Hierarchies and Clusters: ensuring scheduling by and for the correct people

Cirrus Assessment Support Team -

Hierarchies and Clusters: ensuring scheduling by and for the correct people

When working with the Cirrus Assessment platform, it is very important that the right content is accessible to the right people. Sharing and hierarchies form the basis for all access permissions. This article will focus on using hierarchies and clusters for scheduling. 

  • A hierarchy loosely translated corresponds to a group. 
  • A cluster loosely translated is a group of groups, a cluster of hierarchies.
  1. By adding a cluster or hierarchy to an assessment you determine which people can schedule (plan) an assessment to be taken
  2. Using hierarchies you can enrol the correct group of candidates for your scheduled assessment
  3. Setting up a good hierarchy and clusters for scheduling

 

Please note: scheduling versus editing assessments and items

The scheduling (aka booking or planning) of your assessments is governed by the setup of the hierarchies in a hierarchy tree and so called Clusters

Setting up the right Hierarchy and Clusters, together with Roles in Cirrus is a crucial step to align with your company's procedures and goals. An administrator needs to define these. Cirrus Assessment highly recommends you to do this together with one of our consultants.

Sharing is used when working on collections of items or when assembling assessments. In other words: being able to schedule an assessment does not mean that I will be able to edit the assessment or the items used in the assessment. For this purpose the owner of the content needs to share it with me - see 'Sharing collections: setting who can work together on items and who can use them in assessments'. 

 By adding a cluster or hierarchy to an Assessment you determine who can schedule it

By adding a cluster or hierarchy to an assessment you determine which people can schedule (plan) an assessment to be taken.

The hierarchy or cluster set for an assessment determines who is allowed to schedule that particular exam. Read more about how to setup the hierarchies or clusters for an assessment.

Clusters  and their linked hierarchies are managed via the Admin > Clusters. Read more in our article "Admin: adding Clusters and linking them to hierarchies".

Let's look at an example: An assessment "Immigration Mock Exam" was created to test candidates:

2018-10-30_2111-Assessment-who-can-schedule.png

In this example any scheduler belonging to clusters or hierarchies added under "Available for Scheduling to:" can schedule this assessment.

  • Upon mouse-over you can see the hierarchies (groups) within a cluster.
  • Users can only see those groups they are entitled to see here.
  • Clicking on the link 'who can schedule?' show you a list of users that are allowed to schedule. (They need to have scheduling powers assigned to their Role of course).

So simply put in our example: a scheduler belonging to the hierarchy 'Cirrus Advanced Level'  can schedule this assessment and will appear in the list of who can schedule.

Please note: when user is added to a hierarchy, he is automatically added to levels above. In our example for example the "Cirrus Training" hierarchy. This means that if there are assessments connected to this group "Cirrus Training" or a cluster with this group, the user will be able to schedule these as well. 

How do I add a hierarchy level or group to a cluster?

  • Go to Admin > Clusters to manage your clusters:

  • You can filter on hierarchy level (group) to see the associated clusters [A]
  • You can view the associated Hierarchies in this column [B]
  • You can edit the associated hierarchies using this 'pencil' button which appears on mouseover. This is where you add the group that should be able to attach it to their assessments.
  • Remember:  authors can only add those clusters and hierarchies that they are entitled to see to their assessments itself. In other words: they need access to those (clusters) of groups themselves.

Tip: Never add the root folder of your site to a cluster: this will enable all users of your site to schedule assessments with this cluster if they have scheduling powers.

Hierarchies: add the correct group of candidates to each schedule

Hierarchies ensure the correct group of candidates or invigilators can get access to the assessment to take it at the time it is scheduled to be available. In other words: when scheduling an assessment, you want the right group of candidates to be enrolled.

  • Your access to hierarchies (groups) determine who you can schedule.
  • Groups that can be scheduled (or individuals from those particular groups) are only those groups that have the option 'Allow relationship with Scheduled assessments' checked.
  • If a user is a member of a group that is not falling under a 'root' level (or is a defined as a root level itself) the user you have access to *all* groups by default.

'Allow relationship with Scheduled assessments' allows users belonging to this hierarchy to access the people (candidates and invigilators) belonging to this hierarchy for scheduling. 

In other words: this means that in order to be able to assign a scheduled assessment to a group of candidates the scheduler needs to be associated with that group's (parent) hierarchy and the option “allow relationship with scheduled assessments” needs to be checked for that hierarchy. 

Example: Scheduler John is part of the hierarchy "Cirrus Training / Cirrus Introductory Level" and "Cirrus Training / Alumni":

This means scheduler John can select candidates belonging to that hierarchy or sub-hierarchies, e.g. "Cirrus Training /Cirrus Introductory Level/Intro group A". John can also book the assessment for the group of Alumni. In other words: selecting a group of candidates to add it to the schedule has nothing to do with the clusters added to that assessment:

Setting up good hierarchies and clusters for scheduling

The scheduling (aka booking or planning) of your assessments is governed by the setup of the Hierarchy and Clusters in Cirrus. Setting up the right hierarchy and clusters for your organisation is a crucial step to align with your company's procedures and goals. A system administrator needs to define this. Cirrus Assessment recommends to do this with one of our consultants. Also take a look at our training possibilities.

You will can take a look at our information on the use of hierarchies and the definition of Organisations, these are used 

  • When searching candidates to schedule
  • When searching markers
  • When searching invigilators
  • When searching users to share content (collection and media elements)

Tip: Never add the root folder of your site to a cluster: this will enable all schedulers of your site to schedule assessments with this cluster!

The basics on Hierarchy-setup can be found in our article "Hierarchies in Cirrus".

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