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Configuration of self enrolment (managers)

Configuration of self enrolment (managers)

Kurzinformation

Self enrolment (with or without enrolment key) is an enrolment method where students can enroll themselves in a course room. If you as a manager want to enable students to self enrol, this must be activated manually in advance by an RWHmoodle administrator for the corresponding course room. To do so, please contact the RWTH IT-ServiceDesk by e-mail, mentioning the course number: servicedesk@itc.rwth-aachen.de. After a self enrollment for a learning course has been activated, manual enrolments or a participant synchronization from RWTHonline are still possible.


Anleitung

Content

1. Set a key for self enrolment
2. Further configuration options for self enrolment
3. Check that self enrolment is enabled in the course room
 

Note

The option for self-enrollment for a course room must be set up by the administrators of RWTHmoodle. Managers can, however, specify the desired configuration with which self enrolment is to be activated when making the request. The configuration options are explained below.

Direct your request to RWTHmoodle support at the IT-ServiceDesk: servicedesk@itc.rwth-aachen.de. Inform the support about the desired settings including the required data.

 

1. Set a key for self enrolment

1.1 Setting an course enrolment key

If only certain students should have access to the curse room (and no one else), then assign a enrolment key. This is a learning room specific password that is needed to enroll in the learning room and to deny unauthorized persons access to the learning room. If no course key is assigned, any person with a valid RWTHmoodle user account can enroll in the learning space without entering a course key beforehand.
If you want to enter a course key for self-enrollment, please tell the IT-ServiceDesk the password you want to use. There are no specifications for the password to be assigned. In principle, a single letter or number is sufficient.
 

1.2 Setting a group enrolment key

If users are to be automatically enrolled into a group in the course via self-enrollment, then assign an enrollment key for groups. This group key then serves both as an enrollment key for access to the course room and for the automatic assignment of students to the correct group. Unlike the course key, managers can set the enrollment key for groups themselves. In this case, you as a manager must set an individual password via the group settings for each group in which self enrolment is to take place.
 

Note

When using group enrolment keys, it is highly recommended to have a course key set via the IT service desk, as otherwise a general enrolment in the course room without a concrete group enrolment is possible at any time by unauthorized persons. If course enrolment key and group enrolment keys are set at the same time, students who do not have a group key but do have a course key can enroll in the course room without being automatically assigned to a specific group. If you want students to always automatically enroll in a group during self enrolment, it therefore makes sense to have the IT Service Desk set a course key in addition to the group keys, but not to communicate the course key to the students. In this way, you can ensure that no unwanted enrolments are made by third parties despite the assignment of group keys.

 

If you want to set group keys, proceed as follows:

  1. Inform the IT service desk in which course room you would like to use group enrolment keys, stating the course number. In addition, inform the IT service desk of a course key (= password) of your choice that is to be set for the entire course room. As soon as the IT service desk has activated the self enrolment including group enrolment, it will be available to you in the course room. As a rule, you will receive a notification by e-mail.
  2. Click on the "Participants" section in the navigation bar on the left to open the list of participants.
    Entry "Participants" in the navigation bar
     
  3. Click on the "Groups" button to enter the group area.
    Button "Groups"
     
  4. If you have already created groups and you just want to add the group key to them, select the desired group in the "Groups" field and then click "Edit group settings".
    Button "Edit group settings"
    If you have not yet created any groups, click on "Create group". In this case, also note the associated instructions for creating groups via the participant administration.
     
  5. Enter your desired password for the group enrolment in the text input field at "Enrolment key". In contrast to the course key, whose composition does not have to follow any precise specifications, the group key to be assigned must be at least 8 characters long and contain at least 1 digit as well as 1 capital letter and 1 special character each.

    Screenshot "enrolment key" in den group settings

    If you want to assign a group key for several groups, repeat this process for the remaining groups. Please note that it is not possible to assign the same passwords to multiple groups, as otherwise no clear group assignment can be made during self enrolment.
     

    Hinweis

    Group keys can also be set if self enrolment has not been activated. In this case, the keys have no effect. The mere assignment of group keys therefore does not allow any conclusions to be drawn as to whether self enrollment has been activated or not.

  6. Click on "Save changes".
    Button "Save changes"

     

2. Further configuration options for self enrolment
 

  • Set participation duration
    • If you want the period during which students are enroled in the course room to be limited in time (e.g. to 100 days), this can be set by the administrators. To do this, tell the IT-ServiceDesk the desired participation period (number and time unit). After this specified period has expired, the status of the students is automatically set to "inactive". This means that they are still enrolled in the course room, but no longer have access to it. All activities done by an student in the course room during the participation period (e.g. forum posts, tests or submitted assignments) remain visible in the course room even in the "inactive" status.
       
  • Set the beginning and end of the enrolment period
    • If you want to limit the time period in which an enrollment can take place (e.g. April 1 00:00 hrs to April 2 18:00 hrs), this can be set by the administrators. To do this, tell the IT Service Desk the exact enrollment period (days and time).
       

      Hinweis

      After the end of the enrolment period, those students who have enrolled in the course via self enrolment will automatically be set to the status "inactive". The students then continue to have access to the content of the course room, but may be automatically unenrolled from the course room after a certain inactivity period, depending on the configuration selected (see the "Unenrol inactive after" option below).


       
  • Unenrol inactive after
    • If students have not accessed the course room for a long time, they will be automatically unenrolled. The default setting is "Never", i.e. inactive students will not be unenrolled automatically. If required, tell the IT ServiceDesk the desired period of inactivity (in days) after which inactive students should be automatically unenrolled from the course room.
       
  • Max enrolled users
    • An optional upper limit for the number of course participants can be set. Once this limit is set, no one can enroll in the course room. If necessary, tell the IT Service Desk the maximum number of students you want to enroll.
       
  • Send welcome message to newly registered users
    • If you want new participants to receive a welcome message after successful self enrolment, the IT ServiceDesk can set a message written by you as the default welcome message.

       

3. Check that self enrolment is enabled in the course room

  • You can use the list of participants to determine whether self enrolment has been activated in the course room. To do this, click on the "Participants" area in the navigation bar on the left. Entry "Participants" in the navigation bar.

    Self enrolment in the course room is only activated if the "Status" column appears in the participant list. The status "Active" means that a person is enrolled and has access to the content of the course room. "Inactive" means that a time-limited participation period has been defined for self-enrollment and the person has exceeded this period. This means that the person no longer has access to the content of the course room.

    Screenshot "Participants list" with column for the enrolment status

    To check which students have enrolled themselves, move the mouse pointer over the info button Icon "Info". You will now be shown whether the student has been enrolled by a self enrollment, a manual enrollment or by a synchronization from RWTHonline. If necessary, you can display the exact enrollment details by clicking on the info button. For certain configurations, additional information may be displayed, e.g. the exact duration of participation in the case of time-limited self enrolment.

    Screenshot Enrolment details from a student

 

Zusatzinformation

For more information:

last changed on 31.08.2021

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