Difference between revisions of "Enrolment FAQ"

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=== How do I prevent students from enrolling themselves in a course?===
 
=== How do I prevent students from enrolling themselves in a course?===
  
If you are a teacher in a course, go to ''Course administration > Users > Enrolment methods'' and disable (close the eye) of the self-enrolment option.
+
If you are a Teacher in a course, go to ''Course administration > Users > Enrolment methods'' and disable (close the eye) of the self-enrolment option.
 
If you are site admin, go to ''Site administration > Plugins > Manage enrol plugins'' and disable (close the eye) of the self enrolment plugin.
 
If you are site admin, go to ''Site administration > Plugins > Manage enrol plugins'' and disable (close the eye) of the self enrolment plugin.
  
=== Why are users being unenroled for no apparent reason? ===
+
=== Why are users being unenrolled for no apparent reason? ===
  
 
In a course, go to ''Course administration > Users > Enrolment methods'' and click the edit (hand/pen)icon of the self-enrolment option. Check the time in the dropdown next to ''Unenrol active after...'' (See [[Unenrolment]] for a full list of what controls unenrolment.)
 
In a course, go to ''Course administration > Users > Enrolment methods'' and click the edit (hand/pen)icon of the self-enrolment option. Check the time in the dropdown next to ''Unenrol active after...'' (See [[Unenrolment]] for a full list of what controls unenrolment.)
As a site administrator, you can specify the default time after which a user is unenroled in ''Site administration > Plugins > Enrolments > Self enrolment''
+
As a site administrator, you can specify the default time after which a user is unenrolled in ''Site administration > Plugins > Enrolments > Self enrolment''
  
=== Why are all students enroled in all courses? ===
+
=== Why are all students enrolled in all courses? ===
 
+
It may be that your students have been mistakenly  assigned the system role of student. Check ''Site Administration > Users > Permissions > Assign system roles'' and unassign users as necessary, then reassign them the role of student in the course context. See [[Assign roles]] for an explanation of role contexts.
If the default role for all users in ''Site Administration > Users > Permissions > User policies'' is set to student rather than authenticated user (the default setting), this will result in all students being enrolled in all courses.
 
 
 
Another possibility is that users are assigned the system role of student. Check ''Site Administration > Users > Permissions > Assign system roles'' and unassign users as necessary, then reassign them the role of student in the course context.
 
  
 
=== How do I enable students to unenrol themselves from courses? ===
 
=== How do I enable students to unenrol themselves from courses? ===
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# Access ''Site Administration > Users > Permissions > Define roles''
 
# Access ''Site Administration > Users > Permissions > Define roles''
 
# Click the edit icon opposite the student role
 
# Click the edit icon opposite the student role
# Change any/all of the capabilities enrol/manual:unenrolself, enrol/paypal:unenrolself and enrol/self:unenrolself (depending upon which enrolment plugins are enabled for the site) from not set to allow
+
# Change any/all of the capabilities enrol/manual:unenrolself, enrol/paypal:unenrolself and enrol/self:unenrolself (depending upon which enrolment plugins are enabled for the site) from ''Not set'' to ''Allow''
 
# Click the "Save changes" button at the bottom of the page
 
# Click the "Save changes" button at the bottom of the page
  
 
To enable students to unenrol themselves from a particular course:
 
To enable students to unenrol themselves from a particular course:
 
# Go to ''Course administration > Users > Permissions''
 
# Go to ''Course administration > Users > Permissions''
# Click the Allow icon (+) opposite the appropriate unenrolself capability (corresponding to the method in which students are enrolled) and allow the student role
+
# Click the Allow icon (+) opposite the appropriate unenrolself capability (corresponding to the method in which students are enrolled) and allow the Student role
  
 
Note: If students are manually enrolled in the course, then enrol/manual:unenrolself should be allowed; if students self-enrol, then enrol/self:unenrolself should be allowed.
 
Note: If students are manually enrolled in the course, then enrol/manual:unenrolself should be allowed; if students self-enrol, then enrol/self:unenrolself should be allowed.
  
== How do I prevent teachers from accidentally disabling enrolment methods in a course? ===
+
=== How do I prevent teachers from accidentally disabling enrolment methods in a course? ===
  
 
Edit the teacher role in ''Administration > Site administration > Users > Permissions > Define roles'' and uncheck the capability [[Capabilities/moodle/course:enrolconfig|moodle/course:enrolconfig]].
 
