If a module is required to be rollover over but doesn't appear in the list of rollover courses, it is possible to manually add an entry for rollover to take place. This can also be done while waiting for MAVs to be created in SITS.

1. Go to the course page in Moodle-Admin for the current academic year.
2. Click the Add a manual rollover entry button.
3. Most of the course details will be filled in for you.
4. Complete the following fields as follows:
   • Department: These aren't (currently) listed alphabetically and each department is repeated for each academic year. Make sure to select the department which has the next academic year at the end of it. Unfortunately, there is no easy way to find what you are looking for so it's a visual search down the list.
   • Category name: Enter either 'adhoc' or 'sits_modules' (or 'sits_courses', but these are rare) depending on whether it's an ad hoc course or one that should be in SITS.
   • Source type: Enter either 'sits' or 'adhoc' according to the same as above.
   • The Linked Moodle course and Import from fields should have been populated already.
5. Click Save. Now go and check the rollover list for the relevant department and the module/course you've added should now be available for making rollover decisions on.
6. Once the data is available and sent from SITS, it should link to the new Moodle course provided that the data matches up (mainly course ID).

N.B. If you make any mistakes such as choosing the wrong department you won't be able to edit it nor create another manual entry for the same course. LSS will have to delete the entry from Moodle-Admin before you can try it again.

Tools > Admin > Authentication Options > adding username ( ADS\u******* ) into the “Domain Users Administration List” > Save.

Summary/Context

Users who work in groups may want more than one person to be able to edit their videos or do not want to have to move ownership every time someone else wants to edit something.

Who? Permissions/Access Required?

Known Issues/things to consider

Be careful, it would be easy to give more permissions than you intend.

Steps to follow

https://www.planetestream.co.uk/academy/default.aspx?share=42

What is 'category access'?

Moodle courses are organised into categories and subcategories according to Faculty, Department and academic year.

Department heads, course administrators, and academic technologists, for example, often require access to all modules in their respective departments. To enable this we, enrol them at the category level to avoid the need for them to be enrolled on each individual course/space.

How to grant category access

1. First, check whether it is appropriate for the user to have category access. Check their job title. If in doubt, ask them to seek approval from their department head.
2. Go to https://moodle.warwick.ac.uk/course/index.php and click on the Faculty category under which the department sits e.g. 'Science' (it's unlikely anyone would require access to a whole Faculty).
3. Click on the department name for which you need to grant access e.g. Physics
4. From the More menu, click Permissions.
5. Wait for the page to fully load and then from the dropdown list where it says Permissions, select Assign roles.
6. Click on the name of the role you wish to grant the user for the category. This is little consistency across departments as to what roles are assigned but editors are often given the Manager role (despite the role having been tweaked to disable default Manager permissions). Course browser and course and gradebook viewer are often assigned to users who need to view content only or view content and grades respectively.
7. Under the Potential users panel on the right, use the search box to search for the user's name (or email or ID).
8. Click on the correct user and click the Add button.
9. The user will now appear in the Existing users list and will be able to access all courses in the category.

NOTE: Remind the user that they will need to use the Course search to find and access the courses; they won't appear on their Moodle dashboard as they are not enrolled on the individual courses.

Summary/Context

Occasionally a request may be submitted to change the ownership of a video(s) on eStream.

Who? Permissions/Access Required?

Known Issues/things to consider

If the request to change ownership is not from the owner of the video, their permission should be sought.

To change ownership, the user has to have an account on eStream. If they don’t, they need to log in so an account is created.

Usernames are in this format ADS\[username].

Steps to follow

1. Log in to eStream.

2. Identify the video(s). Make a note of the title(s)/URL(s).
3. Go to Tools > Content list.

4. Enter the title of the video and click .
   • Click Show Filters, to filter by author, category etc.
5. Select the video(s).
6. Click the Options button under the Batch Edit Tool.
7. Under Select Action, Select Change Owner from the dropdown list.
8. Enter the Owner Name in the format ADS\[ITS Username] g. ADS\u1671773.
9. Enter the Owner display name in the format [last name], [first name] g. Pinny, Kerry.
10. Click Apply Change.

