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Moodle staff accounts guide

Overview of how staff accounts are activated and how to enrol staff on modules.

Enrolments

Staff enrolment

  • Programme Administrators are enrolled at category-level and can access modules as they are created for the new academic year.
  • Lecturer enrolments on SITS modules will be copied over from 2023/24 modules on a weekly basis from July to September.  
    Lecturer enrolments were copied over to GEN and MDL 2024/25 modules on 21st June 2024. Any additional Lecturer enrolments/unenrolments on modules should b
  • Lecturers teaching on new modules or those teaching an existing module for the first time will need to be manually enrolled on Moodle modules by the course office team.
  • New lecturers will need to be manually enrolled on Moodle modules by the course office team.
  • Other staff roles can be copied during rollover.

Student enrolment

All students should be automatically enrolled onto taught modules (modules with a SITS module code i.e NMM123) via the Student Records System (SITS).If students are not enrolled onto a specific module they require access to then they will need to contact their Course Officer in order for them to be added to the module via SITS. Student enrolment is covered in more detail in the Manage participants guide.

Related guidance

Enrol staff member on Moodle 4

  1. Select Participants from the contextual navigation menu above the module name.
  2. The Participants page will open and display a list of users already enrolled on the module. This will include information on the roles assigned, profile details and if users are assigned to specific groups.
  3. Select the Enrol users button on the right of the page.

Enrolled users with Enrol users button highlighted

  1. Start typing the staff member's name in the Select users search field. Select the relevant user.
  2. Change the Assign role to the relevant staff role, e.g. Lecturer.
  3. Start typing the second staff member's name in the Select users search field. Select the relevant user. Repeat until you have found all the users that you need to enrol in the same role.
  4. Select Enrol users.

Enrol staffa nd assign role

  1. If a staff member does not appear in the search, it could be that they are already enrolled on the module, check the Participants screen. If they are not already enrolled and they are a new Lecturer, it could be that their account has not yet been created. Ask the Lecturer to log in to Moodle to create their account and you can then enrol them on the Moodle module.

 

  1. To change a staff role, select Participants, from the contextual navigation menu above the module name, to open the Participants page.
  2. Apply filters or use the A-Z filters to find the staff member.
  1. Select the pencil icon alongside the role for the relevant user.Change staff role

Select new staff role

  1. Remove the current role from the user, by selecting on the x alongside the role.
  2. Select the arrow on the right side of the box and select a different staff role from the drop-down menu, e.g Teaching Assistant
  3. Select the Save icon to save your changes

Self enrolment is not usually enabled for taught modules. A general module (with shortname prefixed MDL_) can be set up to allow self-enrolment whereby users decide for themselves whether to enrol on the module  e.g. a learning support module. The user can be emailed the URL of the module and invited to enrol. When the user visits the URL they will be asked if they want to be enrolled onto the module. On completing self enrolment, the module will then appear on the module list on the user's My Moodle page.

If there is no alternative enrolment method available, ensure you set up self enrolment in a staff role with a strong enrolment key and share this securely with the relevant staff.

  1. Select Participants, from the contextual navigation menu above the module name, to open the Participants page.Enrolment
  2. Select the drop-down menu on the left which displays Enrolled users by default.
  3. Select Enrolment methods.
  1. From the Add method drop-down list select Self enrolment.Add method

 

 

  1. Add a Custom instance name e.g Lecturer enrolment.
  2. To ensure you get the right users enrolled on your module, you must set a strong Enrolment key. Select Click to enter text and enter the enrolment key in the box. You can then securely circulate the key to the relevant users and only users with the key will be able to self-enrol on this module.

Add enrolment key

  1. Set the assigned role for users who will self-enrol on the module. This defaults to Student so it will need to be updated for staff enrolments.

Change default assigned role

  1. Review if any of the other settings are required to help you manage this staff self enrolment.
  2. Scroll to the end of the page and select Add method.
  1. To unenrol staff members from a module, select Participants from the contextual navigation menu above the module name.
  2. The Participants page displays. Apply filters or use the A-Z filters to find the user.
  3. Select the delete icon (bin) Delete Bin to the right of the user.
  4. A warning message will appear, select Unenrol on the confirmation screen.

Delete icon highlighted alongside user

To update enrolments on any modules before 2023/24, follow the steps outlined in these pages. Use the following route to access the participants list.

  1. Enrolled usersTo access the participants list, select Settings to open the menu.
  2. Select Users.
  3. Choose Enrolled Users.

About category level module access

Some staff are enrolled at the category level, which gives them access to all modules in a department or school. Anyone given access to a module this way, with the exception of Programme Administrators, does not appear in the Participants list on the module.

If you are enrolled at category level, the modules from that category will not appear in your Module Overview on the Dashboard or on the My Modules page.

To access a category or sub-category of modules and search for modules, you have two options.

  1. Navigate to moodle4.city.ac.uk/course/
  2. Activate the Modules block on your Dashboard.
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