User Enrollment in CCLE
This lesson will introduce different user enrollment methods for courses, how & when to give site access to non-enrolled users, assigned user roles, and how to login as a specific role/user to test course access.
New Skills
Course enrollment methods
Inviting non-enrolled site users
Senior Scholar site access
Editing user roles
Signing in to test a role or a specific user’s access
Important Note on Manually Enrolling Users:
An instructor is discouraged from enrolling a student directly into an instructional course, and we cannot enroll a student for them; if a student is unable to enroll, that is a matter they will need to bring to the registrar’s attention.
An instructor can request that site access be given to non-enrolled course participants, such as Guest Faculty, Visiting Scholars, Senior Scholars, Peer Learning Facilitators and auditing participants.
The Teaching Assistant and Instructor roles are pulled from the registrar. RITCs cannot assign these roles since it is not reflected in the registrar, and the roles will automatically be deleted the next time the site updates.
If an instructor has requested that you give an individual access to a course site, make sure you ascertain what this user’s role is intended to be.
Course Enrollment Methods for Students
Typically students must enroll in a course via MyUCLA’s “Find a Class and Enroll” page. However, there are other methods of enrollment possible, provided the user has a UCLA Logon ID (see below):
Manual enrollment: typically we only use manual enrollment to add Instructional Assistants to a course, or to add “dummy” accounts to Stage or Test sites for testing purposes. Do not manually enroll real students to an instructional course!
Guest Access: certain course sites are open to guest access. You can enable Guest access in “Enrollment Methods” under Users & Groups section in the Admin Panel. Typically you will also assign a “password” that the user will need to input before being granted site access.
Self-enrollment: for special cases, particularly the Language Placement Exam Registration sites, collaboration sites can be open to self-enrollment. In some cases, users will need to have a special “enrollment key” ( via “Enrollment Methods”). Users will login to CCLE with their UCLA Logon ID, then paste the url for the CCLE site given to them by the Instructor or Project Lead. In the screen that appears they will be prompted to enter the enrollment key (if needed) and to click the Enroll me in this course button.
Granting Site Access for non-enrolled Participants
There are cases where an instructor/project lead wants to grant site access to a non-enrolled course participant, such as Guest Lecturers, Visiting Scholars, Peer Learning Facilitators, or Project Participants.
In order for these individuals to access CCLE sites, they must first have created a UCLA Logon ID. You only have to create a Logon ID once, not for every different site you wish to access. See this documentation for how to create a Logon ID. Once they have created a Logon ID, a RITC or instructor can issue that person a site invitation:
Click on “Participants” on the side navigation (it can also be found in Admin Panel, under Users & Groups)
Click on the “Invite Users” gray button in the upper right hand corner.
Select the radio button for the appropriate role.
Enter the user’s email address.
Note that you can limit the duration of the invitation or the role/
Click the blue Invite users button of the page.
RITCs can also manually grant site access by clicking on Participants, then clicking the gray Enroll users button at the top right corner (next to the Invite users button).
Enter the user’s name or email address in the search box and select the correct people.
Select the appropriate role from the drop down menu.
Click the blue Enroll selected users and cohorts button at the bottom of the pop up box.
Note that the person must already have created a UCLA Logon ID and have logged into CCLE at least once before they will appear in the system.
Roles (see Lesson “Roles and Permissions” for more details)
When a person is granted access to a CCLE site, what they can access and their level of control over site content depends on both the type of CCLE site and their currently assigned role. Roles and levels of permission can be granted/edited via the Users > Enrolled Users page.
Exercises
For the first 30 days of the quarter, there will be a guest lecturer, Dr. Bruce Wayne, for the course RITC 2016 Demo Course. The course Instructor would like the guest lecturer to have access to the course site, but only for the 30 days they are present. Please grant him the correct level of course access and for the appropriate amount of time.
Several Senior Scholars have requested access to this course site. Walk them through the process of creating course logon IDs and ensure that they have site access at the proper level.
Joe Bruin was mistakenly given access to the site as a Visitor in this course, when in actuality he was supposed to be auditing. Please change his access level to the correct role.
