Automatic enrolment by IS MU¶
This page contains description of how to set up and operate the automatic enrolment of students into a course according to their enrolment/registration in the MU Information System - how to add students based on their enrolment/registration in one or multiple courses, how to import seminar groups from the IS MU and how to proceed when updating a course for a new semester.
Automatic enrolment from IS MU should be used when a course in ELF provides online support for a course or courses listed in the MU Information System. In this case, it is the fastest and most secure method of enrolling students in the course. A teacher only needs to enter the required parameters (see the following section), enrolment is then fully automatic and uses the data continuously retrieved from the IS MU.
If necessary, the automatic enrolment method can be complemented by other enrolment methods (i.e. manual enrolment or self-enrolment). Compared to the previous version of ELF, there is no interaction between these methods (e.g. overlapping of manual and automatic enrolment). By enabling multiple different enrolment methods, you can thus enrol different groups of users with different roles (students, assistants, teachers, etc.) in the same course simultaneously.
After selecting all the necessary settings for automatic enrolment and entering the course code, students will not appear in the list of enrolled users immediately, but only after IS and ELF data synchronization - it might take up to 20 minutes. If students unregister the course in the IS, this change will be reflected in ELF within 12 hours.
Currently, only students of the Faculty of Arts, Faculty of Social Sciences, Faculty of Science and Faculty of Sports Studies can be enrolled by the IS MU automatic enrolment. In case of interest to extend this option to students of other faculties, the approval of the relevant Vice-Dean for Studies is required.
The Automatic Enrolment Settings¶
Add and Enable Automatic Enrolment¶
First of all, make sure that Autoenrol Students From IS MU method is added and activated in Administration/Course Administration/Users/Enrolment Methods (Fig. 1). If not, add this method by selecting it in the drop-down menu or activate it by clicking on the icon with the eye symbol.
When you create a new course in ELF, the IS MU Automatic Enrolment method is added and activated automatically.
Setting parameters for automatic enrolment¶
To enter the appropriate enrolment parameters, go to the Administration/Course Administration/Edit Settings - Automatic Enrolment of Students by IS MU section (Figure 2).
Set up the auto-enrolment parameters according to the students you want to add to the course (Figure 3):
- Enrolment period: Select the desired period for student enrolment based on IS course data. The list is chronological, the current period is always last in the list. In addition to the current period, archived enrolment data from previous periods is also available in ELF - in case you need to trace back some older student data in ELF. Of course, this option can be used only for those periods when the automatic enrolment was actually used in that particular course (i.e. you cannot go back to previous periods for which you have not used automatic enrolment in that course in past).
Course Code: Enter the code assigned to your course in the Information System MU. This code does not affect the course name in ELF (do not confuse Course Code with the “Short Title” field listed above on the course setup page), it is only used to identify the corresponding course in the MU IS. The options for entering the code according to IS MU are following:
IS MU Code FF0001 The simplest variant of automatic enrolment. Enter the appropriate course code and ELF automatically enrols the corresponding students in the ELF course. FF0001,FF0002,FF0003 If you need to enrol students from multiple IS courses, separate IS codes with a comma (no spaces). FF0001/A,FF0001/C If you want to enrol students only from selected seminar groups of an IS course (one or more), enter code or codes designated for those seminar groups in the Information System (typically with a slash). When using multiple selected seminar groups, separate them with a comma (no spaces). FF0001/A,FF0003 The previously listed settings can be combined freely, for example, using the code for the whole course and supplementing it with the code for a selected seminar group of another course.
If you enter a code from IS containing a direct specification of the seminar group (e.g. FF0001/A) in the Course code field, only students of this seminar group will be enrolled in the course. However, creating a corresponding group in the course still depends on the settings of the Create seminar groups described further below.
Autoenrol students from IS MU: Select, whether you want to add to ELF course only students that are enrolled in the IS MU course, or students that are registered only as well. The options are following:
- No: Autoenrol will be disabled.
- Yes - Enrol registered: All students who have registered for the course in IS MU will be enrolled in the course. This setting does not allow automatic creation of course groups according to seminar groups in the Information System (see below).
- Yes - Enrol enrolled: All students who are enrolled in the course in IS MU will be enrolled in the ELF course. You can combine the use of this setting with the automatic creation of course groups according to seminar groups in the Information System (see section 3).
Create seminar groups: Select whether you want to automatically create groups in the ELF course that copy the seminar groups in the Information System. You can use this option only if you selected “Yes - enrolled students”
in the the previous option. You can select from two options:
- Create seminar groups: Groups corresponding to seminar groups in IS MU will be automatically created in the ELF course and students will be automatically assigned to them.
