Purpose of the guide

Help middle school teachers in managing Moodle at the beginning and end of the year

2021-2022 Moodle platform management guide

Content

Section dedicated to the Moodle Manager

• User import
• Category management
• Enroll students in courses by synchronizing global groups

Section dedicated to the teacher

• Course import
• Course backup
• Course restoration

Section dedicated to the Moodle Manager

Prerequisites

• Manager permissions in the headquarters instance
• For some functions, it is enough to have the Lecturer role in the course

Timing

• By 21 August, the Departments will ensure the inclusion of classes, students and teachers in GAGI ;
• On August 24, CERDD imports empty 2020-2021 courses into all Moodle SM instances;
• On 25 August , CERDD exports the teachers' CSV file and informs the Managers via email;
• August 26 :
  • Managers import the teachers' CSV file;
  • CERDD exports the students' CSV and informs managers via email;
• From 27 to 30 August :
  • Managers move the courses created to the categories they deem most appropriate at will and they can possibly rename the courses if they wish;
  • Managers import the CSV students and global groups, updating if necessary;
  • Managers associate global groups with courses
• From 27 August to 11 September , teachers import, if they wish, the content (complete or partial) of the courses for the year 2019-2020 through the Import function.

Index

• User import
• Category management
• Delete a course
• Move course to the AS 2020/2021 category
• Add / Remove Synchronization of a Global Group to a Course (Tutor Guide)
• Add / Remove Synchronization of a Global Group to a Course (Teacher Guide)
• Manage users in global groups
• Reset a course
• How to move a block of courses between categories
• Populate a course by importing content from another course
• Courses backup, save, import, 1920 year course backup and delete old backups (teachers responsible)
• Import a backup in a new course (if the backup does not exceed 50MB, use the Import function alternatively)
• Backup and restore of the course of the school year 1920
• Elimination of students of 4a of last year

Premise

Before proceeding with the import of the files, carefully check the CSVs that are provided to you.

User import

Before importing the CSV of teachers and students, the manager must ensure that the courses have been imported by the general administrator.

The importation into the Moodle instance of the teaching users (with assignment to the course) and of the students takes place via two CSV files that can be downloaded from Officina. https://scuolalab.edu.ti.ch/officina/prgmoodle .

Load the teachers CSV file first and then the students CSV file .

The Docenti CSV file will take care of enrolling the teacher in the course and placing it in the global groups. In addition, some custom fields of the teachers will be updated.

The Students CSV file will import the new students and update the existing ones. It will also create the new global groups and update some custom fields in the student profile.

Log in to the headquarters Moodle instance with the Manager account.

From Site Administrator , follow the path and select Import Users.

On the page that appears, select Choose a file.

Select Browse ...

Go to the folder where you saved the CSV file, first select the file then Open .

Complete as in the example and select Upload this file .

Go to the folder where you saved the CSV file, first select the file then Open.

Complete as in the example and select Upload this file.

The following window appears, where it is necessary to make sure that in correspondence with the CSV delimiter there is the field delimiter symbol “ ; ".

Select Import users, below the expected result.

In your case, other usernames ( NetworkID ), names, other emails,… (this is just an example) will appear.

If everything is correct (otherwise Moodle reports it) change the part below as follows:

and select Import users .

Expected result:

All teachers with the corresponding data appear.

Verify that after creating the last user, Errors: 0 appear.

In your case the number of created users will be different.

Then select Continue :

Finally select Import Users.

The import of the teaching users is finished.

Repeat this procedure to import the students' CSV file.

