Manage Participants and Enrollment in a CLE Course

Instructors and Managers can choose from multiple enrollment methods to grant users access to a CLE course. All enrollment methods require users to log in with a UCSF MyAccess account, with one exception; Guest access, which only grants partial access to course materials.

Regardless of the enrollment method(s) applied, CLE courses are hidden from students by default. To grant students access to your course after they are enrolled, click on the gear icon at the top-right, choose Edit Settings, and make sure the Visible drop-down is set to Show.

Participants Enrollments Cohort

The Participants page enables instructors and course staff to easily enroll, view, search for, filter, edit and, delete course participants all from a single page.

The Participants page can be accessed from the navigation drawer at the top-left of the CLE page.

Participants can also be accessed by clicking on the gear icon at the top-right of the course -> More -> Users tab -> Enrolled users

The Participants page

The participant page provides a clean layout that allows instructors to easily enroll, view, search for, filter, edit and delete course participants. View the image and list of features below:

1. Search drop-down menu to filter users by period of activity, enrollment method, group, role and status
2. Search for users by filtering by first and last name
3. Click the gear icon to select an enrollment method, edit groups, edit course permissions, and check permissions for users in your course. Click on Other Users to view a list of users that are not enrolled in this course but do have roles, inherited or assigned within it
4. The Status column indicates if a student is active, click the i icon to reveal enrollment details, click the gear icon to edit enrollment, click the trash can to unenroll users
5. Bulk select users in your course and then choose if you would like to send them a message, edit selected user enrollments or delete the selected users from your course
6. Click enroll users to manually enroll users in your course

Enroll users

To Manually enroll students:

1. Open that navigation drawer and click Participants
2. Click the Enroll users button at the top right or bottom left of the page. The Enroll users window will open
   
   
   
3. If adding individual users, select users and enter the name or the ID# for the student or employee. Click Select Cohort If you are enrolling a cohort
4. Click Show More to expand the enrollment options and set them as appropriate. These include the enrollment duration
5. Click the Enroll Selected Users and Cohorts button towards the bottom of the window to complete enrollment

The user will then appear in the list of enrolled users.

Delete users

To delete users from a course:

1. Open that navigation drawer and click Participants
2. The Participants page will open
3. Search for the student/user that you would like to delete and click the trash can located on the far right
   
4. The student or user will be removed from the course.

Select enrollment methods

1. Open that navigation drawer and click Participants
2. Click the gear icon located on the top right of your screen
   
3. Select Enrollment Methods from the drop down menu. The enrollment methods window will open.
4. In Add method select the enrollment method

Click the trash can icon to delete an enrollment method, click the eye icon to enable or disable an enrollment and click the gear icon to make edits.

SIS enrollment provides a simple way for student enrollment to be automatically synchronized between the UCSF Registrar’s office and a CLE course. SIS is the preferred enrollment method for academic courses where students register by filing a study list. SIS enrollment cannot be configured for collaboration or non-academic spaces. SIS enrollment is setup by Category Managers. If your course does not have a Category Manager or you don’t know who your Category Manager is, please contact us below.

SIS enrollment

1. Log in to the CLE (cle.ucsf.edu).
2. Go to the CLE course where you would like to set up SIS enrollment.
3. Click the hamburger icon located on the top left to open the nav drawer and click Participants
4. The Participants page will open, click the gear icon located on the right corner and select Enrollment Methods
5. Select UCSF Student Information System enrollments from the Add method dropdown menu
   
6. Select the term/quarter then choose the subject and the course
   
7. Select the role that these new users should have (mostly likely the Student role)
8. Click the Add method button

After SIS Enrollment has been configured, students will automatically be added to the CLE course. Every hour, the CLE synchronizes with the Registrar’s Office. At that time, any students who have been added to the course through the Registrar’s office will automatically be placed in the CLE course, and any students who have been dropped from the course through the Registrar’s office will be removed from the CLE course.

Users who are enrolled with the SIS enrollment method cannot be manually removed from the CLE course. Instead, the student must update their study list through the Registrar’s Office, and then the CLE will reflect that change automatically within the hour.

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Suspended users:

When a student drops a course, or is otherwise un-enrolled via the Registrar’s Office, they are not completely removed from the corresponding CLE course(s). Instead, their enrollment status is tagged as “suspended.” The student loses access to the course, but course editors can still view that student’s grade history.

