Difference between revisions of "Enrolment FAQ"

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==How do I prevent students from enrolling themselves in a course?==
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{{Enrolment}}
  
Student-initiated enrollment (also known as [[Internal enrolment]]) is one of the standard enrollment methods supported by Moodle.  In fact, it is the only method that cannot be disabled sitewide by the administrator.  Fortunately, there are a few methods you can use to effectively prevent students from enrolling themselves in your course.
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== General Enrol and Unenrol Questions ==
*Set ''Course enrollable'' to ''No'' in the course settings. This disables internal enrollment for your course.
 
*Set an [[Enrolment key|enrolment key]] in the course settings.  Students will only be able to enroll if they know the key.  Naturally, you will keep the key secret.
 
  
Note that neither method prevents teachers from [[Enrolment#Manual enrolment|manually enrolling]] students (Course administration -> Assign roles).
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=== How do I prevent students from enrolling themselves in a course?===
  
== Why are users being unenrolled for no apparent reason? ==
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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.
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If you are site admin, go to ''Site administration > Plugins > Manage enrol plugins'' and disable (close the eye) of the self enrolment plugin.
  
Please check the following:
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=== Why are users being unenrolled for no apparent reason? ===
*The ''longtimenosee'' variable in ''Site Administration > Server > Cleanup'' (or Administration > Configuration > Variables in Moodle 1.6) which specifies the time limit for which, if users (teachers as well as students) haven't logged in, they are unenrolled from courses.
 
*The ''Enrolment duration'' in the [[course/edit|Course settings]] which unenrols students after the specified time has elapsed.
 
  
(See [[Unenrolment]] for a full list of what controls unenrolment.)
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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.)
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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?==
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=== Why are all students enrolled in all courses? ===
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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.
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=== How do I enable students to unenrol themselves from 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.
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To enable students to unenrol themselves from any course:
 +
# Access ''Site Administration > Users > Permissions > Define roles''
 +
# 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''
 +
# Click the "Save changes" button at the bottom of the page
 +
 
 +
To enable students to unenrol themselves from a particular course:
 +
# 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
 +
 
 +
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? ===
  
==Why can't I select "External Database" from the enrolment plugins drop-down menu in the course settings?==
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Edit the teacher role in ''Administration > Site administration > Users > Permissions > Define roles'' and uncheck the capability [[Capabilities/moodle/course:enrolconfig|moodle/course:enrolconfig]].
  
Only ''interactive'' enrolment methods may be chosen in the course settings. Non-interactive enrolment plugins are set for the entire site in ''Site Administration'' > ''Courses'' > ''Enrolments''. Please refer to the interactive enrolment section of [[Enrolment plugins]].
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=== I don't see the 'Enrol users' button when clicking on 'Enrolled users' ===
  
==How do I enable students to unenrol themselves from courses?==
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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.
  
To enable students to unenrol themselves from any 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.
#Access ''Site Administration > Users > Permissions > Define roles''.
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#Click the edit icon opposite the student role.
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== Self-enrolment Questions ==
#Change the [[Capabilities/moodle/role:unassignself|moodle/role:unassignself]] capability from not set to allow.
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#Click the "Save changes" button at the bottom of the page.
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=== 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? ===
 +
 
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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).
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== 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 ==
  
See [[Unenrolment]] for instructions on how to enable students to unenrol themselves from a particular course.
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=== How do I change the spelling of "enrol" to "enroll"? ===
  
==How do I prevent teachers from unenrolling themselves from their course by mistake?==
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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''.
  
#Access ''Site Administration > Users > Permissions > Define roles''.
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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.
#Click the edit icon opposite the teacher role.
 
#Change the [[Capabilities/moodle/role:unassignself|moodle/role:unassignself]] capability from allow to not set.
 
#Click the "Save changes" button at the bottom of the page.
 