Notes/comments

Summary/Context

Occasionally, we want to or are requested to make changes to the institution settings in Echo360. For example, to allow students to download recordings. Whether at a department or University wide level, changes to settings can have implications on policy and impact the cost of the service and our guidance therefore, the following process must be followed.

Who? Permissions/Access Required?

Steps to follow

1. The request must be logged as a ticket in SNow with an INC number.
2. The request must be logged in Jira and linked to the ticket in SNow. https://bugs.elab.warwick.ac.uk/projects/LC/issues/
3. The SNow ticket should be linked to the Jira entry.
4. ANY discussion held with the customer must be logged on the SNow ticket or Jira entry.
5. The Jira entry should be brought to the attention of Kerry Pinny, Russell Boyatt and Chris Wood so a decision can be made. All discussion will be logged in the Jira.
6. Where necessary, testing on Echo360 DEV should be undertaken.
7. Once a decision has been made LSS will raise an RFC to make the change.
8. Once the change is approved, the change will be made by LSS in the PROD system and the Jira updated.

Notes/comments

Where a change impacts on policy or cost, it will take time to reach a decision. This must be communicated with the customer.

Prerequisites

https://warwick.ac.uk/services/academictechnology/support/guides/echo360-guides/ech-06/#deleting

• Only the owner of a video can request deletion (or a departmental Admin with permission from the owner in writing). Conversely, the owner may not be the academic featured and some investigation and sensitivity may be required.
• The owner has confirmed with their HoD that the videos are no longer required.

Method

Simple (all recordings have the same owner, same module etc)

1. Log into Echo360
2. Click on the captures tab
3. Type the module code (or part of the name of the recording) into the search box and click clear on the Date field, this will return a list of captures
4. Select the Complete tab, if not already selected
5. Check the boxes next to the items to be deleted
6. Click the blue Delete button

If recordings need to be filtered further

1. Filter further for
   • Terms – Choose a specific ‘Term’ i.e. academic year from the Publish Info filter
   • Owner – Type the owner full name into the drop down initially labelled ‘anyone’.
   • Date range – to find a specific day, set both dates as the same YYYY-MM-DD; or set a range in the same format
2. Select the Complete tab, if not already selected
3. Check the boxes next to the items to be deleted
4. Click the blue Delete button

If you delete something, it cannot be recovered.

Summary/Context

We may be contacted/receive tickets requesting papers submitted to the Turnitin database be deleted. For example, when a submission has been uploaded by accident.

Who? Permissions/Access Required?

Known Issues/things to consider

Deletion can only be performed by Turnitin. Only Learning Support Systems should contact Turnitin directly for deletions. Submissions cannot be deleted without the class and submission IDs.

Steps to follow

1. Ensure all the information required has been provided.
   • Moodle module (if Moodle assignment)
   • Assignment name
   • Class ID
   • Submission IDs
   • Student names
2. Assign the ticket to Learning Support Systems explaining that this is a Turnitin deletion request.
3. Learning Support Systems will contact Turnitin and resolve the ticket.

Students report being unable to resume playback of Echo360 videos. It's not a case of the video buffering but when they pause it themselves they report not being able to continue playing.

Check which browser they are using as this seems most likely to affect Safari. Ask the student to try another browser, preferably Chrome.

Related incidents: INC1151823, INC1057305, INC1007097, INC0930079, INC1141123, INC1037279

Summary/Context

Modules may have multiple instances in SITS for modules where students will receive difference CATs or take the module in different modules e.g. full time or part time. However, often the different module versions are taught the same content and so need to have access to the same module on Moodle. To do this you may need to combine the instances.

Who? Permissions/Access Required?

Known Issues/things to consider

To search eVision add a * to the end of the module code.

• CATS/Credits - Courses with different credits/CATS do not need to be combined. They are automatically combined in Moodle.
• A, V and V1, V2 etc. - A is the default/main instance of any module. The Vs may denote part-time study for example.

Steps to follow

1. Go to eVision.
2. Click on Moodle VLE Data Maintenance tab.
3. Click on Edit Module Data.
4. Enter the module code e.g. EN122*. You must add an * to show all instances.
5. Enter academic year.
6. Click Retrieve.
7. In the Combined Occurences Flag column select Combined from the dropdown on the other instances you want to combine with A e.g. V and V1.
8. Click Store.