Edit the teacher role in ''Administration > Site administration > Users > Permissions > Define roles'' and uncheck the capability [[Capabilities/moodle/course:enrolconfig|moodle/course:enrolconfig]].
  
==I don't see the 'enrol users' button when clicking on 'Enrolled users'==
+
=== I don't see the 'Enrol users' button when clicking on 'Enrolled users' ===
Make sure [[Manual enrolment]] is enabled in your course.
 
  
 +
Make sure [[Manual enrolment]] is enabled in your course. If you are using only external types of enrolment, but the course has no manual enrollments allowed, then you would not see the 'Enrol  users' button as it is control outside the course.
  
 +
If you should be able to do this, make sure you are in the Teacher or other role that has this capability. Make sure you did not inadvertently leave your self in the Student or Editing Teacher role when using the Switch roles to... button.
  
== Self-enrollment Questions ==
+
== Self-enrolment Questions ==
  
 
=== Is there a way for teachers to be notified when students enrol in a course? ===
 
=== Is there a way for teachers to be notified when students enrol in a course? ===
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=== When a student self-enrols, can the welcome email message be customised? ===
 
=== When a student self-enrols, can the welcome email message be customised? ===
  
A teacher can customise the message at course level as follows:
+
Yes - see the section 'Sending a welcome message to new users' in [[Self enrolment]] for details.
 
 
# Go to ''Administration > Users > Enrolment methods''
 
# Click the edit (hand/pen)icon for self enrolment
 
# At the bottom of this screen is a box where you can customise the message for your course
 
 
 
An admin can customise the message for the whole site by editing the ''welcometocoursetext'' language string. See [[Language customisation]] for further details.
 
 
 
=== How can the course welcome message be disabled? ===
 
 
 
In a course, you can disable the message by clicking on ''Administration > Course administration > Users > Enrolment methods'' and Click the edit (hand/pen) icon to the right of Self enrolment. Remove the tick from "Send course welcome message".
 
 
 
The message can be disabled throughout the site by the administrator in ''Administration > Site administration > Plugins > Enrolments > Self enrolment''.
 
  
==How can we set which e-mail address the welcome message comes from?==
+
=== Who does the course welcome email come from? ===
By default, emails come from main site administrator account's email address. A site administrator can set a different email address at ''Site administration > Server > Support contact'' and it will be used instead.
 
  
An administrator can also force the system to use the No-reply address instead. This is set in ''Site administration > Plugins > Message outputs > Email > No-reply address'' and '' > Always send email from the no-reply address''.
+
In the self enrolment settings, you can specify whether the welcome message comes from the  [[Course contacts|course contact]], the [[Keyholder]]  or from the default no-reply address. If the course contact is chosen, and there is more than one user with the role, then the welcome message is sent from the course contact with surname that comes first in alphabetical order (MDL-61236).
  
== Cohorts, Meta-courses, Guest, and other enrollment types ==
+
== Cohorts, Meta-courses, Guest, and other enrolment types ==
  
 
===Why can I not add a cohort to my course? (I know there is one!) ===
 
===Why can I not add a cohort to my course? (I know there is one!) ===
  
Only admins and managers have the right to add a cohort, so a regular teacher will not see the "Enrol cohort" button in ''Administration> Users> Enrolled users''. For more information on the capabilities involved, see [[Cohorts]].
+
By default, teachers can add cohorts to their courses but only if the admin has set the cohort to be visible and available in the category where the teacher is trying to use it. Check with your site admin or manager if you think you should be able to enrol a certain cohort.
 
 
=== In Metacourses, when enrolment in a child course expires, do enrolments in metacourses expire too? ===
 
 
 
No; students must be manually unenrolled - see MDL-38916.
 
  
 
=== I am using Paypal but users can access my course without paying ===
 
=== I am using Paypal but users can access my course without paying ===
  
Make sure you don't also have [[Self enrolment]] without an enrolment key enabled. This would allow users to bypass Paypal. (If you need some users to self enrol for free as well as clients enrolling through Paypal, then add an enrolment key in the self enrolment settings.)
+
Make sure you don't also have [[Self enrolment]] without an enrolment key enabled. This would allow users to bypass Paypal. (If you need some users to self enrol for free as well as clients enroling through Paypal, then add an enrolment key in the self enrolment settings.)
  
