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Enrolment methods and managing access permissions

This guide details how users can gain access to Moodle spaces, i.e. how different types of users are enrolled onto Moodle spaces with different enrolment methods that are available in Moodle.

Credit bearing courses

Students

Students on credit bearing courses are enrolled on the respective Moodle space automatically via the student records system SITS. This enrolment method is called 'External Database extended'.

  • If a student cannot access a module space on Moodle, check their module registration and their enrolment status. Please contact the Student Records team for assistance.
Course leader

In SITS, there is a single field for 'Module Leader' who is enrolled automatically onto the respective Moodle space with the 'Course Leader' role. This should always be kept up-to-date by administration staff in the department.

  • If you are a module leader and your space does not appear on your Moodle dashboard, please email moodle at warwick dot ac dot uk.
  • If you are the module leader and you require other teaching or administrative staff to have access to the Moodle space, you can manually enrol them with the appropriate user role.

Participants enrolled through this process cannot be manually unenrolled. If they have to be unenrolled, their student record data, respectively the course leader field in the module data, has to be updated by the department.

If students are removed from the module on SITS, their status will change to 'suspended' on Moodle and the module/space will be removed from their dashboard. Suspended users whose initial enrolment was via 'External database extended' cannot be removed from the participants list.

Manual enrolments

This enables users to be enrolled manually onto a Moodle space where required. For a step-by-step instruction, please see the guide Manually enrol participants onto a Moodle space.

Students should not be enrolled manually on Moodle spaces for credit bearing modules.

Warwick Auto-enrolment

This enables users to be enrolled on a Moodle space automatically on their first visit. The Moodle space will not appear on a users dashboard until they have visited the space for the first time.

Auto-enrolment can be restricted to specified categories of user such as all staff or all students. Multiple user categories can be used in combination. For example, auto-enrolments could be restricted to only allow Staff in the department of Chemistry to enrol on the space.

For a step-by-step instruction, please see the guide Enrolment of participants onto a Moodle space with Warwick Auto-enrolment.

Self-enrolment

This allows users to enrol themselves onto a Moodle space. This way of enrolment is only possible once this enrolment method has been added to the Moodle space. Users will be asked to confirm to be self-enrolled when they visit the space for the first time. Once the user has self-enrolled, the Moodle space will be added to their dashboard.

Warwick Guest access

This enables users to access and view Moodle spaces. Users can search for the module or access it via a link. Users are not enrolled on the space and it will not appear on their dashboard.

Guest access can be restricted to specified categories of user such as all staff or all students. Multiple user categories can be used in combination. For example, guest access could be restricted to only allow Undergraduates in the School of Engineering to enrol on the space.

Enrolment rules via WebGroups

The 'External database extended' method does not just refer to enrolment via SITS but may also refer to 'enrolment rules'. Enrolment rules use WebGroups to automatically enrol staff/students onto (usually ad-hoc) Moodle spaces. WebGroups are generated automatically from data held in student records / academic data store, or created manually by WebGroup owners via webgroups.warwick.ac.uk. Changes to the WebGroup will be reflected in Moodle and current enrolments must therefore be managed at the WebGroups (or source of the WebGroups) level. Participants enrolled through this process cannot be manually unenrolled in Moodle but they have to be removed from the WebGroup. By doing so, the users' status in the participants list in Moodle will change automatically to 'suspended' but they cannot be removed from the list.

Enrolment rules are created by nominated department representatives or you can email your request to moodle at warwick dot ac dot uk.

     

    For information on the roles available in Moodle at Warwick, please see 'Roles and their functions in Moodle'.

    The information on this page relates to Moodle v3.6 and was last updated January 2020.

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