Xorro-Q in 7 Bites
|1. Becoming a Facilitator
2. Get started with Instant Activities
3. Preparing activities
|4. Setting up participants and groups
5. Running your live sessions
|6. Using Q-Bank to find & manage questions
7. Results, dashboards & reports
4. Setting Up Participants & Groups
Welcome to this, the fourth chapter, in "7 Bites". In this section we're going to explore how you can (optionally) set up your participants and organise these into groups.
Why? Of course, you can just allow participants to access your activities by using a temporary "Alias", or nickname. In the absence of pre-registered participants, enabling access using "alias" is the default setting. This is ideal either for audiences which you cannot conveniently pre-enrol (for example unknown members of the public), or in cases where your participants might want to remain anonymous.
However, pre-registering your participants (when possible) has the added advantage of securely identifying them. This means that you will be able to extract reports on participant progress over multiple sessions as well as attendance and engagement reports by participant. The participant experience is also slightly improved.
To get started, visit the The Participants Tab in your QF site. This is where you can create and edit Participants and Groups, or to import these in bulk using a CSV file. For example, you might choose to import an entire school or faculty roll of students, complete with their course or class memberships. Or, you might prefer to "enroll" participants one at a time and later organise them into groups to suit your needs.
Creating Participants On clicking the "Create Participant" button, you'll be presented with a form in which to enter the first and last name of the Participant (these are compulsory fields). You may also enter a unique ID here; whilst this is not compulsory, it is very useful as this permits a Facilitator to manage access to activities using either ID or group membership. ID must be unique and may be any combination of alphabetic and numeric characters (case is sensitive).
You might choose to join this participant to a group now; otherwise leave this step until later when you might select group members from a large participant list.
On selecting "Create Participant", you return to the Participants page with your new Participant included.
Creating Groups In just the same way, you can press the "Create Groups" button on the right hand side of the Participants page and complete the resulting form. It's as simple as giving the Group a name (the label by which it will be identified in reports and lists) and a unique Group code.
(Note: When giving names to Groups, keep in mind how these will appear in reports and lists. Be aware also that Groups are (by default) shared across the entire institution and are visible to other Facilitators. It's best to make the name a clear identifier and one you will find quickly within a long list.
Importing Participants and Groups
Participants, teams / teamsets and groups can be imported in bulk from a Participants CSV file. Using the one CSV file, it is possible to import any or all of the participants in an institution, organised into groups, and into teams within the specified groups.
Importing the participants CSV file creates a "teamset" for each affected group. Think of a teamset as a particular arrangement of participants into teams: in the event the arrangement must be changed in any way, the teamset is changed. However any results which were collected using the original teamset are preserved. One group may have zero to many teamsets associated with it, ie multiple ways in which its participants have been organised into differing teams. For a Peer Assessment to launch there must be at least one teamset. Furthermore, for a Peer Assessment to launch every participant in the group must be assigned to a team.
Importing this CSV file can be done in either of the following ways:
Preparing your Participants CSV File
The same CSV file format applies to all imports of participants, teams / teamsets, and groups. The column headings used on the CSV file are critical, and must be identical to those shown below. Notice that case matters: "group_code" is not the same as "Group_Code", "Group_code", "group code" or "group-code". Use the headings shown, with exactly the same characters and case, and taking care not to add any other characters (such as spaces or punctuation) to them:
The order of the columns is not important. Columns containing non-compulsory and unwanted data may be ommitted from the import CSV file.
Some data is critical (id, first, last) and the import will not succeed without that data. Some data ('team') is dependant on other data ('group_code'), so if participants are to be organised into teams then they must be assigned to a group.
The following outline the "rules" associated with the organisation of participants into groups, and into teams within groups:
Where a participant is a member of multiple groups, or of multiple teams in different groups, this is represented in the Participants CSV file as multiple rows for this participant, with duplicate "id", "first" and "last" entries, one row for each group_code & team. Xorro will automatically neglect any duplicate entries, but add or edit any new group or team memberships.
Example: Consider the following list of ten participants as correctly loaded in a Participants CSV file::
In this example There are three groups (eg courses) indicated. Only one of these three groups (123.101) involves teams. Every participant who is in 123.101, is assigned to a team, and in each case must have an email address in the record.
Participant records assigned to the groups which will not run team activities do not need team or email information, but adding this will have no adverse effects. Note that Gretna Green is a member of 123.101 in team "Panda", and in another line she is also recorded for group 123.204 (no team specified, and no email is required in the second record). John Smith is also in 123.101 as well as another group without a team, but in this case his email has been added to the record for the other group (123.202).
Note that one of the teams in 123.101 (team "Bear") has only two participants in it and hence would be skipped in a Peer Assessment unless more participants are added later.
Uploading the Participants CSV file
The CSV file containing the list of participants to be imported can be uploaded in either of the following ways:
In either case, a preview of the uploaded data will be displayed. If the data includes multiple groups and teams then the user can select a group and a teamset (if relevant) and preview its data. The import can be cancelled at this point, or advanced by pressing the "Import" button at the foot of the preview form.
Note that if importing the Participants CSV file from the Launch Peer Assessment form, only the data directly relating to the group specified on the form will be imported. The composition of the teamset associated with that one group_code will be shown in the preview, rather than the entire dataset in the Participants CSV file. Upon launch of the activity, just ONE Group bound with the teamset will be created. The Groups specified by the remaining group_ids in the Participants CSV file will be ignored.
Once the import is progressed, the group(s) imported will be visible and may be edited as usual from within the Participants tab.
The following Use Cases are anticipated for importing participants, teams, teamsets and groups using a CSV file (Participants CSV file):
Resources: See the User Manual for the full story; the Quick Reference Guide covers key points in just 2 pages.
Coming up: In the next installment "Bite" we'll be taking a deeper look at running activities. By then you'll probably already have some experience with running activities with audiences.... We'll be looking at tips and tricks which will save you time and effort. As always, feel free to read ahead!
Categories: Xorro-Q, Facilitators.