For the most part student enrolment is automated via SITS, business rules or course meta link.
Programme Administrators should not manually enrol students where enrolment is automated. This can mask wider issues.
Lecturers do not have permission to manually users into the Student role in Moodle.
Student enrolment onto SITS modules is automated and no action is required. The tabs below outline the options for student enrolment.
All modules running in an academic year are created on the student record system, SITS. For each module on SITS there is a corresponding module on Moodle. When a student is enrolled onto a module in SITS they are automatically enrolled on the corresponding module in Moodle.
A student is attached to a module in SITS either via a Diet or by using the SMO (Student Module Taking) screen in SITS. You can view all the modules a student has/is taking by accessing the SMO screen in SITS.
A Diet is a collection of compulsory modules a student has to take on a particular module. A Diet is triggered, and the student is enrolled on these modules, as soon as their enrolment status on SITS changes to “Current”.
Students can also be enrolled onto a module by a member of staff using the SMO screen. This usually happens when the module in question is an option rather than compulsory.
Once a SMO record has been created in SITS a message (XXNEWSMO) is triggered and sent to Moodle via the Middleware.
Moodle will receive this message and check that a Moodle user account exists for the student.
If there is no Moodle account the message is rejected and an error message is generated (these messages are monitored by the ERES team).
If the user account exists the next check is that the module exists.
If the module does not exist the message is rejected and an error message is generated (these messages are monitored by the ERES team).
If the module exists then the student is enrolled on the module. Moodle will then send back a success message in the form of the Moodle user id to SITS which is stored in the UDFK field of the corresponding SITS SMO record.
Although enrolment onto the Moodle module is in almost real time, at peak periods there will be a delay as the system processes the high volume of enrolments.
A student may change one or more of their options at the start of the academic year. When this occurs, the original enrolment is removed in SITS via the SMO screen and the new enrolment is added. Although the new enrolment will generate a message to send to Moodle, the deletion of the original enrolment does not generate a message. Therefore the student will have more modules on their Moodle account than they are taking.
Modules created via SITS will have a Start Date determined by the Period dates set in SITS. These modules will remain hidden from students until the Start Date is reached.
Business rules allow students to be enrolled onto modules based on their school, programme, route or department.
Business rules are triggered when a student’s enrolment status on SITS changes to “Current”. Therefore business rules are triggered once per student per academic year.
Business rules are managed and maintained by ERES in IT.
At the end of the academic year each school is provided with a copy of their business rules. The school should then return the list, indicating any amendments to existing business rules. New business rule requests should be submitted via the IT Self Service Portal.
The possible option for business rules are as follows:
In both cases it is best to start with checking the existing business rule. If you do not have a copy of the business rules then contact ERES.
You should check by using the SITS SCE screen, entering the criteria used in the business rule to see if the correct population of students is returned.
If your module’s Moodle short name is prefixed ‘GEN_’ then it is a generic module and will therefore have a business rule associated with it. To find a module's short name:
It is important that the business rules are returned to ERES in adequate time before the start of the registration process for the next academic year.
If business rules are created after the start of the registration process then there is the possibility that enrolments will be missed.
If this happens then you should log a request via the IT Self Service Portal. The team will then extract the student usernames based on the business rule from SITS. They will then use the Moodle “Upload Users” facility to enrol the students onto the generic module.
The Course meta link enrolment method makes it possible for one module, the meta module, to bring in enrolments from one or more child module(s). This method will bring in all enrolments from associated child modules, not just student enrolments.
There are a number of scenarios where this method is used.
The most popular are:
The course meta link enrolment method can be set up by users who have Programme Administrator access in the Moodle category.
To create a meta module, request a non-SITS Moodle module via IT Self Service Portal.
If the module is being created for Scenario 1 then you should include the names of the Child Modules. This will help to create the module shortname, and provide a signpost that the module you are working on is a Meta module. The module shortname will be in the pattern MDL_SITSCODE-SITSCODE_PRD_YEAR.
Once the Meta module has been created the Programme Administrator will have to add the course meta link enrolment method as follows:
If your Meta module was created for Scenario 1 then it is a good idea to hide the SITS modules so that students do not see the empty Child modules.
The course meta link enrolment method only copies enrolments: If you have already created content in one of the SITS modules you will need to use the Rollover Tool to copy content.
If the Meta module is running in subsequent years you should remember that the rollover tool does not copy the course meta link enrolments. Therefore you will have to carry out the tasks listed below to create the meta links as well as hiding the SITS modules.
Check that you have selected the correct module (you may have accidentally selected a module from a previous year or period). Check the Enrolment methods on the module page – it will list the enrolments brought in from the child modules.
Requests for new Meta modules should be submitted using the Request a non-SITS Moodle module form on IT Self Service Portal. Select Meta link linking as the Enrolment type.
