Creating Cohorts What is a Cohort? Working with Departments View Existing Cohorts Create a New Cohort View Cohort Roster Delete a Cohort Slide 1 of 17

What is a Cohort? A cohort is a group of classes that are enrolled in at one time. It allows groups of students to attend the same classes, thus giving more opportunity for those students to get to know each other and support each other. Slide 2 of 17

Cohort Management Cohorts are built by “Cohort Managers” using the Cohort Groups pages. Cohorts are created for various ASU programs, such as Campus Match or Learning Communities or to simplify the registration process by presenting students with blocks of critical classes. Cohorts may be built so that they are available to all students or only available to students in a specific career, program, plan, academic level, or student group. Cohorts my also be restricted to only students who have been granted permission to register for the specific cohort or they may be left open to all students who match the appropriate academic criteria for the cohort. Slide 3 of 17

Cohorts – What the Student Sees When registering for classes, students will be able to view and select from the cohorts that they are eligible for - based on their academic profile and the enrollment restrictions of the cohort. Students will be able to see those cohorts that require permission to register, and the cohort will be notated as such. For example, the W. P. Carey School of Business may build several cohorts designed for Freshmen Finance majors. Only students with a program of College of Business, a plan of Finance, and an academic level of freshman, may see and register for the cohort. Additional permission may, or may not, be required to register. If there are no seats available in a cohort, it will not be displayed to the student. Slide 4 of 17

Cohort Management Classes used in cohorts that require permission should not have any additional consent needed (such as department or instructor consent) as the student must already obtain permission to enroll in the cohort. Classes used in cohorts must all be within the same session. The classes used in a cohort may each have a different grading basis, but it must be a valid grading basis for the class and it cannot be a student option grading basis. There is no way for a student to specify a grading basis at the time of enrollment in a cohort. When a class consists of two components, such as a lecture and a lab, both components must be specified in the cohort. Slide 5 of 17

Working with Departments Once a class becomes a cohort class, seats in that class will be reserved for only those students in the cohort. Because any class across the institution can be put into a cohort, it is very important that cohort builders communicate with all of the departments who manage the classes they use in cohorts prior to building the cohorts. It is the responsibility of the cohort builder/manager to confirm with every department which classes can be used in cohorts, how many seats, and when the un-used reserved seats can be released. Instructor Delegates Instructor Delegates are those individuals who are given access to a specific class by department class scheduler. A delegate may be a student (TA), a staff member, or another faculty member. TA’s are generally set up to enter grades, but not submit grade changes or assign delegates to a class. TA’s should be set-up with an Instructor Role of TA with POST access. If a TA is to be the primary instructor, and will both enter and change grades, they should be set up as a primary or secondary instructor with POST access. Department class scheduler can add Instructor Delegates by using the pages under Curriculum Management at: Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Instructor Delegates do not roll from one term to another as other instructor types do. As part of the class roll process, all instructor types of ‘Delegate’ are purged. Instructor delegates may also be added to a class via the faculty center using the Delegate icon on the front page (coming soon). Slide 6 of 17

Cohorts and Student Groups As Cohorts are established, matching Student Groups are set-up by the cohort setup process to control access to the cohorts at registration. These Student Groups will use the code ‘CM’ in the student group code to identify them as Cohort Management student groups. Cohort Codes will be used in creating the student groups that are used to manage the cohort management process. The 10-character Cohort Code will become the Short Description of the student group created for the cohort. The Description for the Cohort becomes the Long Description for the cohort Student Group. During the Student Cohort Group Permission process, when the student is given permission to register for a cohort, they are automatically put into the student group that is a requirement for registering for the cohort. Students should not be moved in and out of the Cohort Management student groups manually. Slide 7 of 17

Reserve Capacity and the class schedule screen Once seats are reserved in a class for a cohort, a reserve capacity line is added in the schedule of classes for each cohort. A “placeholder” entry of 1 is also made which indicates when the reserve capacity for the cohort will be lifted. The Reserve Capacity is labeled with the student group and the cohort code as shown Slide 8 of 17

Terminology Cohort Code: This code is established by the cohort manager when the cohort is created. Read the section on Cohort Naming Standards. Description: This description field is used to describe the cohort in 30-characters. This description will also be used for the Student Group created for the Cohort. Student Group: The Student Group code is displayed once the student group is created “behind-the-scenes” and uses the naming convention for Cohort Management Student Groups of “CM—“. Reserve Capacity/Reserve Until: Allows cohort managers to specify the number of seats to reserve for the cohort and when to release these seats from the cohort. Permission Required: This checkbox specifies whether or not a student will need to be given permission to enroll in a cohort. If permission is not required, any student who meets the criteria for the cohort may enroll in it. Slide 9 of 17