Notes/comments

Summary/Context

Students may contact us saying they are unable to see their modules in Moodle. We should start by checking what they can see in Moodle before checking their SITS enrolments.

Who? Permissions/Access Required?

Known Issues/things to consider

• Check Moodle enrolments first.
• Are sites visible?
• Approved Modules - the Department confirmed, the student is registered on it.
• Selected Modules - complete list the student selected but not all modules are necessarily confirmed and registered on.

Steps to follow

1. Go to eVision.
2. Click on Reports.
3. Under Student click Student Lookup.
4. Select Student Search (STU).
5. Enter the student code (ID) and press Find Student.
6. Click on the student ID number, then select Student's Module Selection Report.
7. There you can see two lists; Approved Modules (the Department confirmed, the student is registered on it) and Selected Modules (complete list the student selected but not all modules are necessarily confirmed and registered on).

Notes/comments

Summary/Context

You may need to find out additional information about a WebGroup and you can do so by querying the API. You can find out the following:

• Lists all members of a WebGroup.
• See a more detailed view of a WebGroup, including subgroups, descriptions and other metadata.
• List the members of each subgroup.
• See if a user is a member of a WebGroup.
• Lists all WebGroups of which a user is a member.
• List all WebGroups in a department.
• List all WebGroups with specified text in the name or description.

Who? Permissions/Access Required?

Known Issues/things to consider

None.

Steps to follow

In your browser enter:

https://webgroups.warwick.ac.uk

Followed by:

Notes/comments

If a webgroup is ‘restricted’ its members cannot be picked up by Moodle-Admin and so enrolment rules will not work. The owner must ensure that the ‘Restrict access to members’ option is not selected.

https://warwick.ac.uk/services/its/servicessupport/web/webgroups/faqs/api

H5P.com

Admin Password: H4nd!flAming0@cHoc

What is an ad hoc Moodle space?

Moodle automatically retrieves course and module information from the student record system, SITS. All modules available in the current academic year are automatically created in Moodle and are waiting ready to be used.

However, it is possible to request an ‘ad hoc’ Moodle space which does not directly relate to a module or course in the Student Record System (SITS). For example, you may wish to create a course for some supplementary teaching materials or skills training courses. Users with access can set up these ad hoc Moodle spaces using the Moodle-Admin tool. Users can be enrolled on to the Moodle space by syncing a webgroup via an enrolment rule, or manually.

Prerequisites to setting up an ad hoc Moodle space

1. Confirm the ad hoc request is not for a credit-bearing module
   
   
2. Know whether it is to be associated with an academic year
   Before you go ahead and request an ad hoc space, check whether a space will be required for the same purpose next academic year.

Where can I set up an ad hoc Moodle space?

In order to setup an ad hoc Moodle space, a user will need access to the Moodle-Admin tool. Moodle-Admin is a web application that allows, usually Super Users, to administer Moodle spaces.

Who can access the Moodle-Admin tool?

Access to the Moodle-Admin tool is granted to those users who have responsibilities for the academic technologies in their department, in particular, Moodle. Responsibilities will include tasks such as annual rollover, ad hoc course space creation and setting up enrolment rules. The Digital Learning Environment team (DLE) normally refer to users with these responsibilities as ‘Super Users’.

If you feel your role and responsibilities include the above description, then do please contact the DLE team – moodle@warwick.ac.uk. Please note that the DLE support team will require a written confirmation from your line manager to support your request.

How to set up an ad hoc Moodle space

1. Log in to the Moodle-Admin tool: https://moodle-admin.warwick.ac.uk
2. Click on Courses.
3. You will see the department for which you have super user access. Click Create new course.
4. Complete the details for the new space:
   • Course ID - Please leave blank so that a course ID will be automatically generated and can be more easily identifiable as an ad hoc course.
   • Full name - Enter the full name of the space, including the academic year if relevant.
   • Short name - Enter a short name for the space (acronyms of the full name are often used here), including the academic year in parentheses if relevant. If you would like the course to be included in the rollover list for next academic year, it must have (AY/AY) e.g. (22/23) at the end of the short name.
   • Select the academic year in which this new space will be active. If it is not associated with a particular year, leave it set as No academic year.
5. Once the ad hoc Moodle space request is submitted, it will then take up to 24 hours for the request to fully process and for the Moodle space to appear in Moodle.

