Oxford Groups (GET): Using Ad-Hoc Groups

The Oxford Group Enrolment Tool (GET) employs Oxford SITS data and can be used to bulk enrol students onto a programme course in Canvas.

The Ad-Hoc Groups option within the GET enables you to create bespoke groups of students (or staff). You will be able to reuse these Ad-Hoc Groups across multiple courses, e.g. all students studying an optional stream of your programme that involves more than one course in Canvas.

Notes:

  • You first need to create an Ad-Hoc Group (step 1 below) before you can create a 'rule' to enrol that group in one or more Canvas courses.
  • If you are a Canvas Admin, consider creating your Ad-Hoc group at the Account level - this group of users will then be available to use across all courses in the account.

Index

  1. Create an Ad-Hoc Group
  2. Add the group to a 'rule'

1. Create an Ad-Hoc Group

Within a Canvas course, select Oxford Groups which should automatically be visible on the Course Navigation Menu on the left.

If you don't see Oxford Groups on the menu, select Settings. Find Oxford Groups in the lower list (inactive tools), and drag it to the top list of active tools. Although it will appear (in black font) to you, it does not appear for students. (You can check this by activating Student View from the Home Page).

Select the Ad-Hoc Groups tab and then the button to add a New Ad-Hoc Group:

 

The Add Users panel will open. You can search for any individual Oxford University member (staff or students) by entering their Name, Login ID, SSO or email address in the Search box. If you wish to add a cohort of students, you can select Programme Groups and sub-groups thereof in the drop-down list.

Use the Add button to add a Sub-Group (student cohort) or individuals. Use the Remove button to remove a Sub-Group or individual:

 

Click the cross to close the Add Users panel. You can also remove users at this stage, or click + Users to add more individuals or student cohorts.

Click Save to save your newly-created Ad-Hoc Group and confirm on the Are you Sure? screen if you are happy to do so.

This bespoke group of users is now available for you to include in a 'rule' to enrol them in your Canvas course.

2. Add an Ad-Hoc Group to a 'rule'

Once you have created one or more bespoke groups of users (staff and/or students), you will be able to enrol this group in your Canvas course:

In the Oxford Groups (GET) tool, click on the Rules tab and add a new simple rule.

Then click on + Ad-Hoc Group.

Any existing Ad-Hoc Groups that you have created will appear on the side panel.

Click Add to add this group to your Canvas course.

Then follow the guidance on the separate page about Oxford Groups (The Group Enrolment tool)

Notes:

  • If you are not the creator of an Ad-Hoc Group, you will not be able to delete it. (An enhancement to allow wider deletion of Ad-Hoc groups is currently being scheduled for implementation.)
  • It is not possible to add participants in bulk to your Ad-Hoc group - you need to search for, and add members one at a time.