Keywords: Portico, module enrolments, student records system, SITS, automatic, overnight, access, recommended

What is it?

If your course matches a module in Portico then Moodle can read the enrolments from Portico overnight, and update enrolments
on your course to match students for that module in Portico. Changes to Portico mappings are not immediate but will take place
during the night following any changes that are made. Using Portico enrolments will automatically unenrol as well as enrol students
from Moodle courses, as the class lists change in Portico, and Moodle attempts to match these. 

 Note that the automatic updating of enrolments in Moodle from Portico is made inactive across Moodle six weeks after the start
of each term. You can re-activate this in your module at any time using the Portico enrolments block, but be aware that if class lists
have changed in Portico students may be unenrolled as well as enrolled.

Why use it?

As well as the facility to map Portico modules to Moodle courses the block will allow the mapping of departments, routes, programmes
or even entire faculties to a Moodle course. Portico enrolments automate enrolments and keep the list of students matched to who is
enrolled on a module in Portico. It means you don't have to manually upload students, either via csv file, or one by one using the manual
Moodle enrolment feature.

Who can use it?

This enrolment method is controlled via a Moodle block called Portico enrolments that can be seen by tutors and course administrators
when editing is turned on.

The block is invisible to students.

Before I start...

For Portico enrolments to work, the 'Portico identifier' field in your course settings must not be blank. 

Newly created shell courses which have a 1-1 mapping with a given AMP module code, will already have a unique portico identifier 
and you shouldn’t need to change this.

Courses migrated from legacy Moodle may not have a portico identifier but one must be present and must be unique if you want to 
use portico enrolments.

If you have Moodle course(s)  that are supplementary to an existing Moodle course that already has a module identifier a sensible 
convention would be to extend the existing identifier to make it unique e.g the first course might be ECON0001 and the 
supplementary course ECON0001_a  (and b,c,d etc for further associated courses)

1. Check the Portico Identifier field

1.1 From the Administration block within your Moodle course select Course Administration>Edit settings

1.2 If required, enter a unique code/text in the Portico identifier field, then click Save and display

Use of the following characters is not recommended: colons:  semi-colons;  single quotes'  double quotes"  forward
and back slashes/ \

2. Create a Portico enrolment mapping

2.1 Select Turn editing on to access the Portico enrolment block for the course.

2.2 Select Edit Portico enrolments from within the Portico enrolment block

2.3 Current mappings for the course are displayed on the page. Select + add new mapping to add a new mapping.

2.4 Enter the module, programme, route or departmental code you wish to use for enrolments, or search using free text, 
then click Search

2.5 Click the SELECT box for the item(s) you wish to map. 

1. 1. Select the ALLOW PRE-APPROVAL option to give students access who have registered for the module but 
      are still awaiting teaching and parent department approval in Portico
   2. Select the ALLOW GROUP IMPORT option to automatically create groups within your Moodle course based 
      on the groups set up in CMIS.

You should only tick group import if these groups and genuine CMIS tutorial groups. Before attempting 
to use CMIS group imports it's important to read this additional information

NOTE: While Moodle is supported by the Digital Education team, queries relating to the set up of groups in CMIS 
should be directed to:  cmis-support@ucl.ac.uk.

2.6 Activate the mapping by selecting the check the box alongside Mapping is active. 

A warning message will appear to alert you to the fact that any students who were previously enrolled via Portico, 
but no longer match your set criteria will be removed if you activate the mapping.

2.7 Click Save mappings 

The mapping will now be activated and changes to the enrolled users on the course will happen over-night, based on 
the information contained within Portico.

3. Delete a Portico enrolment mapping

It’s important to be aware that when a mapping is deleted that this action will remove all portico enrolled students associated 
with the mapping and their associated data including assignment grades/feedback, forum postings etc. 
If you do delete a mapping in error you can immediately recreate it. but this must be done on the same day – if left overnight 
the deletion will take effect.

3.1 Select the DELETE option alongside the mapping(s) you wish to remove

3.2 Then select Save mappings to confirm the change

If you delete a mapping, then the following day all the students enrolled via that mapping will have been un-enrolled from the course.

4. Activate and deactivate Portico enrolment mappings

Portico enrolments will automatically un-enrol as well as enrol students in Moodle courses. If you want to 'preserve' the set
of enrolled students on a course and stop any further enrolment or un-enrolment from the course, you can un-tick the 
'Mapping is active' checkbox.

 Re-activating Portico enrolments will remove any existing students on the Moodle course who are no longer in the Portico
list for that course. It is for this reason we advise you only turn the mappings on after you have reset the course.

Caution

• All Portico enrolments are made inactive across UCL Moodle six weeks after the start of each term. You can re-activate this in your module at any time using the Portico enrolments block, but be aware that if class lists have changed in Portico, students may be unenrolled as well as enrolled.
  
  
• At the start of the next term, re-activating Portico enrolments will remove any existing students on the Moodle course who are no longer in the Portico list for that course. It is for this reason we advise you only turn the mappings on after the snapshot has been taken and you have reset the course.
  
  
• When importing groups from the room booking system (CMIS), you should only tick group import if these groups are genuine CMIS tutorial groups. Before attempting to use CMIS group imports it's important to read this additional information.

Examples and case studies

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Questions & Answers

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Further information

Portico status codes and what happens overnight in Moodle

The table below outlines each Portico status code and what happens in Moodle overnight when a student's status has changed.