A. Overview
My Group is the central hub for accessing and administering Principal Investigator (PI) / Supervisor personnel, spaces and training. My Group provides PIs, supervisors and assigned group Safety Delegates at the university community with the ability to manage three primary areas: personnel, spaces and training.
- Personnel provides access to a PI or supervisor’s personnel roster. PIs and supervisors can assign a delegate role called the Group Safety Delegate who has elevated privileges in SPROUT. The PI, supervisor and Group Safety Delegate can all make changes to the roster, adding or removing members from the list. University members on a roster can access all rosters to which they belong.
- Spaces provides access to all PI and supervisor listed spaces. PIs, supervisors, and roster members can view a list of spaces associated with their PI(s) or supervisor(s).
- Training provides access to all training records on a PI or Supervisor roster.
B. Accessing My Group in SPROUT
Access My Group from SPROUT:
- Select My Group from the left side menu or select the icon on the main page.
- Navigate My Group by selecting one of the tabs displayed at the top of the page: Home, Personnel, Spaces, and Training.
- Please Note that only members that are currently on a roster can view My Group tabs. If you are not on a roster you will not see data displayed in My Group. However, if you are on a roster and do not see data when you visit My Group, please consult with your PI, Supervisor, or the Group Safety Delegate that manages that roster to ensure roster status was assigned. If you are correctly assigned to the roster yet remain unable to view your roster, please contact SPROUT Technical Support.
C. Personnel
I. Personnel Roster Roles
The Personnel tab of My Group provides information about your current roster. There are four primary roster roles: PIs, Supervisors, Group Safety Delegates, and general roster members.
- PIs and Supervisors are able to access and manage their own rosters with a full listing of all individuals assigned to that roster.
- Group Safety Delegates are assigned additional permissions by a PI or Supervisor and have the ability to manage a roster on behalf of the PI / Supervisor.
- General Roster Members are individuals assigned to a roster, and who have view only access to a roster list.
II. Personnel Roster Selection
Depending on your role, the roster information you have access to will be slightly different and will affect your ability to select from a single, or multiple rosters. Roster selection is made using the dropdown box labeled “Select Principal Investigator / Supervisor”.
Single Roster Membership
- PIs and Supervisors will typically only have access to their own roster in the PI/Supervisor selection dropdown. As most PIs and Supervisors will belong to only one roster, their own, their name will be displayed in this dropdown automatically.
- Group Safety Delegates and General Roster Members who are only assigned to one roster will also see the name of their PI or Supervisor displayed in the PI/Supervisor selection dropdown.
Multiple Roster Membership
- PIs and Supervisors may have access to more than one roster. If a PI has their own roster, and is also assigned to another PIs roster, they will have the ability to access multiple names from the PI/Supervisor selection dropdown and will have to chose the roster they wish to view when logging into the Personnel section of My Group.
- Group Safety Delegates and General Roster Members who are assigned to multiple rosters will have access to multiple names in the PI/Supervisor selection dropdown. These users will need to select a PI or supervisor from the PI/Supervisor selection dropdown to access the relevant roster.
III. Personnel Management
PIs, Supervisors, and Safety Delegates can manage rosters by adding and removing users from the list, as well as by assigning Group Safety Delegates.
Adding and Removing Roster Users
- To add a new roster user to a list, search for a user from the “Add User To Roster” search bar. The search bar accepts searches by name, email, and UTORid.
- To remove a roster member from a list, select the trash can icon on the right side of the roster table.
Managing Group Safety Delegates
- To assign a Group Safety Delegate first ensure the user you wish to assign is a member of the roster. In the “Role” column of the roster table select the pencil icon to edit the user’s role. A dialogue box with the header “Select Roles” will be presented. From the drop down box in this dialogue, select “Group Safety Delegate”.
- To unassign the Group Safety Delegate select the pencil icon in the “Role” column of the roster table associated with the user you wish to unassign. From the “Select Roles” drop down box deselect “Group Safety Delegate” by selecting the blank space at the top of the list.
Emergency Contacts
PIs, Supervisors, and Group Safety Delegates have the ability to assign emergency contact numbers to individuals responsible for specific rooms attached to the PI or Supervisor’s roster. The 24-Hour Emergency Contact Numbers list is maintained at the bottom of the Personnel tab.
- To add a new contact select the button “Add Phone Number” in the 24-Hour Emergency Contact Numbers section of the page.
- Each contact requires a phone number (+1 ### ### ####), a contact person, and relevant room selected from the “Add Phone Number” form.
- To delete a contact from the 24-Hour Emergency Contact Numbers list, select the trashcan icon beside their name in the list.
D. Spaces
The Spaces tab of My Group provides information about spaces assigned to a PI or Supervisor.
I. Space Roster Roles
- PIs, Supervisors, Group Safety Delegates and General Roster Members can review their space assignments from their Space list.
II. Space Roster Selection
Single Roster Membership
- PIs and Supervisors will typically only have access to review their own spaces in the PI/Supervisor selection dropdown. As most PIs and Supervisors will belong to only one roster, their own, their name will be displayed in this dropdown automatically.
- Group Safety Delegates and General Roster Members who are only assigned to one space roster will also see the name of their PI or Supervisor displayed in the PI/Supervisor selection dropdown.
Multiple Roster Membership
- PIs and Supervisors may have access to more than one roster. If a PI has their own roster, and is also assigned to another PIs roster, they will have the ability to access multiple names from the PI/Supervisor selection dropdown and will have to chose the roster they wish to view when logging into the Personnel section of My Group.
- Group Safety Delegates and General Roster Members who are assigned to multiple spaces will have access to multiple names in the PI/Supervisor selection dropdown. These users will need to select a PI or supervisor from the PI/Supervisor selection dropdown to access the relevant roster.
E. Training
The Training tab of My Group provides a read-only overview of current and expired training for all members of a PI / Supervisor roster.
I. Training Roster Roles
PIs, Supervisors, Group Safety Delegates, and General Roster Members all have the same level of access to information displayed in the Training tab of My Group. There is no additional access granularity as this is a read-only section of My Group.
II. Training Roster Selection
Single Roster Membership
- PIs, Supervisors, Group Safety delegates, and general Roster Members on one roster will have access to review training fro all members of the roster to which they are assigned. The name displayed in the PI/Supervisor selection dropdown will be that of the PI or Superviros that owns the roster.
Multiple Roster Membership
- PIs and Supervisors may have access to more than one roster. If a PI has their own roster, and is also assigned to another PIs roster, they will have the ability to access multiple names from the PI/Supervisor selection dropdown and will have to chose the roster they wish to view when logging into the Training section of My Group.
- Group Safety Delegates and General Roster Members who are assigned to multiple training rosters will have access to multiple names in the PI/Supervisor selection dropdown. These users will need to select a PI or supervisor from the PI/Supervisor selection dropdown to access the relevant training roster.