Category management

Two categories have been created in your platform:

• AS 2019/2020 → Contains the sub-category Subjects and the sub-categories of Subjects and the respective courses of the year 2019/2020
• AS 2020/2021 → Contains the Subject category and, after 24 August, the empty courses of the new school year

Situations

Situation 1

• The teacher wishes to start the new school year with an empty course taking the old course of the AS 2019/2020

Situation 2

• The teacher wishes to hold the AS 2019/2020 course and move it , as it is, to the AS 2020/2021 category

Situation 1

After importing the teachers' CSV file, the teacher will automatically find the new empty course assigned. This means that the teacher will see his own course of the AS 2019/2020 and that of the AS 2020/2021.
The last step is to synchronize the global group to the course. In this way, all students in the course will be enrolled in a single operation

Situation 2

The second scenario consists in moving a course from the AS 2019/2020 category to the AS 2020/2021 category. The teacher will not find any course from last year but will continue to use last year's course for the new school year
It will be necessary:

1. Delete the empty course created automatically by the general administrator
2. Move the course from the AS 2019/2020 category to the AS 2020/2021 category and rename the moved course
3. Remove the synchronization of the old global group and add the new one (NB: removing the old one, last year's students will no longer have access to the course)
4. Reset the course. This operation will delete the student and teacher data (evaluations, forum posts, notices, etc.) from last year. It will not delete any activities and / or resources from the course

Delete a course

Site administration → Courses → Course and category management

Search for the course to be deleted, the course to be deleted is in the AS 2020/2021 category

As an example we take the course of Lepori teacher 3A-ITA-LEP-20/21

To delete the course, and also its contents, click on the trash can

Move course to the AS 2020/2021 category

The new courses uploaded by CERDD are included in the AS 2020/2021 → Subjects category
If you want to move, for example, the 3A-ITA-LEP-1920 course from the AS 2019/2020 → Subjects category to the AS 2020/2021 → Subjects category
Position yourself in:
Site administration → Courses → Course and category management
in the window that appears, look for the course and then click on the gear (Settings)

With an example we show how to move the 3A-ITA-LEP-1920 course from the AS 2019/2020 category to the AS 2020/2021 category by renaming the course from 3A-ITA-LEP-1920 to 3A-ITA-LEP-20/21

and finally click Save

At the end of this operation the course was moved and renamed

If you want to move multiple courses in one step, please follow the guide
" HOW TO MOVE A BLOCK OF COURSES BETWEEN CATEGORIES "

Add sync and remove a global group sync to a course (Tutor Guide)

Add global group synchronization

From Site Administration → Courses → Course and Category Management

In the example we show how to populate the 3A-ITA-LEP-1819 course

Select the category Subjects

The courses created will appear on the right or at the bottom, search for the desired course and view it

Select Edit

From Actions (top right) select More ...

Select Users

Select Enrollment Methods

From the drop-down menu corresponding to Add Method , select Synchronize Global Groups

By clicking on Choose next to Global group , the list of cohorts appears (each of which corresponds to a global group) that have been imported with the students' CSV file. Choose what is right for you, for the example shown you select 3A_1819 , you can also write 3A_1819 in the white field

Leave the other two fields unchanged as set by default

Finally select Add Method

Remove global group synchronization

From Site Administration → Courses → Course and Category Management

In the example we show how to remove a group from the 3A-ITA-LEP-1819 course

Select the category Subjects

The courses created will appear on the right or at the bottom, search for the desired course and view it

Select Edit

From Actions (top right) select More ...

Select Users

Select Enrollment Methods

From the Global Group Synchronization list, select the global group to remove and click on the trash can. This will unsubscribe all students in that global group

Add Sync and Remove a Global Group Sync to a Course (Teacher Guide)

This procedure is used by the teacher to enroll all the students in their course en masse. The global group is nothing more than the class, therefore a number of pupils included in a group.

Add global group synchronization

Enter your course → Participants → Gear settings → Enrollment methods

This page summarizes the existing enrollment method and therefore the number of enrolled in the course.

Then add a new global group (class) by clicking on the Add method → Global group synchronization drop-down menu

Using the Search field, search for the global group that is right for you.

The role must remain Student .

Add the synchronization by clicking on Add method .

On the next page, we will see the synchronized group and the number of students added to the course (17 students).

From the navigation menu on the left, click on Participants.

The page shows all the participants of the course.