  
==How do I change the spelling of "enrol" to "enroll"?==
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=== How can I prevent certain teachers from appearing in the course participants list? ===
  
Simply install the American English language pack (en_us) then choose it as the default language for the site. Or [[Language editing|edit your language]] settings.
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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:
  
==How can the name of the person holding the enrolment key be changed?==
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# Go to ''Site administration > Users > Permissions > Define roles'' and click on the teacher role
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# Click the 'Duplicate role' button
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# Rename the role as 'Non-participating teacher' or similar
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# Enter moodle/course:view in the filter and tick the checkbox to allow the moodle/course:view capability
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# Click the 'Create this role' button
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# Go to a course then ''Administration > Course administration > Users > Other users''
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# Click the 'Assign roles' button and assign users the role of 'Non-participating teacher'
  
In Moodle 1.8.3 onwards, the keyholder role may be set in the [[Internal enrolment]] settings (via ''Administration > Course > [[Enrolment plugins|Enrolments]]''). Use the following steps:
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=== How can I change who shows up on as the Teacher on the front page list of courses? ===
* Create a completely empty role called Keyholder (or whatever you like)
 
* In Course > Enrolments > Internal set the keyholder role you just created in the dropdown
 
* In your courses, assign people to this role (as well as their "proper" role).
 
  
In versions of Moodle prior to 1.8.3, a [[Keyholder role]] may be created.
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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.
  
==Is there a way for teachers to be notified when students enrol in a course?==
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=== How can I get the grades back for a user who was accidentally unenrolled? ===
  
No notifications will be sent when students are allowed to enrol by the [[Internal enrolment]] process.  It can be done by changing the open source code, but not by through the interface. Other enrolment methods (for example [[Flat file]]) can allow emails when enrolment is complete but these are not student initiated.
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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''.
  
==When a student self-enrols, they get a welcome email message.  Can a teacher customise this at the course level?==
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=== What is the difference between ''unenrolled'' and ''suspended''? ===
  
Entering text for the message is described [[Email_processing#Email_confirmation_or_registration_words.2C_and_how_to_edit_them| Documentation here]].  But at the course level, not possible without a hack.
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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.  
  
==How can the course welcome message be disabled?==
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Unenrolment removes the user from the course, and depending on other settings, may remove or delete their course data including grades.
  
{{Moodle 1.9}}In Moodle 1.9.3 onwards, the course welcome message may be disabled by setting "Send course welcome message" to No in ''Administration > Courses > [[Enrolment plugins|Enrolments]]''.
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See the section on Suspended or Unenrolled in [[Unenrolment]] for more details.
  
==Where in the database is the relationship between user and course?==
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=== How can I suspend a user from a course? ===
  
Prior to Moodle 1.7, enrollments were represented by two simple tables:  mdl_user_students and mdl_user_teachers.  Under the new Roles and Capabilities System introduced in Moodle 1.7, the concept of enrollment has been generalized.  The word "Enroll" should literally be read as "Assign a role to."  To accomodate this flexibility, the database model has changed.  There is now a mdl_role_assignments table that holds the equivalent information. For more information, see [[Development:Roles|the roles development documentation]]
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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.
  
==Help! Now Admin login does not work==
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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.
Have you switched from internal to external enrolment and now nobody can log into your Moodle site? Site login has to do with [[Authentication|authentication]] but an error with enrolment can produce a fatal error.   You will have to solve this by altering the [[MySQL|MySQL database]] (preferably with [[phpMyAdmin]]). [http://moodle.org/mod/forum/discuss.php?d=102431 Forum discussion here].
 
  
Look in the mdl_config table the name of the setting is "enrol_plugins_enabled".  Edit the value list to remove the value database from the list of comma separated values, save, and you should be able to access your site again.
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=== How can I export / print out a list of all enrolled students in my course? ===
  
Alternatively the following MySQL command line should work, but is not recommended.
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As a Teacher that can be done as follows:
mysql -u username -p moodle_db_name
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# select "Course administration > Grades"
UPDATE `mdl_config` SET `value` = 'manual' WHERE `mdl_config`.`name` ='enrol_plugins_enabled' ;
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# 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.
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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.
  
See [https://docs.moodle.org/en/Administration_FAQ?#I_have_forgotten_the_admin_password if you have merely forgotten your password].
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==Any further questions?==
  
==When users access a course, Moodle returns 'This course does not allow public access'. What does this mean?==
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Please post in the [http://moodle.org/mod/forum/view.php?id=2981 Enrolment forum] on moodle.org.
This could mean the course is a [[Metacourse]] and does not have, or no longer has, any courses associated with it. A metacourse ONLY gets its enrollments from other courses. See the "Child courses" link in the course administration block. Or check ''Course Administration > Settings > Is This a Meta Course? '' and set it to the default which is "no".
 
  
 
==See also==
 
==See also==
  
Using Moodle forum discussions:
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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:Enrolment]]
 
 
[[Category:FAQ]]
 
[[Category:FAQ]]
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[[fr:FAQ d'inscription]]
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[[de:Einschreibung FAQ]]
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[[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: