PASS - Student Groups (Staff)

Setting Up Student Groups

To set up a student group, use the Student Group Table component. 

The system does not deliver any predefined student groups, so you need to define your own to meet your institution's needs. You can add one or multiple groups. Each group will need a enter a unique four-character letter identifier such as ROCK for Rock County students, MNUG for Minnesota Undergraduate students, or VETS for Veteran’s spouse.

Pages Used to Set Up Student Groups

Student groups enable you to define groups of similar students at a high level, such as athletes, incoming freshman, veterans and so on. Creating groups of students enables you to track and, monitor use the students within a group for campus-wide processing (billing, academic advising, and financial aid awarding).

1. Click the Nav Bar on the upper right 
2. When the right nav bar expands, click Menu. 
3. Go to Set Up SACR > Product Related > Student Records > Student Standing and Awards > Student Group Table (or search "Student Group Table" in the search bar). NOTE: Access to this page requires the appropriate security role. If you do not see this page in your PASS navigation, contact the Registrar's Office.

   New Student Group

   • If a new Student Group, click on Add a New Value
   • Effective Date - It is recommended that you set the effective date to 01/01/1901.
   • Status - Set the field to Active.
   • Description - Enter a description of the student group.
   • Short Description - Enter a short description of the student group.
   • Save.

   

   Update to Current Student Group

   • If making a change to a current student group, search for that student group on the search page.
   • Add a row (clicking the + in the upper right) and enter a new effective date as to when that change is effective. If as of a term, make the effective date either on or before the first day of the term.
   • Update the student group, for example, update the description, or if no longer used, update the status from Active to Inactive.
   • Save.

   

4. In order for a user to create, update, and/or a student group for a student, two pieces of security must be set up for that user. If you do not have access to the following page, Records and Enrollment - Career and Program Information - Student Groups, you will require a student group security role. If you do have access to the page, but you cannot see a student group, you require row level security access to the student group. Contact the Registrar's Office for assistance.

   Pages Used to Set Up Student Group Security

   Page Name	Navigation	Usage
   Student Group Security	Set Up SACR, Security, Secure Student Administration, User ID, Student Group Security	Set up the user ID security access for student groups. Modify a user's ID's student group security access.

   If you do have access to the page, contact the Registrar's Office for assistance.

   

   Student Group code – Enter the student group to which the ID should have access.
   Inquiry Indicator – Mark this check box to allow the user to view the student group.
   Update Indicator -- Mark this check box to allow the user to view and modify this student group. The system automatically marks the Inquiry check box when you mark the Update check box.

5. There are several pages where student groups can be maintained, either at the group or student level.

   Adding or Editing Student Groups

   Page Name	Navigation	Usage
   Student Groups	Records and Enrollment, Career and Program Information, Student Groups Student Recruiting, Maintain Prospect, Academic Information, Student Groups Student Admission, Application Entry, Academic Information, Student Groups	Activate, inactivate or delete a student for a student group.

   If you do have access to the page, contact the Registrar's Office for assistance.

6. If a student group is to be used in a Course Requisite, it must be defined as a Requisite Student Group

   Course Requisite Student Group

   Page Name	Navigation	Usage
   Define Requisite Student Groups	Curriculum Management, Enrollment Requirements, Define Requisite Student Groups	Enter student groups for use in enrollment requisites.

   If you do have access to the page, contact the Registrar's Office for assistance.

7. If a student group is to be used in Academic Advisement, it must be defined as a valid student group.

   Academic Advising Groups

   Page Name	Navigation	Usage
   Define Valid Student Groups	Set Up SACR, Product Related, Academic Advisement, Advising Student Groups	Define Valid Student Groups page for Academic Advisement

   If you do have access to the page, or have additional questions about student groups, contact the Registrar's Office for assistance.