Remove global group synchronization

Go to your course → Participants → Gear settings → Enrollment methods

Choose the global group you want to remove from the course and click on the trash can .

Confirm the operation by clicking on Continue

Manage users in global groups

The management of global groups can only be done by the Headquarters Manager / tutor. If a learner needs to be moved from one course to another, the teacher cannot simply delete the user from their course as the courses are synchronized across global groups.

Remove user from global group

Site Administration → Users → Global Groups

Use the Search for Global Group field to find the global group in which you want to remove the user or users.

Next to the name of the global group 3A-ITA-LEP-20/21 we see the number of users present. In the far right part, click on the three men icon to manage the users of the global group in question.

Select the user or users to remove from the global group. If there are more than one, hold down the CTRL key (control) and finally click on Remove .

The selected users will be moved from the left pane to the right pane.

The change takes place immediately.

The user or users removed from the global group are immediately unsubscribed from courses in which that global group is synchronized.

Add user to the global group

Site Administration → Users → Global Groups

Use the Search for Global Group field to find the global group to which you want to add the user or users. Next to the name of the global group 3A-ITA-LEP-20/21 we see the number of users present. In the far right part, click on the three men icon to manage the users of the global group in question. Select the user or users to add to the global group. If there are more than one, hold down the CTRL key (control) and finally click on Add .

The selected users will be moved from the right pane to the left pane.

The change takes place immediately.

The user or users added to the global group are immediately enrolled in all courses in which that global group is synchronized.

Reset a course

Enter the course to be reset

Course settings → Reset

Choose what to delete from the course

Click on Reset course to end the data reset procedure

How to move a block of courses between categories

The courses uploaded by CERDD are included in the Subject category. If you want to move courses to specific subcategories, for example all Italian courses in the Italian subcategory, proceed as follows:

Select Site Administration → Courses → Course and Category Management
in the window that appears, select Subjects

All the courses included in the subject category appear on the right.

Select all the courses that have the same subcategory as their destination, in the drop-down menu Move selected courses to ... choose the desired destination

With an example we show how to move the Course to be moved 2021 in the Italian sub-category

To move multiple courses between categories, simply select multiple courses and perform the same procedure

(Import) Populate a course by importing content from another course

Premise:
In order to import content from an existing course to another course (which may also be empty), the user must have the teacher role in both courses.

Go to the course into which you want to import part of the content of another course or the entire content of the other course.

In this example, we're going to import all content from another course to populate an empty course.

Click on the gear → Import

Moodle will list all courses in which content can be extrapolated for the empty course to be populated. We choose 3A-ITA-LEP-20/21 and click on Continue .

Choose what you want to import and click Next .

Select the activities and resources you want to import (copy) into the empty course and click Next .

Before importing, Moodle will show the summary page. Click Run Import to start the process.

When this process is complete, click Continue .

Visiting the course again, you will notice that the course is no longer empty but contains all the activities and resources selected during this process.

Course backup, save, import, backup throughout the year and delete old backups
(teachers responsible)

Instructors wishing to reuse the content of their courses are invited, by the end of August, to backup their courses and save them on a personal device.

In order for you to have all the material produced, we indicate below how to carry out these operations.

For example, let's consider that the Doc Test teacher during the 2018-2019 school year was the owner of the 1B-ITA-1819 course (we deliberately omit the teacher's code) and that he is interested in making a backup of the course to be able to reuse it during the next one. school year or future ones.

In order to carry the material back into a future course, the teacher must first make a backup of the course, download it to his computer (or other personal storage spaces) and then proceed with the import (restore).

