Groups and classes
What is a group on the English Campus?
Users on your English Campus can be divided into smaller sets of users called groups. A group, for example, could include all the users for one particular branch of your organization. This is useful for large organizations with branches located in different cities, or with satellite branches in the same town.
Similarly, if you are using the English Campus in a large school, college or university you may find it convenient to divide users into groups. In this case, each group could represent a department or faculty in your institution.
Below is an image that may help visualize how groups work:
The Superadministrator overlooks and manages the whole site. Create administrators and groups if you have lots of users and you need more than one person to manage the site.
Are you in restricted or unrestricted mode?
Before you decide whether to use groups or not on your English Campus, you will need to establish whether you are in unrestricted or restricted mode.
If you are in unrestricted mode, it means that all administrators on your site can see all users, classes, courses and groups on your site. Using groups is optional.
If you are in restricted mode, it means that administrators on your site can only see users, classes and courses in their assigned groups. They will not be able to see data in other groups on your site. Using groups in this case is obligatory. Only the Superadministrator can see all data for all groups.
If you are unsure whether you are in restricted or unrestricted mode, please contact your Superadministrator or Macmillan English Campus contact.
Why use groups?
Having users organized into groups has a number of benefits:
- It makes it easier for English Campus administrators to find users who belong to a certain branch or department.
- It makes it possible to make changes apply to a whole branch or department at once.
- In a large organization, a team of English Campus administrators can help with administration tasks, each one being responsible for a group.
- You must use groups if you are in restricted mode in order to see the correct users, classes and courses.
Note: Only teachers and administrators can be in more than one group. Students can only be in one group at a time.
Adding, editing and deleting groups
Creating a group
In order to assign users to a group, you first need to create the group. To do this, follow these steps:
1. From the homepage, click on ‘Groups’ in the Management box. You will come to a screen like the one below.
You will see a list of all the groups currently on your English Campus site. If you have not created any groups yet, the page will only display the default ‘- -‘ group.
2. Click on ‘Add new group’ at the top right of the screen. A pop-up window will appear, like the one shown here:
3. Simply type in the name of the new group you want to create (e.g. the branch or department name) along with a description of the group and then click ‘Done’. You can click ‘Cancel’ at any time to close the screen.
Note: If you find that you don’t need to divide users into groups, then anything you create on your site will automatically be put in the default group. If you are in restricted mode and you do not add a user, class or course to the right group you will not be able to see the data you have created. Only the Superadministrator will be able to see this data in the default group.
Editing a group
To edit an existing group, click on the pencil icon. The pop-up box will appear for you to edit the title or description of the group.
Deleting a group
To delete a group, click on the bin icon. You cannot delete the default group.
What happens when you delete groups?
If you delete a group, the users, classes or courses that were assigned to that group are not deleted from the system. Instead, they will go into the default group.
What are classes?
A class is a way of arranging students so that teachers can view students and their progress and administrators can assign the right material to the right students. A user must be assigned to a class in order to:
- Follow an English Campus course.
- View progress and scores.
- Be monitored by their teacher.
- Receive messages from their teacher.
- Receive external files, Bookmarks, Word Lists and Weblinks from their teacher.
- Receive a score for a teacher-marked activity/ mark a teacher-marked activity.
The idea of classes on the English Campus is similar to classes in a school. Your school may have three classes at intermediate level, called Intermediate 1, Intermediate 2 and Intermediate 3. Although the students come and go and change from one year to another, the classes still exist in the school programme. Likewise, the coursebook the school uses for these classes may change from one year to another, but the classes still exist.
English Campus classes work in the same way. You can put students and teachers into a class and you can assign a course to the class. At any time it is possible to change the learners in the class, add or delete teachers or assign a different course. It is also possible for students and teachers to be members of more than one class and for a class to have more than one teacher. A class can have a maximum of 4 courses assigned at one time.