You want to ensure that Joe Bruin now has the correct course privileges in his new role. Check what access a Visitor can see in this course site. Now check what Joe Bruin has access to by logging in as him and seeing what the differences are with his new role.
Solutions
Giving Temporary Course Access
In this case Dr. Wayne already has a UCLA login ID, but many guest lecturers/participants will not already have one:
To create a UCLA login ID:
Click “Create UCLA Logon ID”.
The user should then select “I do not have a UCLA Identification Number and I am NONE OF THE ABOVE” from the options in the next page.
The user will fill in their name, DOB, and email address
They will then be asked to create a username and password
This ID is now good in perpetuity; you do not need to create a new one for different quarters/years.
Have the new user login to CCLE at least once for the system to recognize them.
In the course website, click on “Participants” in the left navigation, then click on the Invite Users button at the top right of the page.
Click the button for “Temporary Participant” and select “30” from the drop down menu asking “Expires ___ days after being accepted.”
Enter the email address for the participant
Enter a message for the participant to see, if so desired
Click the Invite Users button
NOTE: Temporary Participants are only available via invite; you cannot manually enroll them!
Giving Senior Scholars Course Access
Many senior scholars will have to create a UCLA Logon ID, though some may already have one. See the steps above for how to create a UCLA Logon ID; also see Comments section, below.
You can inform the instructor that they can perform this action themselves, through course invite:
In the course website, click on Participants.
Click the Invite Users button at the top right of the page
Check the radio button for “Temporary Participant” and select “180” from the drop down menu asking “Expires ___ days after being accepted.”
Enter the email address for the participant
Enter a message for the participant to see, if so desired
Click the Invite Users button at the bottom of the page
We can also enroll non-temporary Participants manually:
In the course website, click on Participants.
Click on the Enroll Users button at the top right of this page
Select “Participant” from the “Assign Roles” drop down menu and search for the user in the search box by email or name.
Click the Enroll button at the bottom of the pop up window.
Another way to manually enroll users in a course:
In the course website, under Admin Panel, in the “Course Administration” tab, click on Enrollment Methods under the “Users & Groups” heading.
To the right of “Manual Enrollments” under the Edit column, click on the symbol of the person with the + next to it (“Enroll users”)
Search for the user’s name in the right hand box, assign the proper role in the drop down box in the center, then click Add
Changing a User’s Role
In the course website, under Participants, click on the gear icon, then click on “Enrolled Users” from the drop down menu
Under the Roles column for the corresponding student, click the pencil symbol to open the drop down to choose new roles for the user. Click the “X” symbol next to roles they should no longer have. Make sure to save by clicking the floppy disk icon.
Checking Course Access
In some cases a student may claim they do not have access to everything they should on a course site, and you may need to check what they are seeing or what they have access to.
You can either login into the site as a generic role, to see what that role has access to:
Under Administration, click “Switch role to…”
In the drop down menu you can change your role to the generic status of Student, Instructional Assistant, Grader, Editor, Participant, or Visitor, and be able to see what this role has access to
Or you can login as a specific user to see what they have access to:
In the course website, under Administration, Click on “Users”, then click on “Enrolled Users” from the drop down menu
Find the student you wish to login as, and click on that student’s picture, to the right of their name
In the next screen, click on “Login As”. This will usually be found under the Administration heading on the sidebar of the screen.
Click Continue, and you will be able to see what that specific student has access to in the course site.
To return to your own login, click on your name in the top bar on the right hand side of the screen
Notes on Senior Scholars
One of the most common requests we get to enroll a user are for Senior Scholars. Senior scholars are essentially auditing regular session courses, but they are not enrolled at the student level and do not receive a grade. They are therefore considered course participants, and are generally enrolled at the “Temporary Participant” level. Make sure their access to the site lasts for the entire length of the course.
Senior scholars may have previously asked to get a UCLA Logon ID, and have either forgotten the details, or may have inadvertently created more than one account. Be aware of this; they may need to retrieve their password with the email address they used to sign up, or you may need to delete extra accounts that they have accidentally created.