Moodle Policies and Procedures
Columbia College Chicago Moodle Policies & Procedures
Requesting a Moodle Course
Policy: Any faculty member can request that their course(s) be created in Moodle. Faculty will make this request using the online procedure through the OASIS portal. The new Moodle course will be available within 48 - 72 hours of the faculty online request.
Procedure: To have a course created in Moodle, follow these steps:
- Instructors should log in to Oasis at http://oasis.colum.edu
- Click on the Faculty Tab
- Click on the Faculty Schedule link in the CX Faculty Main Portlet
- Select the correct year and session
- Use the pull down menu at the end of each course line to select courses you wish ported to Moodle
- Allow up to 72 hours for courses to appear in Moodle
- You can then login to Moodle at http://moodle.colum.edu using your Oasis ID and Password
- Your students will also be able to log in to Moodle and see your course, using their own Oasis ID and password
- Your courses will also remain untouched in Oasis
Student Enrollment/Class Lists
Policy: Students will be automatically enrolled in a course once the request to port the course to Moodle has been processed.
Note: Moodle Class enrollments are updated every 24 to 48 hours, but are not updated in “realtime”. To see the actual enrollments in a course at any given time, use the Class Lists feature located in the Faculty Main Portlet in the Oasis Portal. The Class List located in the OASIS Portal is considered the official Class List.
Procedure: After choosing to have your course(s) created in Moodle, your students will be automatically added to the Moodle course and you do not need to take any further action.
Policy: Columbia College Moodle User Accounts will only use official Columbia College email addresses.
Procedure: Faculty and Student email accounts will automatically be activated in Moodle once an account is created.
Moodle User Name and Password
Policy: Columbia faculty, student and staff Moodle accounts will use the official Columbia College OASIS ID and password as their Moodle login.
Procedure: Columbia and Non-Columbia guest account username and password information will be created and emailed to the individual's officially designated email account. For security reasons, User Name and Password information will not be given out over the telephone.
Allowing Guest Access
Policy: Any faculty member or group administrator can allow public guest access to their course using the Moodle Course set-up Interface. Guests can be individuals from the Columbia community or individuals from outside Columbia. Guests are given "read-only" permission - they can view the class, but they cannot participate in the class. Individual faculty will decide whether or not to allow public access to their courses.
Procedure: If you wish to allow guests access to you course, you may do so by following the detailed instructions located here: http://docs.moodle.org/en/Guest_access#Guest_access
Please note that guest users will have “read-only” access and will NOT be able to:
- Post in forums
- Edit wiki pages
- Participate in a chat
- Take quizzes
- Submit assignments
- Contribute glossary entries or comments
- View SCORM content (because progress not tracked for a guest)
- Receive any scores or grades (because of the read-only access)
Adding Columbia Users to Moodle Classes or Groups
Policy: Any faculty or group administrator may add additional Columbia participants to their classes (i.e. Teaching or Graduate Assistants, Department Coordinators, Co-Teachers, Auditing Teachers, etc.). If these individuals have a current Columbia Moodle User Account the faculty member or group administrator has the ability to add these individuals to their class themselves through the Moodle Assign-Role Interface.
Procedure: If these participants do not have a current Moodle user account, the primary course instructor or group administrator can request that a Moodle User Account be created for a Columbia College faculty, staff or student using the online Request Moodle User Account form. If these participants do have a current Moodle user account, follow these steps to assign them to your course:
1. Click on “Assign Roles” in the Admin block of your course
2. Click on the name of the role you wish to assign (Student, for example)
3. Type in the first or last name of the person you wish to add in the search box and click “search”
4. Once you have found the person you wish to add, click on their name and click on the “add” button to move them into your course
5. Names can also be removed this same way
Adding Non-Columbia Users to Moodle Classes or Groups
Policy: Requests for course or groups access for non-Columbia participants will be reviewed and approved on an individual basis. Approved non-Columbia course participants will be giving temporary access to a specific class for a period not to exceed one semester. Approved non-Columbia group participants will be given temporary access to a specific group for a period not to exceed one academic year with an option for renewal at the end of that year. The primary course instructor or group administrator will need to request that a non-Columbia Moodle User Account be created using the online Request Moodle User Account forms. NOTE: You can access these forms using an existing Moodle account login and password, or you can simply "Login as a Guest".
Procedure: Once an account has been been approved, it will be created by the Moodle Administrator and the new user placed into the requested course or group. The non-Columbia participant will be notified by email of their new account login and password.
Requesting Moodle User Accounts
Policy: Faculty and student Moodle User accounts are automatically created when a course is ported to the Moodle platform.
Faculty members may request additional Moodle User Accounts for participants that need to be added to their course such as Teaching Assistants or Graduate Assistants, outside collaborators, Guest speakers, etc. These additional participants will be connected with the Faculty member's class and can be assigned a role in the class, but they are not 'officially' enrolled in the class (they will not be charged tuition or course fees, they do not appear on the official class list and they will not receive a grade for the class, etc.). See Adding Columbia Users and Adding Non-Columbia Users to Moodle Classes for more information. The Request Moodle User Account forms can be found online by clicking here. NOTE: You can access these forms using an existing Moodle account login and password, or you can simply "Login as a Guest".
Similarly, group administrators may request that individuals who do not have current Columbia Moodle account be added to their groups using the Request Moodle User Account form.
Requests for Moodle accounts not connected with a specific class or group will be approved on an individual basis.
Procedure: See Adding Columbia Users and Adding Non-Columbia Users to Moodle Classes for more information. The Request Moodle User Account forms can be found online here. NOTE: You can access these forms using an existing Moodle account login and password, or you can simply "Login as a Guest".
Active Moodle User Accounts
Policy: Student and Faculty Moodle accounts will remain active as long as they are participating in current Moodle classes. Inactive Moodle users may be removed annually to help maintain performance of the site.
Note: If students have not been active in a course for 120 days or more, they will automatically be “unsubscribed” from the course, but their Moodle account will remain active.
Procedure: Accounts will remain activated unless there is no course or group activity for over a one year period. These accounts may be purged annually.
Archiving Moodle Courses
Policy: Courses will remain active in Moodle for a period of two years, or six semesters, before being archived and removed from the list of active courses.
Backing Up Courses
Policy: Although the college will make periodic and regular back-ups of active classes and will create archival copies of older classes, it is the responsibility of each instructor to back up his/her course(s).
Procedure: Moodle courses are easy to backup. Just follow the instructions located at: http://docs.moodle.org/en/Course_backup. Backing up Moodle course(s) should become as routine as backing up your own files on your desktop.
We here at the CIT recommend simply backing up your course(s) at the end of each semester after you have completed submitting grades.