To view suspended users in a course:

• To view suspended students on the Grader report page of the gradebook, you must first change the following setting:
  1. Click the hamburger icon on the top left to reveal the navigation drawer, click Grades
  2. Click the Set Up and Preferences Grader Report tabs
     
  3. Scroll down to General group, then set Show only active enrollments to No
     
     
  4. Click Save Changes

• To view suspended students on the Participants users page, filter the page accordingly:
  1. Click the hamburger icon on the top left to reveal the navigation drawer, click Participants
  2. From the filter window, select Status: Inactive
     
     

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Another way to add users to a CLE course is using manual enrollment. Manual enrollment is commonly used to provide faculty and/or staff members with editing access to academic courses, and to provide access to leaders and members of collaboration spaces. It is not frequently used for student enrollment in academic courses, as SIS enrollment is the preferred enrollment method for academic courses.

Manual enrollment

To manually enroll a user in a CLE course

1. Log in to the CLE (cle.ucsf.edu)
2. Go to the CLE course where you would like to enroll users
3. From the Administration block, click Users and then Enrolled Users
4. On the Enrolled Users page, click the Enroll users button in the top-right of the page
   
5. On the Enroll users pop-up window, type the person’s first and last name or email address into the Search box and click their name or to select
   
6. If you would like to add them to a cohort, select the cohort you would like to assign them to in the Cohort drop-down menu
7. Select the role you would like to assign from the Assign role drop-down menu. Click to learn more about CLE Roles Overview
   
8. Click the Enroll selected users and cohorts button to save the enrollment changes and return to the Enroll users page.

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Enabling self-enrollment in a course allows users who are logged into the CLE with a UCSF MyAccess account to enroll in a course without the intervention of an Instructor or Manager. If you enable self-enrollment in a course, you may also choose to set an enrollment key (i.e. a password) that must be entered before self-enrolling in the course.

Self-enrollment

When a student or participant first visits a CLE course with self-enrollment configured, they will see the name of the course, the instructor and an Enroll me button. Clicking the Enroll me button will automatically add the student to the course based on how the Self Enrollment has been configured (see information below).

This method is frequently used for collaboration spaces, and for academic courses where students need access to course materials before they have officially enrolled via the Registrar’s office. By default, self-enrollment is disabled in CLE courses.

To enable self-enrollment in a CLE course:

1. Log in to your course
2. Click the hamburger icon located on the top left to open the nav drawer and click Participants
3. The Participants page will open, click the gear icon located on the right corner and select Enrollment Methods
4. Select Self Enrollments from the Add method dropdown menu
5. Under Course administration, click Users link to expand and then click Enrollment methods. The Enrollment methods page opens
6. Next, click the Edit icon (gear symbol) to configure self-enrollment settings for the course.
7. From the Self Enrollment page, configure enrollment settings
   
   
   
8. After configuring the self-enrollment settings, make sure to scroll to the bottom of the page and click Add Method.
9. On the Enrollment methods page, you can delete (trashcan), disable (eye) or edit (gear) enrollments by clicking the icons.

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Instructors and Managers who wish to make their CLE course available to users who are NOT currently logged in to the CLE with a MyAccess account can enable Guest Access.

Guest access

Guest Access allows public guests to view your course/space in a very limited way. Guest Access is disabled by default in CLE courses. If you do not wish to allow Guest Access, you do not need to take any action.

A guest is anyone who is not currently logged into the CLE with a MyAccess account. This includes members of the general public who do not have MyAccess accounts, as well as UCSF faculty, staff, or students who do have MyAccess accounts but are not currently logged in.

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Guests CAN:

• See the front page of your course/space
• Read wikis and Forum postings
• View all documents, links, and calendar postings (unless restricted by Groupings)

Guests CANNOT:

• View user profiles
• Receive email from the CLE
• Submit assignments, forum posts, take quizzes or otherwise participate in activities

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What should I consider before turning on Guest Access?

• If you enable Guest Access, consider placing a notification on the front page of your course and/or in your forum descriptions.
• Guest Access may be enabled or disabled by the instructor/manager at any time.
• Enabling Guest Access without an enrollment key may allow your course materials to appear in internet searches.
• Be careful about enabling Guest Access in courses/spaces that contain copyrighted content, private student information, or other protected materials. Providing unrestricted access in these cases may make you, the instructor, liable for copyright infringement or other legal claims.
• Under no circumstances should PHI, or any information that could lead to the identification of a patient/client, be uploaded or posted in the CLE.

To enable Guest Access in a course:

1. Log in to your course
2. Click the hamburger icon located on the top left to open the nav drawer and click Participants
3. The Participants page will open, click the gear icon located on the top-right corner and select Enrollment Methods
4. On the Enrollment methods page, if you have not yet enabled Guest access for the course, the Guest access method will appear grayed-out. Click on the gear icon to open the Guest access page
   
5. On the Guest access page, for Allow guest access select yes. This opens the course to members of the general public (i.e., those who are not logged in)
6. Optionally, you can enter a password, and only those members of the general public who have been given the password will be able to access your course materials. Note passwords are case-sensitive. (Click the magnifying glass to unmask the password
7. Click the Save Changes button at the bottom of the page when you are finished

Instructors and Managers who wish to make their CLE course available to users who do not have a UCSF email, can request a Guest MyAccess account, which will provide guests with a temporary UCSF email.

