Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-09-08
Steps: Set Up Student Cohorts

Steps: Set Up Student Cohorts

Student cohorts enable you to track specific groups of students and applicants so you can effectively manage your student and applicant populations.
  1. Access the
    Maintain Student Cohort Types
     task.
    View existing cohort types at your institution.
    Click
    Edit
    . Create cohort types based on how you want to:
    • Group students and applicants at your institution.
    • Report on cohort membership.
    Assign cohort types only to academic units:
    • Designated as institutions.
    • You have access to.
    Security:
    Set Up: Student Cohort
     domain in the Academic Advising functional area.
  3. (Optional) Access the
    Create Student Cohort Collection
     task.
    Create a collection to group cohorts based on 1 or more cohort types. By doing so, you can:
    • Configure the administration and security of cohorts independently from the academic unit.
    • Organize and maintain support for cohorts with a shared functional and organizational purpose.
    Security:
    Set Up: Student Cohort Collections
     domain in the Academic Advising functional area.
  4. Access the
    Maintain Assignable Roles
     task.
    Configure roles on the task. Examples: Advisor, Academic Probation Monitor, Grief Counselor, Financial Aid Cohort Administrator. Enable the roles for student cohorts, student cohort collections, or both.
    Security:
    Set Up: Assignable Roles
     domain in the Organizations and Roles functional area.
  5. Access the
    Maintain Advisor Role Options
     task.
    For each role you enable for student cohorts, student cohort collections, or both, select whether it's:
    • Visible to students on the
      View My Support Network
       report. (The report is available only for academic records in cohorts.)
    • An advisor role.
    Security:
    Set Up: Advisor Management
     domain in the Academic Advising functional area.
  6. (Optional) Access the
    Configure Profile Group
     task.
    To view information related to a student cohort more easily, you can configure any of these profile groups:
    Option
    Description
    Academic Record Cohort History for Student Cohort History Composite View
    Displays the history of adding and removing a student's academic record from cohorts on the
    View Student Cohort History for Student
     report.
    Active Students in Cohort for Student Cohort Profile
    Displays active students that are members of the cohort on the profile of the cohort.
    Application Cohort History for Student Cohort History Composite View
    Displays the history of adding and removing a prospect's application from cohorts on the
    View Student Cohort History for Student
     report.
    Applicants in Cohort for Student Cohort Profile
    Displays applicants that are members of the cohort on the profile of the selected cohort.
    Cohort Membership Assignment Overrides for Student Cohort Profile
    Displays the details of manual membership overrides to criteria-based cohorts on the profile of the selected cohort.
    Future Cohort Membership Assignments for Student Cohort Profile
    Displays all future members of the selected cohort on its profile.
    Support Roles for Student Cohort Profile
    Displays all support roles assigned to the selected cohort and the people fulfilling them on the profile of the selected cohort.
You can view these reports:
  • Cohort types on the
    View Student Cohort Types
     report.
  • Cohorts on the
    Find Student Cohorts
     report.
  • Cohort collections on the
    View Student Cohort Collection
     report.
  • Create and manage student cohorts.
  • Create role-based security groups for student cohorts and cohort collections roles and configure security. From the related actions of a cohort or cohort collection, select
    Roles
    Assign roles
    :
    • For student cohorts, you can grant role assignees access to the academic records, applications, or both, in the cohort.
    • For student cohort collections, you can grant role assignees access to:
      • Create student cohorts for a collection.
      • Manage cohort membership.
      • Access the students in the cohort collections.