Self enrolment is the method whereby students can choose to enrol themselves on a module, either immediately by selecting enrol me or by typing in an enrolment key they have been given. Self enrolment is only used for non-taught modules where business rules or meta links cannot be applied. This could be used on a cross-university elective module should as a Language Taster Module.
Select the cog icon 
alongside the self enrolment option to manage other settings related to self enrolment including:
If you wish only a certain group of users to self enrol (and not everyone who searches for and finds the module) then you can set an enrolment key which you then tell specific students to use when they access the self-enrolment screen.
If you wish your users to enrol themselves directly into a group in the course then you can set a group enrolment key. A different key is provided to each group of students.
The default role should be set to Student for most enrolments.
Tick the Enable box to the right of Enrolment duration and then set the number of hours/days/weeks.
Select a duration after which inactive students are automatically unenrolled.
Input the maximum number of users you want in your module. When this limit is reached, no new students will be able to self-enrol. If you leave the number at 0 then there will be no maximum number.
The option to send course welcome message to new students who enrol on your module is switched on by default when the self enrolment method is activated. If you prefer not to send a message, select No from the drop-down menu.
If you choose to send a welcome messages, select the sender.
To send a welcome message, ensure the Send course welcome message is selected and type in your preferred Custom welcome message in the text box underneath.
When all settings are correct, select Save changes.
Professional Services departments may require an all student module to provide all students at City with access to relevant resources and activities.
If you want to share content with students, this is best placed on the Student Hub. If you are planning on engaging students in activities to engage them with the content, the Moodle is a good solution.
For new all student modules, inform schools what you are planning and seek their agreement. This ensures that Schools are aware of which modules their students are enrolled on and can signpost students to relevant resources. It also ensures that different departments are not providing duplicated content.
To reduce the amount of emails that students get and to ensure that communications are effectively targeted to students you must not use the following communication features on an all student module.
You will also need to switch off subscription on Forums.
Use the Request a non-SITS Moodle module form on IT Self Service Portal to request the module is created. Select Business rule as your Enrolment type.
| Name of module | About the module | Notes | Contact |
|---|---|---|---|
| Learning with Moodle | The module includes; how-to screencasts, one-minute video tips and FAQs. It also provides students with an opportunity to try out different assessment activities. This provides an early opportunity for students to practice with core Moodle features such as contributing to a Forum and submitting an assignment in a safe environment. | Students studying on Bayes online courses are not enrolled on this module. | Digital Education team |
| CityReady and Academic Skills | Resources to support academic study skills | n/a | Academic Skills team |
All modules running in an academic year are created on the student record system, SITS. For each module on SITS there is a corresponding module on Moodle. When a student is enrolled onto a module in SITS they are automatically enrolled on the corresponding module in Moodle.
A student is attached to a module in SITS either via a Diet or by using the SMO (Student Module Taking) screen in SITS. You can view all the modules a student has/is taking by accessing the SMO screen in SITS.
A Diet is a collection of compulsory modules a student has to take on a particular module. A Diet is triggered, and the student is enrolled on these modules, as soon as their enrolment status on SITS changes to “Current”.
Students can also be enrolled onto a module by a member of staff using the SMO screen. This usually happens when the module in question is an option rather than compulsory.
Once a SMO record has been created in SITS a message (XXNEWSMO) is triggered and sent to Moodle via the Middleware.
Moodle will receive this message and check that a Moodle user account exists for the student.
If there is no Moodle account the message is rejected and an error message is generated (these messages are monitored by the ERES team).
If the user account exists the next check is that the module exists.
If the module does not exist the message is rejected and an error message is generated (these messages are monitored by the ERES team).
If the module exists then the student is enrolled on the module. Moodle will then send back a success message in the form of the Moodle user id to SITS which is stored in the UDFK field of the corresponding SITS SMO record.
Although enrolment onto the Moodle module is in almost real time, at peak periods there will be a delay as the system processes the high volume of enrolments.
A student may change one or more of their options at the start of the academic year. When this occurs, the original enrolment is removed in SITS via the SMO screen and the new enrolment is added. Although the new enrolment will generate a message to send to Moodle, the deletion of the original enrolment does not generate a message. Therefore the student will have more modules on their Moodle account than they are taking.
Modules created via SITS will have a Start Date determined by the Period dates set in SITS. These modules will remain hidden from students until the Start Date is reached.
Business rules allow students to be enrolled onto modules based on their school, programme, route or department.
Business rules are triggered when a student’s enrolment status on SITS changes to “Current”. Therefore business rules are triggered once per student per academic year.
Business rules are managed and maintained by ERES in IT.
At the end of the academic year each school is provided with a copy of their business rules. The school should then return the list, indicating any amendments to existing business rules. New business rule requests should be submitted via the IT Self Service Portal.
The possible option for business rules are as follows:
In both cases it is best to start with checking the existing business rule. If you do not have a copy of the business rules then contact ERES.
You should check by using the SITS SCE screen, entering the criteria used in the business rule to see if the correct population of students is returned.
