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Prepare for new academic year guide

Get ready for the new academic year with our preparation guide.

How does my 2023/24 module get created in Moodle 4?

Moodle 4

On 17th July 2023 City will upgrade to Moodle 4.

All modules for the 2023/24 year will be created in Moodle 4, which can be found at moodle4.city.ac.uk from 17th July onwards.

This year’s modules (2022/23) will also be restored into Moodle 4 and be available as sources for content rollover/import into the 2023/24 modules. This restoration will not include any user data such as student enrolments or their participation on activities.

SITS modules

All 2023/24 SITS modules must first be created on SITS.

If modules are created on SITS after 17th July then these modules will become available in Moodle 4 within 24 hours.

Meta modules

Non-SITS modules which take enrolments from SITS modules (using the course meta link enrolment method in Moodle) will be created during the week commencing 17th July 2023, providing they were in use in 2022/23.

Staff will need to recreate any enrolments by adding new course meta links. 

If MDL modules are taking enrolments from SITS coded modules, please note that these SITS modules will be visible to students on the default term start date or on the date populated in the Date for first class field in e:Vision. If you do not want students to access these SITS modules, you will need to manually hide them via module settings so that they are not available to students.

Generic modules

Generic modules (shortcodes starting GEN, such as Programme Module Spaces) which take enrolments from business rules will be created during the week commencing 17th July 2023, providing they were in use in 2022/23.

Each generic module must have a corresponding business rule to describe how enrolments are managed. Business rules that were used in 2022/23 will be applied to 2023/24 modules. IT send details of business rules applied to Heads of Academic Services in Schools to check for any changes. Changes required to the rules, need to be requested via Generic Service Request form on IT Self Service Portal.

You can request new generic modules using the Request Non SITS Moodle module form on the IT Self Service Portal.

When can I access and update my 2023/24 modules?

You can access modules for the 2023/24 year in Moodle 4 at moodle4.city.ac.uk from 17th July 2023 onwards.

Getting modules ready for the new academic year

From Monday 26th June to Friday 14th July 2023, IT will back up all taught modules for 2022/23 in Moodle 3.9 and restore them into Moodle 4 (at moodle4.city.ac.uk

Taught modules include SITS, GEN and MDL (not playspaces or test modules).

These restored modules (not including student data, activity data or blocks) can be used as source modules for Import or Rollover.  

Any changes made to the 2022/23 modules on Moodle 3.9 during this time may not be available in the restored module in Moodle 4.  

Any 2022/23 modules without content will not be restored to Moodle 4. If you need to use a module from an earlier academic year as a source module for the Import or Rollover tools, please log a Generic Service Request on IT Self Service Portal and IT can restore the module for you in Moodle 4.  
 

When can I start editing my 2023/24 modules?

For SITS modules you can start designing and updating these in Moodle 4 from 17th July 2023 onwards.

  • If the 2023/24 module is available in SITS and the module space has been created in Moodle 4, Lecturer enrolments will be copied over
  • As 2023/24 modules are made available on SITS after 17th July, Lecturer enrolments will be copied over from 2022/23 modules on a weekly basis from July to September
  • Any additional Lecturer enrolments/unenrolments on modules should be handled as normal through the schools' Course Office teams
  • If modules are new for the 2023/24 academic year, the schools' Course Office teams will need to manually enrol staff as Lecturers
  • You can copy over other staff enrolments (e.g. Observers, Teaching Assistants) during the rollover process.

Generic modules (shortcodes starting GEN, such as Programme Module Spaces) which take enrolments from business rules will be created during the week commencing 17th July 2023. You will be able to edit these week commencing 24th July.

Can I continue to access my modules from 2022/23 and earlier?

Yes, staff and students will still be able to access all modules from previous years on a legacy site. This legacy site will be available at moodle.city.ac.uk.

Links to navigate between Moodle 4 and the legacy site will be available on each platform.

Later in 2023, IT will set up a Moodle network and a URL redirect. When this is completed, users navigating to Moodle by either moodle.city.ac.uk or moodle4.city.ac.uk will login to Moodle 4 by default and see modules for the 2023/24 academic year.

There will then be a link to the archived Moodle 3.9 where users can access modules from the 2022/23 academic year and earlier.

Lecturer enrolment

  • If the 2023/24 module is already available in SITS and the module space has been created in Moodle 4, Lecturer enrolments will be copied over by IT between 26th June and 14th July 2023.
  • As 2023/24 modules are made available on SITS after 17th July, Lecturer enrolments will be copied over from 2022/23 modules on a weekly basis from July to September. 
  • Any additional Lecturer enrolments/unenrolments on modules should be handled as normal through the schools' Course Office teams.
  • If modules are new for the 2023/24 academic year, the schools' Course Office teams will need to manually enrol staff as Lecturers
  • You can copy over other staff enrolments (e.g. Observers, Teaching Assistants) during the rollover process.

Moodle module format

Most taught modules will be created using the City Course Format. Your taught modules (including SITS, GEN and MDL) should use a consistent format to support students in navigating through modules and locating important information.

You may wish to turn off some of the features when not required for generic modules (such as the Timetable link and Reading List link).

Turn Edit Mode on and select the eye icon alongside the relevant links to show or hide them on the Module dashboard

Related guidance

How are my students enrolled?

Your students will be automatically enrolled on SITS modules on completion of their registration. Enrolment for non-SITS modules is managed in one of two ways:

  1. Through business rules.
    A business rule specifies a set of conditions (e.g. level of study and department) which, if met, will enrol a student on a module upon registration. Business rules that were used in 2022/23 will be applied to 2023/24 modules. If there are any changes required to the rules, please log a request on the IT Self Service Portal.
  2. Via course meta link enrolments from SITS modules
    These SIT modules must exist, but can be hidden in Moodle. Meta course enrolments (where enrolments are taken from another module) are not automatically copied or rolled over. These must be created manually each year by schools' Course Office teams. We cannot automate this as each year meta course enrolments differ.

Related guidance

When do modules become available for students?

SITS modules

If a module start date for the new academic year is not entered into SITS when the Moodle 4 module is created, it will become available to students on the following dates:

  • Term 1: 28th August 2023
  • Term 2: 08th January 2024
  • Term 3: 13th May 2024

Other modules

GEN modules (which take enrolments from business rules) and MDL modules (which take enrolments from meta links) are set to Hidden by default and you will need to manually make these visible in time for the start of the academic year.

How do I confirm my module is hidden?

  1. In the Module overview block, a notification hidden from students displays underneath the module title when a module is hidden from enrolled Students and Student Observers.
  2. When you open a module, the text Module is hidden will display below the module title if it is hidden from enrolled students and student observers.
    • Staff enrolled on the module will still be able to access and design the module while it is hidden.
  3. Select the Show Module button. If you are certain you want to make the module visible to students select Show module in the confirmation screen that displays.

Show Module button highlighted

Set a module start date

If you want the module to become visible at a certain date in the future you will need to add/amend the Module start date.

  1. Select Settings from the contextual navigation menu above the module name to open the module settings.
  2. Change Module visibility to Hide.
  3. Change the Module start date to your module go live date.

    Setting menu opened. Module start date of 5 October

  4. Scroll to the end of the page and select Save and display.

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