "Potential members" select the users you want to add to the group. You can select multiple users at once by pressing and holding the CTRL key. Then click the "Add" button. The selected users will be moved to the left into the "Group members" column. If the "Potential members" column contains too many names, you will need to enter a name in the search field below the column to narrow down the hit list.

    Screenshot Nutzer/innen verwalten für Gruppen
     
  5. Once all group members have been assigned, click "Back to groups" to return to the group area. Here you can see the group and its members.

    Screenshot Gruppen manuell bilden

For larger exams this manual procedure is too time-consuming. Instead, use the import procedure described below. In this case, the group formation and the booking of missing examinees (see section 1. above) can be done in one step.

 

3.2. Importing exam participants into groups (larger lectures)

If you have a large number of exam participants, manual booking and manual group assignment are unnecessarily time-consuming. Therefore you can perform both steps in one with the option of importing group members. To do so, please create at least one group in the first step as described above (2. Create groups). Then continue with the following steps.

  1. Click on "Participants" in the navigation bar of the exam room on the left. This will take you to the list of participants.
  2. There, click on the gear icon Zahnrad-Icon inside the white area on the right. This opens the options for "Users".
  3. Select "Import students into group" here.

    Optionen für Nutzer/innen
     
  4. Select the group for which you want to import members.
  5. 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.
  6. Then click "Import users" to start the search for the matching people.

    Screenshot Einfügen von Matrikelnummern als Suchbegriff

     
  7. 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.

    Screenshot search hits

     
  8. 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.

    Screenshot confirmation for successful import
 
 

last changed on 06.04.2021

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