Cohort Creation in System Administration
Cohorts are a collection of students in a program. The most common use case is to combine the program name and the graduating year.
To create a Cohort:
- From System Administration, go to Cohorts
- Click Add Cohort.
Cohort Details
Cohort Name*
Create a name for the cohort so it will be easily identifiable to users enrolled in it.
Cohort Code*
This will be the code to identify the cohort and will be used for the enrollment import. It will need to be a unique code for each cohort.
Entry Term*
When students are entering the cohort. In real world examples this could either be when they enter the university, or when they get accepted into a licensure program (such as student teaching).
Projected End Term
When students are estimated to leave the cohort. In real world examples this could either be when the student graduates or when the student has completed all necessary licensure plan requirements.
Program Name
The program that will be tied to the cohort. The program will serve as the main card to access a licensure plan in Gateways, so it is the main organizing object between determining different sets of licensure plans.
Cohort Enrollments
Once the cohort is created, it is time to add students. Students can be added via import or manually.
Import
- On the Cohorts tab, select the Import Data button.
- Then click Import Course Enrollments.
- Click on the Browse to Select File button. You will be prompted to chose your enrollment file.
Note: If you do not already have the file created, you can download the template listed in the pop up window. In that file, you will list the student's email and the cohort code they will be associated with. - When you have selected your file, press Import.
- You have successfully imported your cohorts file. You can check on the import status in the Data Transactions tab.
Manual
- On the Cohorts tab, click on the cohort name.
- Select Manage Enrollments.
- You will then search for the users you would like to add.
- Note: Multiple students can be added at once.
- Once all of the students have been chosen, press Save Enrollments.
Now that the cohort and its enrollments are ready, we can now begin work within Gateways.
Cohorts in Gateways
Once a cohort has been created in SysAdmin, the batch process will start to push it to Gateways, you can monitor the progress of this by going to Data Transactions. If you recently created the cohort, the transaction should appear at the top of this list.
Once the import and Integration status are listed as 'complete,' you can now navigate to Gateways.
Upon the Gateways landing page you should see the list of programs you are aligned to based on your organization affiliation. Select the desired program and navigate to the sub tab Cohort. At this point you should see the cohort. Clicking on the cohort title at this point will confirm the students that are already enrolled in the cohort. Additionally, if you are ready to connect the licensure plan to the cohort, navigate to Connect To Licensure Plan.
Note: Depending on the size of the cohort, the cohort data being pushed into Gateways will not be automatic. Please allow around 10 seconds or more to have the data pushed into Gateways. If you are the cohorts page in Gateways and do not see the updated information, navigate to the Licensure Plan sub tab and then back to Cohorts to allow for a page refresh.
Connecting a Cohort To Licensure Plan
When the user is ready to connect the cohort to the licensure plan to begin collecting data, click Connect Plan.
Schedule Release
A user can either connect the Licensure Plan on the current day (the default) or they can schedule it for the future.
Then, the user will need to confirm that they are ready to connect the licensure plan. This means that data can then be collected against requirements (essentially it goes live). Clicking the box confirms you are ready to do this and then the user can Connect.
If the date was scheduled for today or in the past, the user can then access their licensure plan workspace. If the date is in the future, the user can return to this screen and edit the release date is needed. Once the release date is the current date, the cohort will become active with the licensure plan.
Active and Archived Cohorts
If the cohort has been connected, the cohort card’s label should reflected this by saying Connected to Licensure Plan.
The cohort will automatically be moved under Active Cohorts. This is different than the cohort status.
Active Cohort
If a cohort is connected to a licensure plan and is controlled in Gateways. The cohort status in System Administration also needs to be listed as Active. Active cohorts will be able to add data to the licensure plan.
Status
This is the field in System Administration previously described. A cohort needs to have a status of Active in SysAdmin in order for it to be connected to a Licensure Plan.
Archived Cohort
A cohort can become archived if the cohort status in SysAdmin is changed to Archived. A user can still access the Licensure Plan workspace, but can no longer add any data (files, reviews, etc). A user can reactive a cohort by ensuring that the cohort status is active and by clicking on the restore plan link.
NOTE: An archived plan can still have a cohort plan of Active.