Summary/Context

Known Issues/things to consider

Account closure can be altered manually so these details are guidance only.

Notes/comments

Initially students loose access some electronic Journals unless they can be access via web sign-on.

8 weeks later they lose access to the VPN, office if they downloaded from their email account and the remaining access to electronic journals.

A year later the account closes. Until this point they will be able to access their Warwick email account, Mahara and Moodle.

They are sent emails explaining what will happen before the end of their course and also before the account closes.

Account information on IT Services web site https://warwick.ac.uk/services/its/servicessupport/accounts/expiry/

Student profile information comes from SITS.

• Caused by the student's data not coming from SITS but they've logged in to Moodle. The SSO mechanism adds some of their details, but not all.
• Are they a current student in SITS and fully enrolled?
• Is the student's ITS usercode been populated in SITS. (STU_UDF3). If not, the student will not be included in the SITS feed to moodle.

"if the student's usercode is not being written into SITS, then it's a fault that needs to be fixed."

"there is a process that writes that data from Identity Management systems into SITS"

The above quotes from Russell Boyatt. For Jag/IDM to investigate.

As an immediate fix, locate user in Membership to find out email address and edit their Moodle profile to populate the email field. This will then allow the student access.
Moodle > Site administration > Users > Browse users. N.B. Remember to search by name or username as the IDs and emails won't be searchable as they will be missing.

When people report that a change of module name is not filtering through, they should be informed that Moodle uses the 'Full name' field in the MOD record in SITS.

Often the title of the MAV record is changed but this is not the data that Moodle uses so will not change the name of the Moodle space.

Includes information on sync frequencies for Teams, Small Groups etc.

Mostly technical details only relevant to LSS but can be useful as a reference.

https://warwick.ac.uk/services/its/intranet/projects/lss/moodleadmin/faq/ 

Overview

MoodleX (https://moodlex.warwick.ac.uk) is a separate install of Moodle, used to provide quizzes with specialised mathematics and programming questions. Essentially MoodleX allows the auto marking of student responses to mathematics or programming questions. MoodleX will run the programming code or evaluate the expression itself in a sandbox, compare the output to the correct answer, and mark the question accordingly.

There are 2 plugins used:

• Coderunner: “a free open-source question-type plug-in for Moodle that can run program code submitted by students in answer to a wide range of programming questions in many different languages. It is intended primarily for use in computer programming courses although it can be used to grade any question for which the answer is text. It is normally used in Moodle's adaptive quiz mode; students paste in their code in answer to each programming question and get to see their test-case results immediately. They can then correct their code and resubmit, typically for a small penalty.” - http://coderunner.org.nz/ At Warwick the programmes are actually run on a separate server, called a Jobe sandbox (xidil.lnx.warwick.ac.uk) however users will never know or care that the processing is not occurring on the MoodleX server.
•  STACK : “The STACK system is a computer aided assessment package for mathematics, which provides a question type for the Moodle quiz. STACK concentrates on student-provided answers which are mathematical expressions.”

STACK calculations occur on the MoodleX server itself.

Example of an answered STACK question:

Example of an answered Coderunner question in the Python3 programming language:

Linkage between Moodle and MoodleX:

MoodleX is designed to compliment main Moodle. Students will access their course materials as usual on main Moodle but some quizzes may hand the student off to MoodleX. Many students maybe unaware this handoff has occurred. The most common method is simply to contain a link from main Moodle to the MoodleX course with auto enrol turned on. As, by definition, non students could not access the course in Moodle only students in the course would be able to auto enrol.

Potential Issues:

Issues with MoodleX fall into two obvious types:

• Setting up modules on MoodleX.
• Enrolment issues where for some reason students cannot access the quizzes. In almost all cases this is simply because
  • The weblink has not been added to point from Moodle to MoodleX or b) the enrolment method “auto enrolment” has not been setup in the MoodleX course.
  • A weblink on Moodle pointing to the MoodleX Quiz

• Technical issues with the STACK or Coderunner plugins i.e. for whatever reason code is not being run, mathematical expressions are not being correct evaluated. There is unlikely to be an obvious/generic solution to these issues.
• Where issues relate to quizzes/questions not running as expected, we are not able to assist in diagnosing these kinds of issues. We cannot advise or diagnose issues with question content. Unless it’s ‘broken’ as in not working, there’s no support available.
• No data integration.
• No rollover.
• All activities are manual ON MoodleX.
• LSS will create categories each year.