Guest MyAccess Account

Enabling Guest Access via the CLE for a course gives participants who do not have a UCSF email address the ability to view content. However, they are not able to participate in any asynchronous or synchronous activities.

One way to solve this problem is to request a Guest MyAccess account for guests who do not have a UCSF email, which will allow them to access the CLE. Guest MyAccess accounts are fee-based and can be requested through the account sponsor in your department. If you are not sure who your account sponsor is, please email your request to [e-mail] or call the IT Service Desk at 415-514-4100.

In addition, students enrolled at other universities may be eligible to register as visiting scholars with the Registrar’s office giving them a UCSF email address and full access to systems enabling them to participate in activities and receive a grade at the end of the semester. Contact [e-mail] for more information.

Having a Guest MyAccess account allows participants to:

• See the front page of your course/space
• Read wikis and Forum postings
• View all documents, links, and calendar postings (unless restricted by Groupings)
• View user profiles
• Receive email from the CLE
• Submit assignments, forum posts, take quizzes or otherwise participate in activities

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Ilios Sync enrollment allows you to sync to an Ilios learner group in a given school, program, and program year/cohort. The benefits of this method of enrollment is that it translates learner group membership on the Ilios side over to the CLE side as course enrollment.

Ilios Sync

Ilios enrollment works similarly to SIS enrollment, however the added benefit of being able to sync and assign groups simultaneously is unique to Ilios.

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To enable Ilios Sync in a course:

1. Log in to your course
2. Click the hamburger icon located on the top left to open the nav drawer and click Participants
3. The Participants page will open, click the gear icon located on the top-right corner and select Enrollment Methods
4. On the Enrollment methods page, choose Ilios sync from the drop-down menu
   
5. On the Ilios sync details page, add a custom instance name, keep it active, choose whether or not to sync learners or instructors in the learner group, the school, the program, year/cohort, learner group, subgroups, and the role assignment
   
   
6. Click the Add method button at the bottom of the page when you are finished

What are cohorts?

Cohorts are a collection of users, or a group, that are created and maintained at the category level. These cohorts can be enrolled in any number of courses within that category. This makes bulk-enrollment easy, especially if you’re trying to enroll (for example) the entire SOM Class of 2021 into multiple courses.
It should be noted that SIS enrollment should always be your first choice for enrollment, and that cohorts or other methods are only used when SIS cannot work (non-academic courses, collaborative spaces, etc). Only users with the Category Manager and Cohort Manager role can manage cohorts.

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Creating a cohort

1. Navigate to the top-level of your group’s Category in the CLE (i.e. Courses > School of Dentistry).
2. Click the gear icon top-right and select Cohorts from the Administration menu
   
3. Click the Add New Cohort tab
   
4. Name the cohort and the click the Save changes button
5. In the Edit column, click the people icon to proceed to Assign cohort members page.
6. Using the Potential users group (right side), Search for the participants and then click the Add button to include them in the cohort
   
7. If you need to remove a user, select them from the Current users group (left side), and then click the Remove button.
8. Click the Back to cohorts button to finish.

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Enrolling a cohort in a course (syncing)

This method will enroll all users from the cohort into a CLE course, and keep them in sync.

1. Navigate to the home page of a CLE course
2. Click the hamburger icon, if side nav is not visible, and choose Participants
   
3. The Participants page will open, click the gear icon located at the top-right corner and select Enrollment Methods
   
4. Select Cohort Sync from Add Method menu
   
5. Custom instance name can be left blank if you don’t need to name this specific enrollment instance
6. From the Cohort menu, select your cohort (the cohort must have already been created on your category page)
7. Select from the Assign role menu (typically Student)
8. Click Add method to enroll the cohort

Note: To remove a user from a course that was enrolled with a cohort, you must edit the cohort at the category level. You cannot manually remove them inside the course. Thus, cohort sync is an all-or-nothing proposition. Meaning, if you enroll a cohort in more than one course, and then edit that cohort, that change will appear in all of the courses automatically.

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Enrolling a cohort in a course (without syncing)

This method will enroll users from a cohort into a CLE course, but no sync will be created or maintained with the original cohort. Therefore, updates to the cohort at the category level will not affect enrollment in the current course, and enrolled users can be added or removed manually on the course’s Enrolled users page.

1. Navigate to the home page of a CLE course.
2. Click the hamburger icon located on the top left to open the navigation drawer and click Participants
3. Click Enroll users
4. From the Select cohorts menu, select your cohort
   
5. Select from the Assign role menu (typically Student)
6. Click Enroll selected users and cohorts to complete enrollment