The Participant Groups page lets survey administrators define who receives the survey by scoping it to organizational units such as institutions, colleges, departments, subject codes, or individual courses. The typical recommended workflow for this page is to first choose the unit type, then include and/or exclude groups, verify the resulting count in the Survey Scope panel, and optionally apply section metadata filters before publishing the schedule.
The Units filter (1) narrows the organizational tree to show only academic units, only non-academic units, or both. Using the Include/Exclude Participants toggle (2) switches the page between two modes.
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Include Participants mode is used to add groups to the survey scope.
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Exclude Participants mode is used to remove groups from an already-included scope. For example, including the entire institution while excluding a single department or subject code.
The Survey Scope summary panel (3) provides a running tally of what is currently included in the survey. Rows in the organizational tree also display an Included badge to confirm at a glance exactly who will be surveyed. The Section Metadata Filters button (4) opens a filter panel for refining the scope by course-section attributes. This is useful, for example, when surveying only online sections within included units.
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Roles & Permissions |
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Institution Admins |
Can create and edit groups for all colleges/administrative divisions, departments/administrative units, subjects, and courses within their entire associated hierarchy level. |
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College/Department Admins |
Can create and edit groups only for all colleges or departments within their hierarchy level, and the selection of subjects and courses is limited to subjects and courses within the Survey Admin’s associated college or department. |
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College/Department Survey Admins |
Can create and edit groups only for all colleges or departments within their hierarchy level, and the selection of subjects and courses is limited to subjects and courses within the Survey Admin’s associated college or department. |
Include Participants
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 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.
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Navigate to the schedule’s Participant Groups page and choose which units to view to filter the available participant groups.
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Select Include Participants (1) to start the inclusion workflow. If the list is long, use the search field (2) to narrow the displayed units by name before selecting groups.
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Expand the organizational tree to review which sub-levels are included under each organizational level. This helps confirm whether selecting a higher-level group will also include the expected departments, subject codes, or courses.
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Browse the organizational levels, then select Include (1) beside a level to add it to the schedule. Repeat this action for each level that should be included in the schedule. To include all organizational levels at once, select Include Entire Institution (2); use this option only when every available level should be included.
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Review the right panel to confirm the number of groups included and verify that each selected group appears as expected below the scope count (1). Groups are not included in the schedule until Save Changes (2) is clicked.
Exclude Participants
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Navigate to the schedule’s Participant Groups page and select Exclude Participants (1) to start the exclusion workflow.
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Browse the hierarchy or search by name or code. Select Exclude (1) beside an included group or use the remove option (2) that appears for included groups.
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The Survey Scope panel shows excluded groups under the Except label nested under the owning included group (1). Groups are not excluded in the schedule until Save Changes (2) is clicked.
Restore Excluded Participants
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Navigate to the schedule’s Participant Groups page and select Exclude Participants (1) to start the restoration workflow.
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Excluded groups are listed in the Survey Scope panel under the Except label, nested under the owning included group, and have a corresponding Restore option in the organizational levels panel. Locate the excluded group in the hierarchy and select Restore (1).
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The group will be removed from exclusions in the Survey Scope panel and will be included again (1). Groups are not fully restored in the schedule until Save Changes (2) is clicked.