Below are two examples of what a class could be called and what it could contain:
Note: Classes are not to be confused with groups. Groups are there to divide the whole of your platform into manageable chunks. You may have a very large number of users and need an administrator to look after a group each. A class is a further division that sits within groups.
The Classes page
On the Classes page you can:
- Create classes.
- Edit classes.
- Add and remove users to and from classes.
- Activate and withdraw classes.
- Add and remove courses to and from classes.
- Delete classes.
In order to perform any of these tasks, you will need to click on ‘Classes’ on the home page. The main features of the Classes screen are explained in the next section.
The main classes screen lists all the classes that currently exist on your site. This screen has a number of search and filter features which allow you to find a particular class. For example, you can use the Filters to search by ID, age, group or level or use the search box to search for individual classes you have already built.
Click a title in the red bar to sort your list according to that category.
Click the plus buttons to see more information about each class.
Click on the title of the class to open it and see what courses, tests and users have been assigned to it including student progress and results.
You can edit class information at the bottom of the Classes page. Check the box next to the class you’d like to edit and choose what information you’d like to change from the drop-down menus. To complete the edit, click on ‘Assign’.
Check the box next to the relevant class and click on ‘Activation’ to set the activate and withdraw dates for the class. This is important as users cannot see a course unless it is published and the class it is assigned to is activated.
Check the box next to the relevant class and click on ‘Assign users’ to assign users to that class.
Click ‘Class set-up’ to create a new class.
Each class has a series of action icons to the far right of the page. Below is a description of what each button does.
Download your students’ progress report; a summary of their progress so far in the last 45 days.
Lock your class so other administrators can’t edit it.
Access the registration code for that class. You can give this to your students to register themselves into the correct class.
Export the class marks/grades for courses.
Delete the class.
Edit your class.
View your class.
Creating a class
You can create a class using the following steps:
Click on ‘Classes’ from the home page, in the Management box. This will take you to the main Classes page.
Now click on ‘Class set-up’. This will open a page like the one shown below.
Complete the various fields as appropriate.
Class ID: This number is a unique identifying number for every class on your English Campus site. The English Campus will automatically generate an ID when you click ‘Class set-up’, but you can replace this with an ID that suits the system your school or institution uses for identifying classes.
Class Title: This is the name of the class that will appear in the classes column of the main Classes page. You may wish to use the same class names as those in your institution in order to help you organise your English Campus. The title can be more descriptive than the ID, for example ‘Intermediate 1’ or ‘Business class 2’.
Number of Students: Tells you how many students there are in the class.
Class Description: You can include a simple description of the class here; for example, a note about the type of students in the class, or if the class is for a particular style of course.
Level: You must assign a Macmillan English Campus level (1 for Beginner to 6 for Advanced levels) to the new class. This does not affect the resources the student can access.
Age: You must assign one of the English Campus age groups, adult (AUT) or teenager (TEE) to the new class. This does not affect the resources the student can access.
Groups: You can assign the class to one or more groups by clicking the ‘Assign/remove groups’ button and selecting the groups you would like to assign it to from the list, then clicking ‘Done’. You will have to complete the other fields in this section before you can add groups.
Note: If you are in Restricted mode, you will need to assign all users, classes, courses and tests to the relevant group.
Activate Date: Select a date for activating the class. This is when your class will become accessible to those you have assigned to it.
Withdraw Date: Select a date for withdrawing the class. When the class is withdrawn students and teachers will no longer be able to access the class or any material assigned to that class. Administrators can still see a withdrawn class but it will be greyed out instead of blue.
Assign courses: Click on this button to choose up to 4 courses to assign to your class. Check the boxes next to the courses and click on ‘Done’.
When you have completed the class details, click ‘Confirm class set-up’. You will be taken back to the main Classes page where you will see the new class appear. Click the plus button next to a class to see its details.
Assigning users to a class
To assign users to a class:
1. Go to the Classes page from the homepage.
2. Check the box next to the class you would like to assign users to.
3. Click ‘Assign users’.
4. Check the boxes next to the users you would like to assign. You could first use the filter and the search box to find the right collection of users.
