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print 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. 

Summer 2019 Portico enrolments

The automatic updating of enrolments in Moodle from Portico is currently unavailable. It will be made available on the 20th August.

Find out more.

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

*Please note if the 'Activate mappings' is not enabled, please click 'Save mappings' and continue to the next step.



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

    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.




Further help

There is no guidance available on moodledocs, since the Portico enrolments plugin is a custom feature of UCL Moodle.

If you find any inaccurate or missing information on this page you can update this yourself (it's a communal wiki).

If you have a specific question about Portico enrolments, please contact the Digital Education tam.


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

-

Questions & Answers

Why is portico enrolment globally deactivated?

Portico enrolments are typically deactivated six weeks from the start of each term. Notice will be given via the UCL Moodle Home page and the Digital Education team blog.

How will this impact students on my course?

  • Students who are already enrolled on a Moodle course WILL continue to have access to their course (s) and WILL NOT be unenrolled.

  • Students enrolling on Portico after the deactivation WILL NOT be automatically enrolled  onto the corresponding Moodle course. Students can still be manually enrolled.
  • Students who leave the course WILL NOT be automatically un-enrollled

Why deactivate Portico enrolments?

When Portico enrolments are active on a Moodle course, student enrolments on the course are automatically updated overnight to mirror the Portico student list for the associated module. Consequently, students who change courses, or withdraw from their studies permanently or temporarily, are automatically un-enrolled from their Moodle courses. Usually, this is desirable when students change/drop modules within the first few weeks of term. However, if Portico un-enrols students after they have been awarded any grades, these grades become inaccessible, which can be very problematic.

The ‘inaccessible’ grades, submissions and logged activity are not deleted, and can be accessed again if the student is re-enrolled manually. But, when a student is no longer enrolled on a course, there is just no way to view their content.

Portico enrolments are de-activated globally in Moodle, usually six weeks from the start of each term, to reduce the likelihood of this particular ‘inaccessible/missing grades’ problem occurring.

Can I re-activate Portico enrolments on my course(s)?

Yes. However, please assess whether you risk losing access to some students’ grades before you do this. 

Note: Portico enrolments can be ‘deactivated’ within the course at any time by anyone with Course Administrator or Tutor access, thereby stopping any updates to the list of enrolled users on the Moodle course.

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.

STA_CODE

Short Name (STA_SNAM)

Name (STA_NAME)

Action taken

CE

CLOSED ENROLMNT       

Closed Enrolment Record                 

unenrol

CI 

CLOSED INTRPTN            

Closed Interruption Record            

ENROL

E   

ENROLLED

Enrolled       

ENROL

ED

ENROLLED DEBTOR         

Enrolled - In Debt       

ENROL

ES

ENROL-SANCTIONS        

Enrolled with sanctions                      

ENROL

ET

TIME LTD ENROLD           

Time limited enrolled - pending payment  

ENROL

EQ?Enrolled Pending Eligibility CheckENROL

I    

OUT OF ATTENDNC        

Temporary Leaver - Not In Attendance                

ENROL

ID 

INTRPT - DEBT                  

Not In Attendance - In Debt             

unenrol

IR 

RESITTING

Interrupting – Resitting                      

ENROL

IRF

RESIT FINAL YR                 

Interrupting - Resitting (Final Year)                         

ENROL

IS 

SUSPENDED-DEBT          

Suspended (now not enrolled) due to unpaid fees          

unenrol

L   

LEFT

Permanent leaver      

unenrol

LE             

LEFT

Permanent leaver - was enrolled  

unenrol

LRF

LEFT- RESITTING

Left - resitting finalist

ENROL

PE

PRE-ENROLLED                 

Completed pre-enrolment               

ENROL

XC

OUTSTDG CONDS      

Can't enrol - outstanding entry conditions 

unenrol

XD

DEBT - NO ENROL            

In Debt - Cannot Enrol                        

unenrol

XE

YET TO ENROL                   

Expected to Enrol       

ENROL

XF

DIDN'T RE-ENROL         

Failed to re-enrol (continuing student)                 

unenrol

XN

DID NOT ARRIVE              

Did not Arrive (Fresher)           

unenrol

XQ 

UG - REFER FAC              

UG UCAS  fresher - refer to faculty

unenrol

XU 

UNCERTAIN PROG          

Not Enrolled - progress uncertain                  

unenrol




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