{"id":6453,"date":"2023-11-02T15:59:25","date_gmt":"2023-11-02T14:59:25","guid":{"rendered":"https:\/\/digi-ed.uk\/support\/?post_type=ht_kb&p=6453"},"modified":"2023-11-02T15:59:26","modified_gmt":"2023-11-02T14:59:26","slug":"how-to-manage-participants-in-moodle","status":"publish","type":"ht_kb","link":"https:\/\/digi-ed.uk\/support\/article\/how-to-manage-participants-in-moodle\/","title":{"rendered":"How to manage Participants in Moodle"},"content":{"rendered":"\n

Overview<\/h2>\n\n\n\n

The \u2018Participants\u2019 menu in Moodle can be useful to view and manage the enrolled users under a course page. It can be separated out into three main sections:<\/p>\n\n\n\n

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  1. Actions, such as enrolling staff, managing enrolment methods, groups and groupings<\/li>\n\n\n\n
  2. Filters to filter out participants based on various conditions\/matches (information below)<\/li>\n\n\n\n
  3. Participant list (username and e-mail address, role type, status, group allocation, last access)<\/li>\n<\/ol>\n\n\n\n

    Role and enrolment types<\/h2>\n\n\n\n
    Role type<\/th>Programme\/module pages<\/th>Shared Content Courses (X DLE pages) and Subject View Courses (standalone courses)<\/th><\/tr><\/thead>
    Student<\/th>Automatic enrolment (UNIT-e)<\/td>Meta-linking or automatic enrolment (UNIT-e)<\/td><\/tr>
    Module Leader<\/th>Automatic enrolment (UNIT-e)<\/td>Has to be included in the ticket raised with the main IT Service Desk<\/a><\/td><\/tr>
    Teacher<\/th>Manual enrolment (Moodle)<\/td>Meta-linking or manual enrolment (Moodle)<\/td><\/tr>
    Non-Editing Teacher<\/th>Manual enrolment (Moodle)<\/td>Meta-linking or manual enrolment (Moodle)<\/td><\/tr>
    Faculty Support<\/th>Manual enrolment (Moodle)<\/td>Meta-linking or manual enrolment (Moodle)<\/td><\/tr>
    External Examiner<\/th>Manual enrolment (Moodle) – A UoP IT account will need to be created by the main IT Service Desk<\/a> prior to enrolment<\/td>Meta-linking or manual enrolment (Moodle) – A UoP IT account will need to be created by the main IT Service Desk<\/a> prior to enrolment<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

    Automatic enrolment<\/h3>\n\n\n\n

    Students,<\/strong> Programme<\/strong> and Module Leaders<\/strong> always need to be automatically enrolled on the relevant programme and module pages in Moodle. This means that they cannot be manually enrolled on any DLE page with this specific role as their enrolment takes place in the student record system, also known as UNIT-e with the help of the School or Faculty Offices. Once the relevant role has been applied to them, in 24 hours these changes should be automatically visible in the DLE.<\/p>\n\n\n\n

    However, in some cases, it may be urgent<\/strong> to access the course ASAP due to content population\/adjustment, viewing materials and so on. In this situation, Programme<\/strong> and Module Leaders<\/strong> can be enrolled on a course page with the \u2018Teacher\u2019 role as a temporary solution before the \u2018Leader\u2019 role kicks in through UNIT-e. To enrol staff with this role, please visit the following supporting material<\/a>.<\/p>\n\n\n\n

    Digital Education is not allowed to manually enrol staff onto any course page unless the relevant confirmation has been received from the School or Faculty Offices. We recommend asking someone in the Programme\/Module Team to enrol their colleagues with the \u2018Teacher\u2019 role.<\/p>\n\n\n\n

    If it is a Shared Content Course or a Subject View Course, the Leader role to be applied to a staff member has to be requested from the main IT Service Desk at the time they raise a ticket with their team to create this page in Moodle. They can be contacted over the phone (01752 (5)88-588) or via \u2018IT Self Service\u2019 application. If they have not had the chance to use a course type like this in the past, they will need to arrange a Zoom meeting first with Digital Education prior to the ticket.<\/p>\n\n\n\n

    Students cannot be manually enrolled on any course page under any circumstance. If they get enrolled with any other role besides \u2018Student\u2019 (which can be only applied through UNIT-e), this may cause a data breach due to the higher permissions any other role has currently. They may be able to access information that should be only visible to staff, such as student attempts and submissions, grades and many more.<\/p>\n\n\n\n

    Manual enrolment<\/h3>\n\n\n\n

    Teachers, Non-Editing Teachers and Faculty Support can be manually enrolled on any course page. To enrol staff with one of these roles, please visit the following supporting material<\/a>. This applies to any programme or module page.<\/p>\n\n\n\n

    Digital Education is not allowed to manually enrol staff onto any course page unless it is urgent and the relevant confirmation has been received from the School or Faculty Office. We recommend asking someone in the Programme\/Module Team first to enrol their colleagues with the relevant role.<\/p>\n\n\n\n

    Meta-link and self-enrolment<\/h3>\n\n\n\n

    Shared Content Courses<\/a> and Subject View Courses<\/a> can use various enrolment methods for staff and students as they are not regular programme or module pages registered in UNIT-e, but centre pages to share materials across multiple modules or programmes in Moodle, without the need to duplicate the content on each of these pages. This can include:<\/p>\n\n\n\n