Back up courses and save to personal device

After logging in, you need to access course 1B-ITA-1819

in the window that appears, select the gear (settings) at the top right, click on Backup

On the page that appears, the Backup options can be chosen

It is recommended NOT to select the options framed in yellow: the restoration will be done in a new course, where new calendar events can be set and independent from the course where the backup comes from. The same goes for groups: the teacher can set up groups differently (groups which must still be populated)

Having made the recommended choices, you need to select Next. A window appears containing all the sections created in the course: here there is still the possibility to exclude activities that you do not want in the backup. We recommend that you back up everything. While restoring the course you will be able to choose what should not be restored

Once you have made the appropriate choices, you need to select Next again

The long page that appears shows a summary of the choices made. You can always change them by selecting the Back button (returning to previous pages)

The name of the backup file appears in yellow, which can be changed for example according to the creation date or by assigning a simple wording such as 1B-ITA-1819. Warning: do not change the .mbz extension instead

The other parts of the screen show the included items, highlighted in green

For convenience, we only show the final part of the activity screen

Now select Back up and wait until the message The backup file has been created successfully appears

Now select Continue . This takes a few minutes.

You can then proceed by downloading the backup to your computer or other personal storage spaces

Save the 1B-ENG-1819 Course Backup on your computer or other personal storage spaces

After finishing all the operations in the previous step and selecting Continue , this screen appears

For the backup you just created, select download . If it has not yet been changed in the previous step, it is recommended that you change the name of the backup file now to make it easier for you to recognize the course when restoring it to a new course for the next school year. In the example we will call the Italian-before-1819 backup. Warning: the .mbz extension must not be changed

Import a backup into a new course

After the instance manager of your location has prepared the courses for the new school year, you can proceed to import all or part of your backup (s)

As an example we show how to import the Italian-before-1819 backup in the new course 1C-ITA-SIGLADOCENTE-2021

You have to log in to enter the course and from the gear (settings) at the top right select Reset

At this point select File upload , then Browse and then follow the path to find the desired Backup on your personal device, in our case Italian-before-1819

Once the file has been found, select Open (the screen with Open is not shown). In the window you reach, select Upload this file and then Restore

A long list of information (which cannot be changed) on the file to be reloaded now appears; select Continue at the bottom of the page

On the next page, select Delete the contents of this course and then restore .

After selecting Delete the contents of this course and then restore , click Continue

The blue choices that appear on the screen that appears can be changed. In this case it is advisable to leave them as they are. Then select Next

In the following window, which shows only a part, you do not need to change the course settings . The parts that you do not want to import (or that you want to import at another time) must be deselected. Finally, click on Next at the bottom of the page

At this point you reach a page (which we do not report), where the confirmation of the chosen settings appears (you can make corrections by pressing the Back button). Now select Perform Restore . If the operation was successful, the following message will appear:

By selecting Continue you will be directed to the course where the backup was imported (1C-ITA-SIGLADOCENTE-1920).

Backup and restore throughout the school year

During the school year it is always possible to make full or partial backups and import into another course.
First of all, the backup must be carried out as indicated in the Backup courses chapter.
To import it into another course, you don't need to save the backup on your personal device. You can start directly from the personal backup area, reachable from the wheel at the top right by selecting Restore .

Elimination of students of 4a of last year

Before carrying out this operation, it is necessary to import the new CSV files of the teachers and students. In fact, the new CSV file contains a field called profil_field_scholastico_annoscolastico . This field contains the current year (20/21). Prior to import, the " annoscoalstic " field contained the value from last year's (1920) CSV file.

Access the platform → Site administration → Users → Mass actions

This feature allows us to mass delete all users who are no longer active on our platform. To locate these users, we need to use the " school year " field.

Click on View more items ...

We look for the Custom fields filter in which we choose, through the drop-down menu, the " scholastic year " field.
We ask to return all users of the platform that contain the value 1920 in the chosen field.

Let's add the filter by clicking on the Add filter button.

Moodle will indicate the number of users which contains the value 1920 in the "school year" field. These users are certainly inactive as they were not present in the import of the new CSV file and therefore the "school year" field has not been updated.

After checking the list of users, you can proceed with the deletion.

Click on the number of filtered users→ Filtered (XY / XYZ) → Add to Selection

As soon as you click on the selection, the filtered users will be moved to the right pane.

In the With Selected Users ... section, choose Delete and then Go .

Conclude the process with the final confirmation by clicking on Yes .