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How to enrol staff in Moodle

By Silvia Giannitrapani, on 21 March 2021

As part of the continuous work on Moodle, we have been optimising the roles and enrolment procedures. Specifically we have created a new ‘Category Administrator’ role and reviewed our current roles’ permissions.

Anyone with editing permissions on a Moodle course (including Tutors and Course Administrators) can use the manual enrolment method to grant access to other members of staff to their individual courses.

To manually enrol a user onto your course, from within your Moodle course go to the Participants list and click on Enrol users. In the Enrol users pop-up window, use the Assign roles dropdown menu and choose the relevant role from the following list:

Leader Leader can do anything within a course, including enrolling students, editing content, adding activities and grading students. This role is identical to the Course Administrator/Tutor roles, but with an alternative name.
Tutor Tutors can do anything within a course, including enrolling students, editing content, adding activities and grading students. This role is identical to the Course Administrator role, but with an alternative name. Used for academic staff who require edit access.
Course Administrator Course Administrators can do anything within a course, including enrolling students, editing content, adding activities and grading students. This role is identical to the Tutor role, but with an alternative name. Used for non-academic staff who require edit access.
Non-editing Tutor Non-editing tutors can view and grade students’ work, but may not edit content or alter activities or resources. It is used for academic staff, external examiners and teaching Assistants who can grade student work but DO NOT require edit access.
Staff Observer Can view courses, including hidden courses and activities, but may not grade students, edit content or alter activities. This role may be suitable for staff such as those in the Library, Digital Education or Arena.
Student Students can view course content, participate in activities, submit coursework and view their own grades.

Staff who require access to all Moodle courses within a faculty or a department do not need to be manually added to every course individually. They can be added once to the department’s category and then have access to every Moodle course within that category. Please note: only the Digital Education team is permitted to assign this category level access. Approval from the Head of Department should be sought for any new enrolments at category level as this grants access to a large number of courses.

 To obtain Moodle access to all courses within a faculty or a department, please see the instructions below: 

  • To request Read-only / Non-editing access: A written email confirmation from the Head of Department will need to be sent to Digital Education (digi-ed@ac.uk) to request access for particular staff.
  • To request any editing roles: In order for any UCL member of staff to gain editing category level admin rights in Moodle, they will need to provide written email confirmation to Digital Education (digi-ed@ac.uk) from the Head of Department specifying the member of staff, the type of role and the Moodle category to which they require access and then, they will need to complete the ‘Administering your Moodle’ course, which is available at https://moodle.ucl.ac.uk/course/view.php?id=9682. 

Types of Moodle category roles available:

Category Administrator Course Administrators can do anything within a course, including enrolling students, editing content, adding activities and grading students. This role is identical to the Tutor role, but with an alternative name. Used for non-academic staff who require edit access. Can only be assigned at Category level.
Course Administrator (No E-Mail) Course Administrators can do anything within a course, including enrolling students, editing content, adding activities and grading students. This role is identical to the Tutor role, but with an alternative name. Used for non-academic staff who require edit access. THIS ROLE DOES NOT RECEIVE E-MAIL NOTIFICATIONS. Can only be assigned at Category level.
Non-editing Tutor (No E-Mail) Non-editing tutors can view and grade students’ work, but may not edit content or alter activities or resources. It is used for academic staff, external examiners and teaching Assistants who can grade student work but DO NOT require edit access. THIS ROLE DOES NOT RECEIVE E-MAIL NOTIFICATIONS. Can only be assigned at Category level.
MyFeedback Departmental Administrator Allows Departmental Administrators to view MyFeedback student assessment reports for their department. Can only be assigned at Category level.
Accessibility Assistant Accessibility assistants can view and edit course content, and access Ally’s feedback and course report. They cannot view or edit grades or assignment feedback. Can only be assigned at Category level.
Faculty Learning Technologist Faculty Learning Technologist can do anything within a course, including enrolling students, editing content, adding activities and grading students. THIS ROLE DOES NOT RECEIVE E-MAIL NOTIFICATIONS. Can only be assigned at Category level.

Further guidance on manual enrolments is available at UCL Wiki – M06f – Category enrolment

If you have any specific queries, please talk to your Faculty Learning Technology Lead or email the Digital Education Team at: digi-ed@ucl.ac.uk.

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