Scenarios for group classification (2024)

During the 2020-2021 academic year, a limited number of students is simultaneously allowed in an auditorium. The scenarios below describe a number of options for the organisation of lectures and the communication with students.

Some faculties have their own approach to the organisation of certain programs or phases and will be communicating this to their lecturers. It is important tocheck whether your faculty has made these kind of provisions.

This guide can also be used outside of the corona context to divide students into groups for a number of other reasons.

• Overview
  • Scenario 1: the lecturer/faculty chooses
  • Scenario 2: the student chooses
  • Scenario 3: hybrid ways to manage registrations
• Tools for creating groups
• Tools for the organisation of registrations

Scenario 1: with pre-determined groups - without registration

Work with Toledo

• Compose groups of students. Take into account how many students are registered for the course, the available rooms and the maximum occupancy rate.
• Communicate how the groups are composed.
  This can be done in the same way as for OLAs that are organised in series (e.g. exercise sessions and practical sessions)
• Per lecture (or week), communicate which group(s) is/are welcome.
  This can be done, for example, via an announcement in Toledo (if the series are not planned separately in SAP)

Pros

• No additional IT support required
• If the allowed classrooms capacity changes or the turnout istoo low, you can respond very flexibly by communicating that an extra group is welcome

Cons

• Since there is no need for registration or deregistration, there is no maximization of the occupancy rate

Scenario 2: without pre-determined groups - with registration

Work with One Button or Tolinto

• At the start of the semester, provide a registration list for all lesson times of an OLA and communicate to students that they can register themselves for lesson times of their choice.
  This can be done via an announcement in Toledo with a link to the registration page
• The maximum number of students allowed per lectureand the number of lectures that 1 student can attend are related to the capacity of the room. This capacity can change according to the pandemic level. Make sure youknow the capacity of a room.
• Limit the options to a maximum of N sessions per student (so that everyone has the chance to attend, for example, 1/5th of the lessons on campus).
• On a certain date, open the registration list to everyone to fill the remaining open places with students who would like to attend more on-campus lectures.
• Variant: if you wish to prepare registration lists for both 1:2 and 1:5 occupancy at the start of the semester, you can do so for each lecture (the first with a maximum number of students who are allowed to join the 1:5 regime and the second with a maximum number of students who are allowed to enter the 1:2 regime).

Pros

• No groups need to be defined in advance
• Students don’t have to respect a group allocation
• Because students need to register, the occupancy rate of the lessons can be maximized

Cons

• If a registration for the entire semester is used, it will be difficult to respond to a changed classrooms capacity later on.

Tools for creating a registration list according to SCENARIO 2

Scenario 3: with pre-determined series - with registration

In this scenario you can work with One Button/Tolinto ...

• Assemble groups of students. Take into account how many students are registered for the course, the available rooms and the maximum occupancy rate.
• Make a one-time registration list for the OLA.
• Communicate how the groups are composed.
  This can be done in the same way as for OLAs that are organised in series (e.g. exercise sessions and practical sessions)
• Each week, communicate to students which group(s) may register for next week's class.
  This can be done via an announcement in Toledo with a link to the registration page.
• Students from the admitted groups who will actually take the OLA on-campus must register via the registration link before a certain date (e.g. two days in advance).
• If there are still open places after that date, students from other groups may fill them up by registering via the same registration link.
• After each lesson, empty the registration list and communicate which groups can register for the following week.

... or with Toledo

• At the beginning of the semester, have students enroll through Tolinto for a specific group based on a 1:5 reduction. Each group can take N number of lessons, e.g. lessons 1-3-5 or 2-4-6).
• Round out the groups with students who have not made a choice, but are registered for the course.
• Download this data in Excel and save the groups in Toledo.
• In those weeks where an occupancy rate 1: 2) applies, students from other groups can still join the lectures by registering via a communicated link.

Pros

• Because students need to register, the occupancy rate of the lessons can be maximized

​​Cons

• In this scenario, you can’t check whether students respect the composition of the groups.
• The organiser can check this manually afterwards on the basis of the list of registrations.
• If a registration for the entire semester is used, it will be difficult to respond to a changed classrooms capacity later on.

Tools for creating a registration list according to SCENARIO 3

Tools for creating groups

If scenario 1 or 3 is chosen, the lecturer or faculty will first have to divide the students into groups. On the basis of these groups, it is determined who is allowed to attend which on-campus lecture. Lists of enrolled students can be obtained in three ways.

• Via My Students: in KU Loket application you can request lists of names, addresses with photos, r-numbers and student files.
• Via a Toledo list: in your course you can request a list of all registered students. You can consult names, e-mail addresses, the type of registration and information about administrative links and groups. Toledo can automatically generate groups and students can be part of several groups at the same time (e.g. one group in the context of corona, a second one for group work ...).
• Via Tolinto: if you want to let students decide which group they want to be a part of. In that case, they register for a specific group via Tolinto. This data is later exported to Toledo, where the correct groups are immediately formed. Students who have not registered themselves are assigned to a group by the lecturer.

How to choose the right application?

Tools for the organisation of registrations

• Via One Button: using this form builder you can easily create web forms for registrations yourself, with data storage and e-mail options. The correct lectures can be uploaded from SAP and students then register for individual lessons.
• Via Toledo: One Button and Tolinto allow students to register for specific lectures. You can also choose to assign lectures to students yourself. After they have been automatically or manually divided into groups, you communicate how these groups are composed. Each week you communicate which students are welcome on campus.

How to choose the right application?