Required:

MoodleX SysAdmin (or equivalent) - Contact LSS

See https://warwick.ac.uk/services/academictechnology/support/guides/moodle-guides/mdl-101/#moodlexspace 

Future?

Promotion to other depts?

STACK integration to prod Moodle?

Abacus programme EU development sharing STACK questions

Summary/Context

This details some common issues that arise at the start of term and how to investigate/resolve them.

username: academictech

password: F4wx3A2RvpDcBn

email: u2171912@live.warwick.ac.uk (This is Marius' email as we want the licensing alerts to go to him rather than Academic Tech whose account we can't log in to and emails to which are forwarded to ServiceNow)

Summary/Context

When you embed an eStream video into Moodle, there’s an annoying video title and description layer on top of the video frame. There’s no setting/s in eStream or Moodle that removes the layer. However you can add some HTML into the embed code that removes the layer. See instructions below.

Who? Permissions/Access Required?

Known Issues/limitation

When you embed an eStream video into Moodle, there’s an annoying video title and description layer on top of the video frame. There’s no setting/s in eStream or Moodle that removes the layer. However you can add some HTML into the embed code that removes the layer. See example below:

Solution

In the embed code for the video add the following:

<iframe height="309" width="549" src="https://estream.warwick.ac.uk/Embed.aspx?id=12866&amp;code=c9~u78CqgvTKETJdmaxWiEXypAxrX&nodetails=true" frameborder="0" allowfullscreen></iframe>

This should remove the title and description layer on the video frame.

Notes/comments

Summary/Context

When a user deletes parts of their Moodle courses that cannot be retrieved or replaced quickly, it is possible to retrieve a backup of the course and restore it.

Who? Permissions/Access Required?

Known Issues/things to consider

Check that activities/resources cannot be retrieved from the course Recycle bin.

We will keep, at very least, the previous 1 month (31 days) of backups for each course. Where a course hasn’t been changed every day, the backups will be retained for longer: they are purged by count (oldest 32+) NOT date expiry.

*Course backup snapshots are not dumped (by ULCC) on Fridays. Backups are dumped, as usual, the following day (Saturday) for any courses that have changed since the last backup (Thursday). This means if a course developer has an OOPS-I-DELETED-ALL-OR-PART-OF-MY-COURSE moment on a Friday afternoon/evening, say, any changes made earlier that same Friday but then subsequently deleted are not recoverable. So, the max window of lost work is 48ish hours on a Friday, but otherwise 24ish hours. Note: it’s not possible to be more precise because course backups are not all dumped together at the same time, but piecemeal over a period of a few hours.

Steps to follow

1. Go to https://myfiles.warwick.ac.uk
2. Log in.
3. Navigate to M-Drive -> Shared339 -> moodlecourses -> Latest
4. Enter the course in the Search box. It's best to use the ID at the end of the course's URL. For example, for https://moodle.warwick.ac.uk/course/view.php?id=31779, search for 31779.
   
   • The file name and date modified show when the .mbz file was created.
5. Right-click on the .mbz file and select Download.
6. In Moodle navigate to the course where the .mbz is to be restored.
7. Under the Actions menu select Restore.
8. Choose a file/Drag and drop the .mbz file.
9. Check everything is as expected and click Continue.
10. Under Restore into this course select the appropriate option for what you need to restore:
    • Merge the backup course into this course (if you are restoring one or a few particular items that had been deleted)
    • Delete the contents of this course and then restore (to overwrite the current content)

1. Click Continue.
2. Select which elements you want to restore e.g. Filters and Calendar events.
3. Click Next.
4. Select the folders and sections to be restored.
5. Click Next.
6. Review your selections. To return to a previous page and make a change click Previous.
7. When happy click Perform Restore.
8. You will see a completion message. Click continue and check the restore has been successful.

Notes/comments

Should anyone ask, the message is: “We retain 1 month of course backups and the ‘maximum lost-work window’ is 2 days.”