5. Click on ‘Assign’. You can then choose to add more users or return to your class list.
Removing users from a class
If you need to remove users (both students and teachers) from classes, you can do so from the User Management section of the English Campus.
Click on ‘Users’ in the Management box on the English Campus homepage.
This takes you to the User Management page. Find the users you wish to remove from the class; you can use the Filters to do this. Once you have found the users, select them using the tick boxes, as shown in the image below.
Scroll to the bottom of the User Management page, where you will see an Assign box.
You can use the Assign box to remove the users from the class.
Use the Classes drop-down menu to select the class the users are currently assigned to.
Select ‘Remove’ from the second drop-down menu.
Click the ‘Assign’ button.
A confirmation box will appear. Click OK to confirm and the users will be removed from the class.
Uploading classes via CSV file
Creating your CSV file
If you are adding a number of classes to your English Campus, you may wish to use the CSV file templates. This means you can produce a table of details for all of your classes and upload them as one file. A completed CSV file may look something like this:
In order to successfully create this file, it is important to follow a specific format when entering the class details. To make this easier we have created a template to follow, which you can download here.
Input the information about your classes, such as their name, age and level on the English Campus. To do this, please follow the style indicated in the table below.
Each column represents a field in the Classes CSV file. All the column headings must be there. However, not all the columns need to have a value in them. The following list summarises what must be included in the CSV file.
|CSV column name||Mandatory/optional||Values|
|Id||Mandatory||Must be a unique value.|
|Classname||Mandatory||The class name is displayed in class lists.|
|Classdescription||Optional||The description is displayed in the English Campus class lists.|
|Createdate||Optional||Date when the CSV was created.|
|Age||Mandatory||TEE, AUT – Must be written in upper case.|
|Group||Optional||Group names for groups that already exist in the English Campus. If the user is to be assigned to more than one group, separate the group names with a double colon (LONDON::PARIS).The group name must be written in upper case. Note: Students can only be assigned to one group.|
|Activatedate||Optional||Date when class becomes visible to students and teachers in the English Campus. The date field must be represented in the yyyymmdd format e.g 1st August 2013 is entered as 20130801 in the CSV file.|
|Withdrawdate||Optional||Date when an active class is removed from students and teachers in the English Campus. The date field must be represented in the yyyymmdd format e.g 1st August 2013 is entered as 20130801 in the CSV.|
|Courses||Optional||Course IDs for courses that already exist in the English Campus. If more than one course is to be assigned to the class, separate the course IDs with a double colon (PUBCMCB00118002::PUBCMCB00113003).|
Click here to download a PDF of the guide to completing your CSV file.
Note: The Campus will accept only certain characters with accents when uploading CSV files. Please therefore avoid using accents and symbols when preparing your CSV files.
When you have completed your table be sure to save it as a CSV file.
Uploading your classes to the English Campus
Log in to your English Campus as an administrator and click on the ‘Classes’ link in your Management area.
This will take you to the Classes overview page, where you can click on the ‘File’ button in the top right. You will then see the file upload page, which will look like this:
The option to add new classes will be automatically selected. If instead you would like to update the information of existing classes, just tick the ‘Update existing class data?’ box. Then click on ‘Choose file’ and select the file your saved CSV file. Click ‘Import’ .
When your file is uploaded, you will receive feedback to confirm whether or not the information has been completed correctly in your file. If your information is all correct, the feedback will look like this:
This is a summary of the data you are uploading.
You will receive a confirmation that your uploading process has been completed. Click ‘Ok’ a final time.
You will then be able to see you classes as normal in your English Campus.
If you have not completed your CSV file correctly using the template mentioned in ‘Creating your CSV file’, you will receive an error message when you try to import the file. It will look like this:
You will see the word ‘Failed’ to indicate which columns in the CSV file are not correct. You simply need to go back and amend the file before you can try uploading it again.