Users

In PolyLearn, there is a wide array of Users (referred to as "roles") within a course. These roles are essential for controlling the available capabilities of each individual in the course. Instructors are able to assign each user specific permissions that control how much each is able to do, as well as even change the role of a specific individual.

NOTE :  If a student is taking the course for a grade, then students should NOT be enrolled via the Administration block > Users tool. All official enrolled students will be automatically put into each PolyLearn course via a daily (AM) data feed. It can take put to 48 hours for an enrollment to be uploaded into PolyLearn. If the instructor is adding a TA, Grader or Course Builder this is the tool to use. If the the instructor doesn't want to wait for the ADD process and data feed (12-48 hrs) to complete, the instructor can manually add the student, BUT make sure they are officially enrolled or they will NOT get a grade for the course.

User Roles


Enrolled users / Enroll users

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The instructor can add additional users (not graded students) into their course with the Enrolled users / enroll users tool.

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Enroll ONLY non Graded Students

Students who are enrolled via Administration and receive a grade for the PolyLearn course, should not be Enrolled via the Enroll Users tool. All official enrolled students will be automatically put into each PolyLearn course via a daily (AM) data feed. Only if the instructor is merging course sections or adding a TA, Grader or Course Builder will this tool need to be used.

  1. In the Adminstration block, click on Users and then Enrollment methods.
    the enrollment methods link is highlighted within the settings block
  2. The page will list the current enrollment methods. To add new users, click on the Enroll users icon in the edit column to the right of Manual enrollments.
    the enroll users button is highlighted
  3. Type in the Search box the username.
  4. Click the users name from the list of Matching not enrolled users.
  5. Make sure the correct Assignrole option is displayed from the pull-down list.
    Note: If a DRC student requires additional time for a quiz, do not assign the DRC role here. The instructor is able to set a secondary role for that student for each quiz within the Quiz tool.
  6. Click on the Add button.
    the search bar from step 3, assignrole pull-down menu from step 5, and add button are all highlighted on teh manual enrollments page.
  7. The new user's name will move to the column of enrolled users meaning they were successfully enrolled in the PolyLearn course.

User/role definitions

There are many roles within a course. Each determine how much the user can do within the course site.

  • Manager is the administrator of PolyLearn. This user has full access to all aspects of the course website.
  • Librarian is a user who can read the content of the course and make available necessary books and textbooks that would assist with the course.
  • TA is a user who can set up and alter activities and assign grades. The TA can do everything the instructor can do, except change user permissions.
  • Instructor is the head user of the course (also known as professor or teacher).
  • Grader is a user who can assign/alter grades of activities in the gradebook; however, this user cannot add, delete, or alter activities.
  • Course Builder is a user who can control how the site looks (logos, banners, overall layout), but has no control over the course content.
  • DRC Student (Do not use this role in the enroll users option - only for within the Quiz tool) is for a DRC student who may require extra time on a quiz.
    Note: If a DRC student requires additional time for a quiz, the instructor is able to set a secondary role for that student for each quiz.
  • Student is self explanatory—this role represents the students who are enrolled in the course.
  • Guest is an unregistered user of the course. Guests have very limited access to course content.


Changing roles

The instructor can change the roles of individual users within the course. Multiple roles can also be assigned to an individual.

  1. In the Adminstration block, click on Users and then Enrolled users.
  2. The role(s) of each user is displayed. Delete a role by clicking the 'X' next to the role. Add another role by clicking the '+' corresponding to the user.
  3. Screen image of changing user roles

Editing User permissions

Instructors can change many permissions of specific capabilities within the course site. Users can be granted permission, or denied access to the particular capability.

  1. In the Adminstration block, click on Users and then Permissions.
  2. A list of many options are shown. Please note the roles that have been given permission to a capability by default.
  3. Note: These predefined roles cannot be removed. If a role must be removed, please contact the PolyLearn administrator.
  4. Choose to grant or deny permission to a capability by clicking the corresponding '+' in the Roles with permission or Prohibited column
    .Screen image of assigning permissions for specific capabilities
  5. Note: Notice the triangular icons that may be found next to the capability when granting a role with permission. These identify risks that are associated with a particular capability. Hover the mouse cursor over each icon to see the risk, and click on it to be directed to the risk's description.


Removing Enrolled users

When a student drops from your course in PASS, data is sent to PolyLearn (at 6am) to suspended the student from the course. Suspended students cannot access the PolyLearn course, but their names are still listed in the downloaded gradebook file and placed into groups.

The instructor can delete these suspended students from PolyLearn. Deleting these students will remove them from the course.

Warning: If the student had participated in the course before they dropped, deleting them will remove all their graded participation and it cannot be recovered.

  1. In the Adminstration block, click on Users and then Enrollment methods.
    the enrollment methods link is highlighted within the settings block
  2. The page will list the current enrollment methods. To remove users, click on the Enroll users icon in the edit column to the right of Engine enrollments.
    screen image of the Engine Enroll user button
  3. Click on the Delete link to the right of the student's name.
    screen image of the delete link

Removing Manually Enrolled users

If the instructor manually enrolls users, they can later remove them on the same screen that they were enrolled in.

Warning: If the student had participated in the course before they dropped, deleting them will remove all their graded participation and it cannot be recovered.

Warning: Do not click the Delete button next to Manual enrollments in the hopes that this will unenroll the manual enrollments. This will remove all users who were manually enrolled, including any TAs, Graders, or additional Instructors.

  1. In the Adminstration block, click on Users and then Enrollment methods.
    the enrollment methods link is highlighted within the settings block
  2. The page will list the current enrollment methods. To remove users, click on the Enroll users icon in the edit column to the right of Manual enrollments.
    Note: Clicking the Hide button will not remove the manually enrolled users from the course. This will merely make the course unavailable to the users.
    the enroll users button is highlighted to the right of the manual enrollments topic
  3. Click on the user's name in the Enrolled users column.
    Note: Holding the 'ctrl' on PC or 'command' on MAC will allow the instructor to select multiple users to remove at teh same time.
  4. Click the Remove button.
    the remove button is highlighted on the manual enrollments screen

Are Students Officially Enrolled?

If the student doesn't officially enroll into the course, then there will not be a grade entry box (Portal > Faculty Center) for that student at the end of the quarter. In a short ten week quarter you can add the student into your PolyLearn course, but make sure if they are officially enrolling with a wait list number that they finish the process. Instructors can review the Portal > Faculty Center > Roster to confirm enrollment. Also within the PolyLearn course you can see if the "Engine" had enrolled them, which means the data feed got their name from the enrolled user list from PeopleSoft.

  1. In the Settings block, click Users, and then click Enrollment users. Look to see if the word "Engine" is listed on the right. This means that the student has officially enrolled and the date feed has sent the enrollment to PolyLearn.

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Cal Poly Guest Access

If the user is a current Cal Poly faculty, staff or student with a Cal Poly Portal account, then you can allow them to see your course as a guest.

  1. In the Adminstration block, click on Users and then Enrollment methods.
    the enrollment methods link is highlighted within the settings block
  2. The page will list the current enrollment methods. To add a guest user, click on the settings icon on the right of Guest access enrollments.
    guest settings
  3. Choose the Yes option in the Allow guest access pull-down list.
  4. Scroll down to the bottom and click on the Save changes button.

NOTE: guest users will only be able to access the course via PolyLearn. Login into the Portal and access a PolyLearn course. Change the URL to https://polylearn.calpoly.edu/AY_2016-2017/course and search for your course ID.