SkillsForge is a skills development tool for PGRs. Owned by the Academic Office/Graduate School. It will be used to record PGRs completion of online activities some of which are hosted on Moodle.

SuccessFactors will be the HR self-service system for staff. More info here. SuccessFactors will be used to record staff completion of online activities which are hosted on Moodle. For example, completion of the Information Security course.

The integration has been enabled by using the Web Services plugin in Moodle.

Neither system is live.

Who? Permissions/Access Required?

Known Issues/things to consider

• SkillsForge sends student enrolments to Moodle (manual enrolment).
• SkillsForge must hold a course ID to enable enrolments and feeding of completion data from courses.
• SkillsForge asks Moodle for student completion data. There is no mechanism by which Moodle sends data to SkillsForge.
• Student enrolments and requests for completion data are all driven from the SkillsForge end.
• SkillsForge requests completion data ~24hrs.
• SkillsForge is linked to SITS for enrolments but does not update from SITS as frequently as Moodle. Therefore, it is unlikely that SkillsForge will know about a student before Moodle.
• Course completion must be turned on and the criteria must be set on the Moodle course.
• Course completion is the only data to be returned to SkillsForge.
• Course completion can be turned on retrospectively if forgotten however, the date of completion will be the date when course completion has been turned on, not the date the student originally completed the course
• SuccessFactors will work similarly to SkillsForge but it will only pull completion data, it cannot push in student enrolments.

Notes/comments

• We may be asked to provide the course IDs from Moodle for entry in to SkillsForge. However, anyone with teacher access to the course can go and find them themselves.
• We may be asked to assist with setting up course completion.

We may be asked about more detailed reporting. Only the reports already in Moodle are available.

Talis Aspire reading lists are managed by the Library. Each module should have a reading list in the Talis Aspire system. Tutors liaise with the Library to create these lists. When a reading list is created for a module in Talis and linked to a module it will automatically appear in the 'Talis Aspire Resource List' block. If no reading list is found the block will display

The block will automatically link to Talis if the Moodle course ID (name-YY/YY) matches the details in Talis (name, YY/YY). Who? Permissions/Access Required?

Known Issues/things to consider

• Ensure the is the block on the site and visible.
• Check whether the reading list has been published. If in draft it will not show.
• Does the Moodle course ID match the Talis RL name (I.e. mymod-21/22 links to mymod in 21/22 so my_mod-21/22 will match my_mod in 21/22 but not mymod in 21/22)

Steps to follow

1. Log in to the Moodle site.
2. If the block is available but no list is found you will see the message 'No resource lists found'.

3. Go to the Talis website and search for the module http://readinglists.warwick.ac.uk/index.html
4. If a reading list is published and linked to a module you will see 'Linked to: [module code]'.
5. If this is not showing the list has not been correctly linked in Talis. The Library should be contacted to resolve this. Once the reading list is correctly linked it will display in Moodle.
6. If the module space was created in Moodle-Admin as an ad hoc, you can change the course ID to be the same as the reading list and this will also work.

Check user's Echo roles.

Users > Browse for user > Edit > Roles and permissions

Check that they have all the roles that correspond to their enrolments in Moodle course. For example, Non-Editing teachers are assigned as Student in Echo and Echo should therefore include Student in the list of their roles and permissions.

See INC1308042 for example of this issue.

wbslecturecapture@wbs.ac.uk 

Main contact Chloe Allen

Summary/Context

You may need to find out additional information about a WebGroup and you can do so by querying the API. You can find out the following:

• Lists all members of a WebGroup.
• See a more detailed view of a WebGroup, including subgroups, descriptions and other metadata.
• List the members of each subgroup.
• See if a user is a member of a WebGroup.
• Lists all WebGroups of which a user is a member.
• List all WebGroups in a department.
• List all WebGroups with specified text in the name or description.

Who? Permissions/Access Required?

Known Issues/things to consider

None.

Steps to follow

In your browser enter:

https://webgroups.warwick.ac.uk

Followed by:

Notes/comments

If a webgroup is ‘restricted’ its members cannot be picked up by Moodle-Admin and so enrolment rules will not work. The owner must ensure that the ‘Restrict access to members’ option is not selected.

https://warwick.ac.uk/services/its/servicessupport/web/webgroups/faqs/api