 
=== Can I have a metacourse of a metacourse? ===
 
=== Can I have a metacourse of a metacourse? ===
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"Enroll" is the spelling in the American dialect of English. To switch your site to use this, you should install the American English language pack (en_us) via ''Administration > Site administration > Language > Language packs'' then choose it as the default language for the site in ''Administration > Site administration > Language > Language settings''.  
 
"Enroll" is the spelling in the American dialect of English. To switch your site to use this, you should install the American English language pack (en_us) via ''Administration > Site administration > Language > Language packs'' then choose it as the default language for the site in ''Administration > Site administration > Language > Language settings''.  
  
All new accounts on the site will then have en_us set as the preferred language in their profile. This will not, however. automatically update the language of any existing users. They should then be told to set en_us as the preferred language in their own profile settings.
+
All new accounts on the site will then have en_us set as the preferred language in their profile. This will not, however, automatically update the language of any existing users. They should then be told to set en_us as the preferred language in their own profile settings.
  
 
=== How can I prevent certain teachers from appearing in the course participants list? ===
 
=== How can I prevent certain teachers from appearing in the course participants list? ===
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# Click the 'Assign roles' button and assign users the role of 'Non-participating teacher'
 
# Click the 'Assign roles' button and assign users the role of 'Non-participating teacher'
  
=== How can I change who shows up on as the Teacher on the Site front page course catalog? ===
+
=== How can I change who shows up on as the Teacher on the front page list of courses? ===
  
 
This can be set by the administrator in ''Site administration > Appearance > Courses > Course contacts''. If you use the duplicate a Teacher role trick above, you can also then control whether they show up in the course catalog for all users as well as the course participants list.
 
This can be set by the administrator in ''Site administration > Appearance > Courses > Course contacts''. If you use the duplicate a Teacher role trick above, you can also then control whether they show up in the course catalog for all users as well as the course participants list.
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See the section on unenrolment and user data in [[Unenrolment]] related to the setting in ''Site administration > Grades > General settings > Recover grades default''.
 
See the section on unenrolment and user data in [[Unenrolment]] related to the setting in ''Site administration > Grades > General settings > Recover grades default''.
  
==What is the difference between ''unenrolled'' and ''suspended''?==
+
=== What is the difference between ''unenrolled'' and ''suspended''? ===
  
 
A user who is suspended from a course can no longer access the course themselves, but their enrolment and all their data and activities in the course are unchanged. Use suspend when you wish to block access for a user from a course, temporarily or permanently, but do not wish to affect their data there in any way.  
 
A user who is suspended from a course can no longer access the course themselves, but their enrolment and all their data and activities in the course are unchanged. Use suspend when you wish to block access for a user from a course, temporarily or permanently, but do not wish to affect their data there in any way.  
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See the section on Suspended or Unenrolled in [[Unenrolment]] for more details.
 
See the section on Suspended or Unenrolled in [[Unenrolment]] for more details.
  
==How can I suspend a user from a course?==
+
=== How can I suspend a user from a course? ===
 +
 
 +
As a Teacher you can do this in ''Course administration > Users > Enrolled users'' and clicking the Edit (gear) icon next to the user name and changing their status from Active to Suspended. This is convenient for a single or small number of users.
 +
 
 +
To do this en masse for many users, a site administrator or Manager can suspend users from courses  via a text/csv file from ''Site administration>Users>Accounts>Upload users'' using the ''enrolstatus'' field. See [[Upload_users#Fields_that_can_be_included]] for more details.
  
