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M36 - Moodle enrolments - for staff and student access to your course

You have four main options for Moodle enrolment - ELE recommend using a combination of the Portico enrolments and the enrolment key methods to grant students access to your course. To allow staff to access your courses manual enrolment is the easiest option:

IMPORTANT: Do ensure that you have reset your course to remove last year's students!

 

Portico Enrolments

If your Moodle course cohort matches a module, programme or department in Portico then Moodle can read the enrolments from Portico overnight. Portico enrolments are generally a good way of enrolling students on courses, but early in term 1 student data in Portico module lists may be incomplete and/or inaccurate as students take time to make and modify module selections, and departments deal with large numbers of requests.  Therefore you may want to use a combination of Portico enrolments and the Enrolment key to ensure that all students who need to can access your course

How to set up Portico enrolments

Enrolment key (recommended for student access)

The enrolment key in Moodle permits students to enrol themselves onto Moodle courses without needing to wait for their Portico enrolments to be confirmed; this is a simple option for both staff and students. Students can self-enrol onto your course if they know the enrolment key - a password made up of any word, number or their combination. When you are ready to make the course available to students you simply issue them with the enrolment key and them the course title, so that they can search for it from the Moodle login page (or email them the URL to the Moodle course page)

How to set up an Enrolment Key

Manual enrolments  (recommended for staff access)

This is useful for small numbers of accounts.

How to set up Manual Enrolments for Staff

How to set up Manual Enrolments for Students

Bulk enrolments (exceptional circumstances)

A block is available which allows you to bulk upload users to your course, using just their UCL userids, or their email address.  This option also allows you to create groups.
If these students have never logged into Moodle before, the block will not work as this requires that the students' Moodle accounts are active.  In this instance, you can send the following information in an Excel spreadsheet or comma separated text file (csv) to E-Learning Environments:
firstname, lastname, email, username, module code/shortname*
The shortname is the second link that appears in the Moodle breadcrumb (e.g. UCL Moodle > *INST1001)
» Download an excel file template for bulk uploading students into your course
If you would like to assign groups to these students, you can add groupname as a field in the csv file; Moodle will automatically create these when the spreadsheet is uploaded
» Download an excel file template for bulk uploading students into groups in your course

How to set up Bulk Enrolments

Category level access (course administrators)

If access is required to all courses in a department the Head of Department must write (email) to request ELE provide access for particular staff. The staff member(s) must also complete the Administering your Moodle course training before category level access can be granted.




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