If your module’s Moodle shortname is prefixed ‘GEN_’ then it is a generic module and will therefore have a business rule associated with it.
It is important that the business rules are returned to ERES in adequate time before the start of the registration process for the next academic year.
If business rules are created after the start of the registration process then there is the possibility that enrolments will be missed.
If this happens then you should log a request via the IT Self Service Portal. The team will then extract the student usernames based on the business rule from SITS. They will then use the Moodle “Upload Users” facility to enrol the students onto the generic module.
The Course meta link enrolment method makes it possible for one module, the meta module, to bring in enrolments from one or more child module(s). This method will bring in all enrolments from associated child modules, not just student enrolments.
There are a number of scenarios where this method is used.
The most popular are:
The course meta link enrolment method can be set up by users who have Programme Administrator access in the Moodle category.
To create a meta module, request a non-SITS Moodle module via IT Self Service Portal.
If the module is being created for Scenario 1 then you should include the names of the Child Modules. This will help to create the module shortname, and provide a signpost that the module you are working on is a Meta module. The module shortname will be in the pattern MDL_SITSCODE-SITSCODE_PRD_YEAR.
Once the Meta module has been created the Programme Administrator will have to add the course meta link enrolment method as follows:
If your Meta module was created for Scenario 1 then it is a good idea to hide the SITS modules so that students do not see the empty Child modules.
The course meta link enrolment method only copies enrolments: If you have already created content in one of the SITS modules you will need to use the Rollover Tool to copy content.
If the Meta module is running in subsequent years you should remember that the rollover tool does not copy the course meta link enrolments. Therefore you will have to carry out the tasks listed below to create the meta links as well as hiding the SITS modules.
Check that you have selected the correct module (you may have accidentally selected a module from a previous year or period). Check the Enrolment methods on the module page – it will list the enrolments brought in from the child modules.
Requests for new Meta modules should be submitted using the Request a non-SITS Moodle module form on IT Self Service Portal. Select Meta link linking as the Enrolment type.
Self enrolment is the method whereby students can choose to enrol themselves on a module, either immediately by selecting enrol me or by typing in an enrolment key they have been given. Self enrolment is only used for non-taught modules where business rules or meta links cannot be applied. This could be used on a cross-university elective module should as a Language Taster Module.
Select the cog icon alongside the self enrolment option to manage other settings related to self enrolment including:
If you wish only a certain group of users to self enrol (and not everyone who searches for and finds the module) then you can set an enrolment key which you then tell specific students to use when they access the self-enrolment screen.
If you wish your users to enrol themselves directly into a group in the course then you can set a group enrolment key. A different key is provided to each group of students.
Tick the Enable box to the right of Enrolment duration and then set the number of hours/days/weeks.
Choose an option from the drop-down to the right of Unenrol inactive after to unenrol inactive students
Input the maximum number of users you want in your module in Max enrolled users. When this limit is reached, no new students will be able to self-enrol. If you leave the number at 0 then there will be no maximum number.
The option to send course welcome message to new students who enrol on your module is switched on by default when the self enrolment method is activated. If you prefer not to send a message, select No from the drop-down menu.
If you choose to send a welcome messages, select the sender.
To send a welcome message, ensure the Send course welcome message is selected and type in your preferred Custom welcome message in the text box underneath.
When all settings are correct, select Save changes.
Professional Services departments may require an all student module to provide all students at City with access to relevant resources and activities.
If you want to share content with students, this is best placed on the Student Hub. If you are planning on engaging students in activities to engage them with the content, the Moodle is a good solution.
For new all student modules, inform schools what you are planning and seek their agreement. This ensures that Schools are aware of what modules their students are enrolled on and can signpost students to relevant resources. It also ensures that different departments are not providing duplicated content.
To reduce the amount of emails that students get and to ensure that communications are effectively targeted to students you must not use the following communication features on an all student module.
You will also need to switch off subscription on Forums.
Use the Request a non-SITS Moodle module form on IT Self Service Portal to request the module is created. Select Business rule as your Enrolment type.
| Name of module | About the module | Notes | Contact |
|---|---|---|---|
| Learning with Moodle | The module includes; how-to screencasts, one-minute video tips and FAQs. It also provides students with an opportunity to try out different assessment activities. This provides an early opportunity for students to practice with core Moodle features such as contributing to a Forum and submitting an assignment in a safe environment. | Students studying on Bayes online courses are not enrolled on this module. | Digital Education Team |
| Student Academic Skills and Wellbeing | Resources to support academic study skills and wellbeing. | n/a | Academic Skills Team |
Unenrolment of students is automated between SITS and SITS coded modules in Moodle.
This means that students will be automatically unenrolled from modules with a SITS code, modules with business rules and meta modules where the child module(s) has a SITS code.
For SITS users, if a SMO record in SITS is marked as withdrawn by the RTS field (SMO_RTSC) being updated to W, or the SMO is erased a message will be pushed to Moodle and the student unenrolled from the module in Moodle.