As a Teacher you can do this in ''Course administration > Users > Enroled users'' and clicking the Edit (gear) icon next to the user name and changing their status from Active to Suspended. This is convenient for a single or small number of users.
+
=== How can I export / print out a list of all enrolled students in my course? ===
  
To do this en masse for many users, a site administrator or Manager can suspend users from courses  via a text/csv file from ''Site administration>Users>Accounts>Upload users'' using the enrolstauts field. See [[Upload_users#Fields_that_can_be_included]] for more details.
+
As a Teacher that can be done as follows:
 +
# select "Course administration > Grades"
 +
# then continue by selecting "Grade administration > export". Choose there whichever file type you want as output (e.g. OpenDocument file).
 +
# Now in the following page '''deselect''' all the grade items to be included by clicking on 'select all/none'.
 +
# Click on 'Submit' and you will have the list of all your enrolled students as a file that you can edit or print out.
 +
What you have actually exported is an empty grades lists of all the course students, i.e. only their name, surname and e-mail address.
 +
 
 +
==Any further questions?==
 +
 
 +
Please post in the [http://moodle.org/mod/forum/view.php?id=2981 Enrolment forum] on moodle.org.
  
 
==See also==
 
==See also==
  
* Using Moodle [http://moodle.org/mod/forum/view.php?id=2981 Enrolment plugins forum]
+
Forum discussions:
 
 
Using Moodle forum discussions:
 
 
* [http://moodle.org/mod/forum/discuss.php?d=127734 Unenroll/Reenroll Question]
 
* [http://moodle.org/mod/forum/discuss.php?d=127734 Unenroll/Reenroll Question]
 
* [http://moodle.org/mod/forum/discuss.php?d=123328 Best practices for end of school year, start of next?]
 
* [http://moodle.org/mod/forum/discuss.php?d=123328 Best practices for end of school year, start of next?]
  
 
[[Category:FAQ]]
 
[[Category:FAQ]]
 +
 +
[[fr:FAQ d'inscription]]
 
[[de:Einschreibung FAQ]]
 
[[de:Einschreibung FAQ]]
 
[[es:Inscripción FAQ]]
 
[[es:Inscripción FAQ]]

Latest revision as of 14:42, 19 April 2019


General Enrol and Unenrol Questions

How do I prevent students from enrolling themselves in a course?

If you are a Teacher in a course, go to Course administration > Users > Enrolment methods and disable (close the eye) of the self-enrolment option. If you are site admin, go to Site administration > Plugins > Manage enrol plugins and disable (close the eye) of the self enrolment plugin.

Why are users being unenrolled for no apparent reason?

In a course, go to Course administration > Users > Enrolment methods and click the edit (hand/pen)icon of the self-enrolment option. Check the time in the dropdown next to Unenrol active after... (See Unenrolment for a full list of what controls unenrolment.) As a site administrator, you can specify the default time after which a user is unenrolled in Site administration > Plugins > Enrolments > Self enrolment

Why are all students enrolled in all courses?

It may be that your students have been mistakenly assigned the system role of student. Check Site Administration > Users > Permissions > Assign system roles and unassign users as necessary, then reassign them the role of student in the course context. See Assign roles for an explanation of role contexts.

How do I enable students to unenrol themselves from courses?

To enable students to unenrol themselves from any course:

  1. Access Site Administration > Users > Permissions > Define roles
  2. Click the edit icon opposite the student role
  3. Change any/all of the capabilities enrol/manual:unenrolself, enrol/paypal:unenrolself and enrol/self:unenrolself (depending upon which enrolment plugins are enabled for the site) from Not set to Allow
  4. Click the "Save changes" button at the bottom of the page

To enable students to unenrol themselves from a particular course:

  1. Go to Course administration > Users > Permissions
  2. Click the Allow icon (+) opposite the appropriate unenrolself capability (corresponding to the method in which students are enrolled) and allow the Student role

Note: If students are manually enrolled in the course, then enrol/manual:unenrolself should be allowed; if students self-enrol, then enrol/self:unenrolself should be allowed.

How do I prevent teachers from accidentally disabling enrolment methods in a course?

Edit the teacher role in Administration > Site administration > Users > Permissions > Define roles and uncheck the capability moodle/course:enrolconfig.

I don't see the 'Enrol users' button when clicking on 'Enrolled users'

Make sure Manual enrolment is enabled in your course. If you are using only external types of enrolment, but the course has no manual enrollments allowed, then you would not see the 'Enrol users' button as it is control outside the course.

If you should be able to do this, make sure you are in the Teacher or other role that has this capability. Make sure you did not inadvertently leave your self in the Student or Editing Teacher role when using the Switch roles to... button.

Self-enrolment Questions

Is there a way for teachers to be notified when students enrol in a course?

Flat file enrolment includes an email notification feature when enrolment is complete; however there is no option for self enrolment.