Permitting Changes Permit Changes: Three different options are available for controlling registration actions for a cohort. (0) No Restrictions – After the initial registration there are no registration restrictions for dropping or swapping classes that are part of the cohort. (1) No Drops During Add/Drop – After the initial registration the student is not allowed to drop/swap individual classes that are part of the cohort until the end of the drop/add period. The student is allowed to drop the entire cohort. Used mainly for Campus Match programs. (2) No Individual Drops – After the initial registration the student is not allowed to drop/withdraw from any of the classes that make up the cohort at any point during the term. This restriction is used for the Learning Communities programs, where the content of the classes is tied for the entire semester. Slide 10 of 17

Cannot Change Cohort “Mid Stream” Note that you cannot change the classes in a cohort once students are enrolled in the cohort. The only way to change a cohort once students are enrolled is to drop them from the cohort, change it and re-enroll them. Also – You cannot change the Reserve capacity once the “Reserve Until” date has passed. Slide 11 of 17

Naming Standards for Cohort Codes Cohort Code: This code is established by the cohort manager when the cohort is created. Read the section on Cohort Naming Standards before naming your cohorts. Each academic organization that creates student cohort groups should follow the suggested naming conventions (below) when creating cohorts and/or blocks. Naming conventions will allow each group to easily set-up and manage their own cohorts. There is no PeopleSoft programming behind the codes used in naming cohorts, but if named consistently the cohorts will be more easily identified, reported on and managed. PeopleSoft will not allow the creation of duplicate cohort codes within each term and career, but you can reuse the cohort codes from one term to another (those from Fall 2007 can be reused in Fall 2008). For ease in identifying your cohorts, it is recommended that you do not reuse cohort codes for different careers. Slide 12 of 17

Naming Standards for Cohort Codes Cohorts will not roll over to the next like semester, though the classes that make up each cohort will roll. The Cohort Code should begin with the college code for the college that manages the cohort. In the case of Campus Match programs, that span multiple colleges, the cohort code should begin with ‘CM’. There are 10 characters available for naming cohorts. Not all available characters need to be used. Guidelines Campus-wide programs, begin the cohort code with the 1-character campus code. Campus Match programs – campus code + CM Learning communities – campus code + LC College programs – college code + department code and/or special program codes Class Blocks – CB Tracking - TR Slide 13 of 17

Naming Standards for Cohort Codes Examples Tempe Campus - Campus Match TCMnnnnnnn West Campus - Campus Match WCMnnnnnnn Polytechnic Campus – Campus Match PCMnnnnnnn Downtown Campus - Campus Match DCMnnnnnnn College of Liberal Arts and Sciences, Learning Communities LALCnnnnnn College of Engineering – Fulton Match ESFMnnnnn West Campus - Learning Communities WESTLCnnnnn CLAS - Geographical Sciences Cohorts LAGEOSnnnn All Colleges – College Class Blocks 2-character college code + CB (Class Block) + 6 identifying characters Examples: FAMUSCBnnn FATHECBnnn Departmental Programs 2-character college code + Department code + Identifying code LAENGTR001 LABIOCB01 Slide 14 of 17

To create a cohort, you must have the PeopleSoft role of Access Role To create a cohort, you must have the PeopleSoft role of SR Cohort Management Update You can request the role by visiting the page www.asu.edu/oasis The link to request new roles near the bottom of the page, on the left hand side. Select Term – enter the term you wish to work with. Click ‘change’ to refresh data. Note: The selected term will default to the most current active term that the person using the Faculty Center is scheduled to teach. If the instructor is not teaching during the current term, the next active term that the instructor is teaching will be the default term. If an instructor is teaching consecutive terms, the default term will be the current term until the last day of the term, and will change on the first day of the next term. Instructors teaching Spring and Fall only will see Spring until the last day of the spring term, after which they will see Fall until the last day of the Fall term. All terms that the instructor has taught, and that were converted into the PeopleSoft system, will be offered in the select term. Note: Terms prior to fall 2006 were not converted as individual sections with instructors, and are therefore not available to instructors via the faculty center. These classes are available to Roster Contacts. Options – you can display all classes for the selected term (Show all Classes), Only classes with enrollment, or View a weekly schedule of your classes. Class Details - view details about a class by clicking on the “class” information. Class Search tab – takes you to the general class search for the entire ASU schedule of classes. Class Roster – The class roster icon will take the user to the roster for the selected class. Download – The Download icon will download an excel spreadsheet with a list of classes begin taught that term. Note: Browser settings can affect your ability to successfully perform downloads. Grade Roster - The Grade Roster icon will appear beside a class when grade rosters have been generated for a class. Grade Rosters are generated nightly by a batch process controlled by the Office of the Registrar. Student enrollment activity (adds and drops) will not be reflected real-time on the grade roster, but will be included each time the grade roster is generated. Slide 15 of 17

Then go through the interactive practice exercises. Next Steps To learn how to view and create a cohort, open the Business process guide and read through it. Then go through the interactive practice exercises. Slide 16 of 17

Job Aids and guides are available at: Ongoing Help Job Aids and guides are available at: http://www.asu.edu/oasis/support/JobAids.html For immediate help, submit a help ticket http://www.asu.edu/support Select University Technology Office for the organization, Select PeopleSoft for the category Type in a summary and description of your problem. Slide 17 of 17