Create User Groups for Experience Placement

Updated: November 2021

Description: The Experience Placement solution requires that User Groups of students eligible to be placed in an experiential setting is created in the User Group manager in AEFIS.  This is because in many cases, students begin the process of either applying to, or selecting placement locations prior to registering for a course section that relates to the placement.  The User Groups allow you to provide the students with the option to start applying to or exploring placement options well in advance of the start of the experience.  Or, your experiential learning manager can create the placement assignments prior to the start of a semester. This guide will teach you how to create a User Group for a cohort of students to use in the Experience Placement solution.

Applicable to: Institution Admin, College Admin, Department Admin

Step-by-Step... 

Step 1: Log into your AEFIS account 

Step 2: Select the three white horizontal lines in the top left hand corner to open the AEFIS Main Menu

Step 3: Navigate to Tools > User Groups

Step 4: Select the blue + ADD USER GROUP button on the top right 

Step 5: Populate New User Group name and description 

We recommend being descriptive here, for example "BSN 3rd Year Cohort Fall 2022" so you can identify which group is eligible for a particular placement.

Step 6: Select the blue SAVE button once completed

Step 7: Edit User Group box will display, populate the desired information

Note: To make this group available in Experience Placement, the Status can not be in Draft.  You must Publish the user group.  There is also an Inactive status, so you can deactivate the group so it is no longer used for the Experience Placement process.

Step 10: Use the search/filter option to add group members. Select the +Add Group Members method of adding user groups, as this is the method for adding AEFIS users to a group.

a) Use either the +Add a Filter or the search bar to find applicable group members that already have an existing account in AEFIS. 

b) Once desired members are located, click on the check box next to their names as seen below

c) Select the blue + ADD SELECTED MEMBERS button 

d) On the pop up, select the blue ADD button to add selected users or the Red Add All Users to add all of the users you selected on the previous screen

e) Select the blue SAVE button

• Important Note: if you do not plan to add any further user group members, change the status of the user group to Published before selecting the SAVE button. However, if you would like to add more user group members at a later time, leave the status as Draft.
  
  
  

Step 11: Use the Upload Group Members option to add users. 

a) Select Upload Group members

b) Download the Group Import Excel template

c) Add the First Name, Last Name, and Email Address of each user to the template

d) Save the file, and upload it on the Upload portion of the pop up

e) The list of students in AEFIS matched to the upload list will display.  You may click the trashcan next to a name to remove any, or click save to complete the process.

Remember:  Make sure you choose Published under status before you Save so the User Group is available to use in Experience Placement!

What if I need to change the user group after it is published?

You can!  You may set the User Group to Draft status, and make changes to the list of students as needed.