Participant Groups | HelioCampus Assessment Management Knowledge Base

📙 Knowledge Base Tip: Reviewing the Survey Schedules and the Create a Survey Schedule articles before configuring Participant Groups is recommended.

Video Resource

Learn about managing survey schedule include and exclude groups by watching a quick video walkthrough!

Roles & Permissions
Institution Admins	Can create and edit Participant Groups for all Colleges/Administrative Divisions, Departments/Administrative Units, subjects, and courses within their entire associated Organizational Hierarchy.
College/Department Admins	Can create and edit Participant Groups only for all Colleges or Departments within their Organizational Hierarchy, and the selection of subjects and courses is limited to subjects and courses within the Admin’s associated College or Department.
College/Department Survey Admins	Can create and edit Participant Groups only for all Colleges or Departments within their Organizational Hierarchy, and the selection of subjects and courses is limited to subjects and courses within the Survey Admin’s associated College or Department.

Survey schedule participant groups are configured via the Participant Groups page of the Survey Schedule Homepage. Participant groups can be configured for survey schedules in Draft status.

Once a schedule has been published, clicking Un-Publish via the Survey Schedule Homepage will revert the schedule to Draft status, and participant groups can be configured.

The Participants setting displays the target audience for a survey and is dependent on the schedule participants configured when creating a Survey Schedule.

The Participant Groups section configures which Colleges/Administrative Divisions, Departments/Administrative Units, Subjects, and Courses.

Include Groups: Course Sections and/or Co-Curricular Sections that will be surveyed.
Exclude Groups: Course Sections and/or Co-Curricular Sections that will be excluded from the survey.

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Product Tip

To ensure that upcoming new Courses are automatically included in a Survey Schedule running every Term, it is recommended not to filter Include Groups down to the subject/course level.

It is instead recommended to filter Include Groups to one or more Colleges/Administrative Divisions or one or more Departments/Administrative Units. This best practice will remove the need for manual updates to the Survey Schedule when new Courses are introduced.

Configure a Participant Group

To configure a participant group, click the ➕ at the bottom of either participant group section.
1. Via the pop-up, use the drop-downs to configure which Colleges/Administrative Divisions, Departments/Administrative Units, Subjects, and Courses should be included or excluded from a Survey.
  Multiple selections can be made in the Subject and Course drop-down menus.
2. Click +Add Group to create a participant group.

Once a group has been added, it will be displayed in the Include Groups or Exclude Groups sections respective to the group type created.

Once created, participant groups cannot be edited. If changes need to be made to a group, it must be deleted and recreated.

📔 Additional Resources

Survey Schedules

Create a Survey Schedule