Keywords: manual, one-by-one, individual, one by one, time consuming, small numbers, enrol staff, not students
What is it?
Generally, you use the manual enrolment method to grant access to other members of staff, but it can be used to add students if you need to.
NOTE: Students, Visitors, Honoraries and Associate Staff will not appear in the list of potential Moodle users unless they have signed in and accepted the Moodle T&C's. For this reason, when enroling students, using Portico enrolment or an Enrolment Key is preferable.
Why use it?
- None at this time
Who can use it?
- None at this time
Before I start...
- None at this time
How do I...?
Enrol someone manually
- From within your Moodle course go to the This course tab/dropdown menu at the top of the Moodle window.
- Under this tab click on Participants.
- From here click on Enrol users to add staff to your course
- In the Enrol users pop-up window, use the Assign roles dropdown menu, choose the role you want to assign.
- Then to locate an individual use the search box below Select users. Type in and search for either a user's email address or their name. (E.g. first name or last name/surname or first name followed by surname).
- Repeat step e. for all the users you want to enrol with the selected role.
- Click on Enrol users for the person(s) you wish to give access to your course in accordance with the role you've selected.
UCL Moodle role descriptions
The following table explains each role and its purpose.
| 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. |
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. |
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. |
Non-editing Tutor | Non-editing tutors can teach in courses and grade students, but may not edit content or alter activities. It is used for academic staff, external examiners and Teaching Assistants who can grade student work but DO NOT require edit access. |
Student | Students can view course content, participate in activities, submit coursework and view their own grades. This role is identical to the Participant role, but with an alternative name. It is used for students currently enrolled in a course. |
UCL Support Staff | UCL Support Staff have read-only access and are NOT able to grade student work or see hidden activities and sections. It is used for Subject Librarians, Faculty Information Support Officers, Personal Tutors, Teaching Assistants and External Examiners who do not need to grade student work. |
Guest | Guests have minimal privileges, including not being able to see participants lists or user profiles. They have read-only access and cannot participate in any activities. Guests do not need to log in to UCL Moodle to access courses that have been made available to guests, either with an enrolment key (password) or without one. |
Unenrol someone manually
For removing students the recommended way is to reset the course (after the Moodle snapshot has been taken), however, if you are removing members of staff or need to remove selected students you can do so by following these steps.
Warning
Please note that removing students from a course will break the link with their grades, assignments and contributions (such as forum posts). Be absolutely sure you are willing to lose this information before you remove them.
You will be able to find historic data on the UCL Moodle Snapshot - which reflects a frozen version of Moodle at the time the snapshot was taken, including any student work or grades. Before you reset a course ensure the Moodle snapshot has been taken for the year, so there is a backup of the course that you can refer to and retrieve information from. You will receive an email once the snapshot is taken - this usually occurs in July each year.
To unenrol:
- Firstly, navigate to the Moodle course you wish to remove people from.
- Under the "This course" tab click participants
- To make the process easier use the 'Role' drop down menu at the top of the page to filter by the role you wish to remove people from. Remember to click 'Filter' to apply this filter.
- Once you have filtered the list scroll down and click the grey cross (X) to far right of the person's name you wish to remove.
- On the warning, box click 'unenrol' to confirm the unenrolment. If you have changed your mind click 'Cancel'.
- The person will be removed from your course. Repeat this for as many people as required.
Further help
Further guidance on Manual enrolment is available from moodledocs.
If you find any inaccurate or missing information you can even update this yourself (it's a communal wiki).
If you have a specific question about the tool please contact the Digital Education team.
Caution
- Students, Visitors, Honoraries and Associate Staff will not appear in the list of potential Moodle users unless they have signed in and accepted the Moodle T&C's.
- Central support staff (i.e. ServiceDesk) are unable to enrol staff in courses unless in exceptional circumstances.
- Please note that removing students from a course will break the link with their grades, assignments and contributions (such as forum posts). Be absolutely sure you are willing to lose this information before you remove them.
Examples and case studies
- None at this time
Questions & Answers
Why can't I manually enrol a UCL student or staff member onto my Moodle course?
Has the user logged into Moodle before?
If a UCL student or staff member has never logged into Moodle, their name will not appear when using the Enrol users search box. The user will need to be contacted and asked to log-in to Moodle before they can be manually enrolled on any course. For this reason, when enrolling students, using Portico enrolment or an Enrolment Key is preferable.
Does the user's name have a middle initial?
If you searched for the user's first and last name, but the user has a middle name or intial, they will not appear in the Enrol users search box. Try searching with the '%' wildcard e.g. searching 'John % Smith' will return 'John P Smith'.
Is the user already enrolled in your course?
If a UCL student or staff member is already enrolled in your course, they will not appear in the Enrol users search box. Check the participants list on your Moodle course to see who is enrolled.
Further information
- None at this time
