In a previous Learning Support Guide (formerly Knowledge Base Article), we explored the reasons for using groups, the basics of how to set groups up and how to assign students to groups.

This guide has been created to support staff who want to manually assign students to specific groups but have large cohorts of students and want to automate the process.  This is achieved using a student list. The process is broken down into 4 steps.  Each of the 4 steps will have a supporting video demonstrating how to implement the instructions.

1. Step 01: Manually create a new Group Set (a requirement) and populate it with the required groups.
2. Step 02: Generate and output a list of students enrolled in the Blackboard Module.
3. Step 03: Create a list of Groups and add the students to be associated with each group.
4. Step 04: Use the Students to Groups list to assign the students to the groups in Blackboard.
5. Observed ‘Error/Fault Causing Situations

Before you follow this guide, make sure you know how to set up groups in Blackboard Ultra.

Copies of the files used in the video demonstrations can be found here

• Generate Group Set and Groups in Blackboard
• Gradebook Class List Export
• Final Student-to-Group List (for re-import)

Introduction

Step 01. Set up a Group Set in your module:

This can be achieved in two ways. Using the automated option (Option02) will give you control over naming not only the group set but also the group codes and their names (Using a CSV template file).  In this guide, ‘Option 02’ will be used.

1. Option 01: Using the graphic user interface to create a Group Set by selecting the Groups tab > New Group Set > Add Group Set name and click on the purple plus button to add groups (Group names are required, but Group Descriptions are optional).
2. Option 02: Manually create a GS by selecting the Groups tab > Import Group Set > Download Group Set template. Once downloaded, open in Excel and update the following column headings
   1. Group Code*: For each group you intend to create, give a group code in each cell below column A (this can be anything, not just a number ID).
   2. Title* (Group Name): For each group you intend to create, add the group name here.
   3. Description (Not mandatory): Adding descriptions to groups helps recall what a group is and its function when reviewed at a future date.
   4. Group Set*: This will be the Name/ID for the Group Set that will contain each of the groups you intend to create and enrol students into. This can be anything, not just a number ID.  For example, ‘MyGroups’).
   5. Self-Enrol: This should be set to ‘N’ as the intention of this process is to assign students to groups via a Spreadsheet (To be created in a later part of this process).

To import the updated Group Set Template file, go to the Groups tab > Import Group Set > Import Group Set > Upload File > Locate the updated Group Set Template file and click Import.  Once this process is complete, you may need to refresh or reload the Manage Group page.

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Step 02. Export Class List:

By exporting a class list from Blackboard Gradebook, you will be able to generate all of the required cell IDs and unique user-related details that identify the enrolled students in your Blackboard module.  A list of students could be generated from another source however, this process might be more time and resource-intensive than the following.

Access the Gradebook tab (at least one markable item must exist).  Click the ‘Download Gradebook’ object.

• Mark records: select ‘Full Gradebook’.
• Record Details: Select an ‘assignment’.
• File Type: Select ‘Tab-separated File’.
• Save Location: Select ‘My Device’.

Click the Download button.

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Step 03. Create Student to Group list:

Open the newly created Group Set (from Step 01) and click the ‘Import Groups or Members’ icon. Move to the Assign Members tab and open the Download Members template link.  This will download a pre-created template with the correct required fields that will be taken from the previously downloaded student class list (from step 02), including:

1. Group Code* (Column A): The Group Code(s) that the student will be added to (created in Step 01).
2. User Name* (Column B): The Logon ID of the student (eg, U0035355) taken the the exported class list in Step 02.
3. Student ID (Column C): Leave blank
4. First Name (Column D): Student’s First Name taken from the exported class list in Step 02.
5. Last Name (Column E): Student’s Last Name taken from the exported class list in Step 02.
6. Group Set (Column F): The name of the Group Set created in Step 01.

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Step 04. Import Student to Group list:

Open the newly created Group Set (from Step 01) and click the ‘Import Groups or Members’ icon. Move to the Assign Members tab and click on the Upload File option.  Locate the updated version of the Student to-Group list document and click the Open button. Once the document has been uploaded to Blackboard, click the Import button to complete the import process. Click Save to complete.

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Observed ‘Error/Fault Causing Situations

During the testing and creation of this Learning Support Guide and associated video demonstrations, two points of note where observed.

1. Attempting to import content such as a group into a group set that already includes a group with an identical name will complete the operation however, when the confirmation email is received, you will be informed of the error.
2. When using the import students into groups, if a mistake is made in the student’s User Name, the import process will fail.  This will be confirmed in the standard email.
3. When using the import students into groups, if a mistake is made in the student’s First or Last Name, the import process will still be successful (the User Name must be correct).  This will be confirmed in the standard email.
4. When using the import students into groups, if the student’s First or Last Name fields are left blank, the import process will Fail.  This will be confirmed in the standard email.

For more information, please contact the Digital Learning Specialist team.