- Don’t create seminar groups : Students will be enrolled in the course without forming any groups.
If you want to use both automatically created IS groups and manually created groups in your course, you must disable automatic IS enrollment before manually creating groups. Failing to follow this step, the manually created groups will be deleted periodically in accordance with the automatic enrollment reset (see QA/FAQ).
Disabling automatic enrolment¶
The following section describes how to deactivate Autoenrol Students From IS MU in ELF MU.
How automatic enrolment works¶
Once you set up and start automatic enrolment (see previous chapter), the data about students registration/enrolment from IS MU will be updated and refreshed in ELF every 20 minutes.
Constant update of automatic enrolment is useful at the begining of semester, when changes in registration and enrolment of IS courses are still under way. It is therefore important to reflect those changes in the ELF. New data is downloaded from the IS every 12 hours (early in the morning and in the early afternoon). Any changes in the IS will be therefore reflected in ELF within 12 hours.
The constant IS MU data update in ELF continues even after the end of the registration and enrolment period of the courses in the Information System, however the data on students remains mostly unchanged (with exception of very rare cases). Leaving automatic enrolment enabled for the rest of the semester would not therefore affect the ELF course.
Situations requiring disabling automatic enrolment¶
As described before, it does not matter whether automatic enrolment is enabled for the whole semester in most cases. However there are few exceptions.
First of all, the constant update of the automatic enrolment can overdrive the manually created groups in courses, should the teacher requires them (see FAQ). Before creating such groups, it is important to disable automatic enrolment first.
Second, with automatic enrolment enabled, it is also not possible to remove selected students from the course, which may be required in specific cases (e.g. working with a clearly defined group of students in a course). In addition, if enrolment by the IS continues, students who have been unenrolled, will be re-enrolled in the course.
For previously listed reasons, it is necesary to disable (i.e. stop updating) the automatic enrolment - see below for instructions.
Disabling automatic enrolment will prevent the process of repeatedly updating student enrolments in the course, but it will not unenrol students from the course. Students will remain enrolled in the course and can continue to work in the course without restrictions. In addition, automatic enrolment can be re-enabled at any time if necessary.
Disabling automatic enrolment¶
Go to Administration/Course Administration/Edit settings - section Autoenrol students from IS MU (Fig. 4).
In the field Autoenrol students from IS MU select the option NO. To save your changes, click the “Save and display” button at the bottom of the settings page. This will disable automatic enrolment updates, but all students enrolled using this method will remain in the course and can continue to work without restrictions.
Do not confuse disabling automatic enrolment (see above) with removing the enrolment method itself. If you remove the enrolment method in the list of metods, all students enrolled by this method will be removed from the course (see the following chapter for more details).
Unenroling the automatically enrolled students¶
The following section describes how to remove students enrolled using automatic enrolment from a course.
Removing of selected students¶
In order to remove selected students enroled using the automatic enrolment from the course, it is necessary to disable updates of this enrolment method first (see previous chapter). Go to the Administration/Course Administration/Edit settings and disable automatic enrolment in the Autoenrol students from IS MU section by setting Autoenrol students from IS MU to NO, (Fig. 4).
After disabling automatic enrolment, it is possible to remove selected students from the list of all enrolled course users on the Administration/Course Administration/Users/Enrolled Users page by using the “Remove” icon (trash can icon) in the Status column (Fig. 5).
Removing the students enrolled using Autoenrol students from IS MU is not possible if automatic enrolment updates are enabled (see above).
Removing all students at once¶
If you want to completely remove all students enrolled using the automatic enrolment method from a course at once, the simplest solution is to remove the entire enrolment method. You do this on the Settings/Course Administration/Users/Enrolment Methods page by clicking the “Delete” icon in the Edit column (Figure 6). If you want to use the Autoenrol method again later in the course, you add it from the drop-down menu on the same page (see the Add and Enable Automatic Enrolment section).
If you do not wish to remove the students from the course, only to (temporarily) prevent them from accessing the course (without the need to hide whole course (CZ)), you can use the option to temporarily disable a specific enrolment method (cross the eye icon - see Figure 6). Students will then remain enrolled in the course, but will not be able to access the course until you use the same icon to enable the method again.
If you want to automatically enroll a new group of students (with a different IS code) in the course instead of the present one, you do not need to remove the auto-enrolment method in order to remove existing students and re-add it to enroll the new group of students. You only need to change the course code in the auto-enrollment parameter settings and the change of enrolled students in the course will occur at the next auto-enrollment update (within 20 min).