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Keywords: Portico, module enrolments, student records system, SITS, automatic, overnight, access, recommended

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Portico mappings on Moodle pages were globally deactivated on Thursday 22nd February 2024.

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This enrolment method is controlled via a Moodle block called Portico enrolments that can be seen by tutors and course administrators when editing edit mode is turned on. The block is invisible to students.

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2. Create a Portico enrolment mapping

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2.4 Enter the module, programme, route or departmental code you wish to use for enrolments, or search using free text, then click Search.

*Please note if Activate mappings is not enabled, please click Save mappings and continue to the next step. 

2.5 Click the SELECT box for the item(s) you wish to map. Please ensure the mapping you would like to select has the correct academic year.

1. 1. Select the ALLOW PRE-APPROVAL option to give students access who have registered for the module but are still awaiting teaching and parent department approval in Portico.

   2. Select the ALLOW GROUP IMPORT option to automatically create groups within your Moodle course based on the groups set up in CMIS.

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Re-activating Portico enrolments will remove any existing students on the Moodle course who are no longer in the Portico list for that course. It is for this reason we advise you only turn the mappings on after you have rolled over the course at the start of the academic year.

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Caution

• All Portico enrolments are made inactive across UCL Moodle six weeks after the start of each term. You can re-activate this in your module at any time using the Portico enrolments block, but be aware that if class lists have changed in Portico, some students may be unenrolled

  as well as

  , while others are enrolled.
  
  

• At the start of the next term, re-activating Portico enrolments will remove any existing students on the Moodle course who are no longer in the Portico list for that course. It is for this reason we advise you only turn the mappings on after you have rolled over the course.
  
  

• When importing groups from the room booking system (CMIS), you should only tick group import if these groups are genuine CMIS tutorial groups. Before attempting to use CMIS group imports it's important to read this additional information.

Examples and case studies

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How will this impact students on my course?

• Students who are already enrolled on a Moodle course WILL continue to have access to their course(s)

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• and WILL NOT be unenrolled.

• Students enrolling on Portico after the deactivation WILL NOT be automatically enrolled onto the corresponding Moodle course. Students can still be manually enrolled.

• Students who leave the course WILL NOT be automatically un-enrolled.

Why deactivate Portico enrolments?

When Portico enrolments are active on a Moodle course, student enrolments on the course are automatically updated overnight to mirror the Portico student list for the associated module. Consequently, students who change courses, or withdraw from their studies permanently or temporarily, are automatically un-enrolled from their Moodle courses. Usually, this is desirable when students change/drop modules within the first few weeks of term. However, if Portico un-enrols students after they have been awarded any grades, these grades become inaccessible, which can be very problematic.

Portico enrolments are de-activated globally in Moodle, usually six weeks from the start of each term, to reduce the likelihood of this particular inaccessible/missing grades problem occurring.

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Note: Portico enrolments can be deactivated within the course at any time by anyone with Course Administrator or Tutor access, thereby stopping any updates to the list of enrolled users on the Moodle course.

How do I unenrol a Portico-enrolled student from a Moodle course?

If you cannot unenrol a student from a Moodle course, this is usually because Portico mappings are turned off or the student is still listed on the Portico registration list. If you still have issues after reading the guide above, please complete this MyServices form.

Further information

Portico status codes and what happens overnight in Moodle

The table below outlines each Portico status code and what happens in Moodle overnight when a student's status has changed.