When a student self-enrols, can the welcome email message be customised?

Yes - see the section 'Sending a welcome message to new users' in Self enrolment for details.

Who does the course welcome email come from?

In the self enrolment settings, you can specify whether the welcome message comes from the course contact, the Keyholder or from the default no-reply address. If the course contact is chosen, and there is more than one user with the role, then the welcome message is sent from the course contact with surname that comes first in alphabetical order (MDL-61236).

Cohorts, Meta-courses, Guest, and other enrolment types

Why can I not add a cohort to my course? (I know there is one!)

By default, teachers can add cohorts to their courses but only if the admin has set the cohort to be visible and available in the category where the teacher is trying to use it. Check with your site admin or manager if you think you should be able to enrol a certain cohort.

I am using Paypal but users can access my course without paying

Make sure you don't also have Self enrolment without an enrolment key enabled. This would allow users to bypass Paypal. (If you need some users to self enrol for free as well as clients enroling through Paypal, then add an enrolment key in the self enrolment settings.)

Can I have a metacourse of a metacourse?

This is not possible. See Course meta link. You might be able to use Cohorts instead.

Miscellaneous

How do I change the spelling of "enrol" to "enroll"?

"Enroll" is the spelling in the American dialect of English. To switch your site to use this, you should install the American English language pack (en_us) via Administration > Site administration > Language > Language packs then choose it as the default language for the site in Administration > Site administration > Language > Language settings.

All new accounts on the site will then have en_us set as the preferred language in their profile. This will not, however, automatically update the language of any existing users. They should then be told to set en_us as the preferred language in their own profile settings.

How can I prevent certain teachers from appearing in the course participants list?

Who appears on the participant list is controlled by their role. Anyone in the default Teacher role will show up there. One way to work around this is to create a duplicate role from Teacher which has one small difference in Permissions. Do this as follows:

  1. Go to Site administration > Users > Permissions > Define roles and click on the teacher role
  2. Click the 'Duplicate role' button
  3. Rename the role as 'Non-participating teacher' or similar
  4. Enter moodle/course:view in the filter and tick the checkbox to allow the moodle/course:view capability
  5. Click the 'Create this role' button
  6. Go to a course then Administration > Course administration > Users > Other users
  7. Click the 'Assign roles' button and assign users the role of 'Non-participating teacher'

How can I change who shows up on as the Teacher on the front page list of courses?

This can be set by the administrator in Site administration > Appearance > Courses > Course contacts. If you use the duplicate a Teacher role trick above, you can also then control whether they show up in the course catalog for all users as well as the course participants list.

How can I get the grades back for a user who was accidentally unenrolled?

See the section on unenrolment and user data in Unenrolment related to the setting in Site administration > Grades > General settings > Recover grades default.

What is the difference between unenrolled and suspended?

A user who is suspended from a course can no longer access the course themselves, but their enrolment and all their data and activities in the course are unchanged. Use suspend when you wish to block access for a user from a course, temporarily or permanently, but do not wish to affect their data there in any way.

Unenrolment removes the user from the course, and depending on other settings, may remove or delete their course data including grades.

See the section on Suspended or Unenrolled in Unenrolment for more details.

How can I suspend a user from a course?

As a Teacher you can do this in Course administration > Users > Enrolled users and clicking the Edit (gear) icon next to the user name and changing their status from Active to Suspended. This is convenient for a single or small number of users.

To do this en masse for many users, a site administrator or Manager can suspend users from courses via a text/csv file from Site administration>Users>Accounts>Upload users using the enrolstatus field. See Upload_users#Fields_that_can_be_included for more details.

How can I export / print out a list of all enrolled students in my course?

As a Teacher that can be done as follows:

  1. select "Course administration > Grades"
  2. then continue by selecting "Grade administration > export". Choose there whichever file type you want as output (e.g. OpenDocument file).
  3. Now in the following page deselect all the grade items to be included by clicking on 'select all/none'.
  4. Click on 'Submit' and you will have the list of all your enrolled students as a file that you can edit or print out.

What you have actually exported is an empty grades lists of all the course students, i.e. only their name, surname and e-mail address.

Any further questions?

Please post in the Enrolment forum on moodle.org.

See also

Forum discussions: