Moodle SP school year end / start procedure

Purpose of the guide

Helping teachers of vocational schools in the management of Moodle at the beginning and end of the year


This guide is constantly modified / updated

Headquarters Moodle platform management guide


Section dedicated to the Moodle Manager

Section dedicated to the teacher


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


  • 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.



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 (This does not apply if the site wants to create courses manually).

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. .

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 (it is valid only if you are asked to import the CSV file of the courses) and to insert it in the respective global groups. In addition, some custom fields of the teachers will be updated.


If you do not use the CSV file to import the courses, in the teachers' CSV file you must delete all the columns courseN and roleN

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.


For offices that do not yet use the NetworkID to access the instance, they must make sure that the user name (username) of the users in Moodle is identical to the one in the CSV file that CERDD makes available to you in ScuolaLab . If not, the platform will create a new user for you

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

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

Site Administration → Users -Y 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.

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

I recommend that you create two categories AS 2019/2020 and AS 2020/2021 in the root of your platform. The example below is dedicated to middle schools, but it can also be used in vocational schools to give you an idea of how to organize the 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
Site administration → Courses → Course and category management


Situation 1

  • The teacher wants 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 their 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 the 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

Add synchronization and remove a synchronization of a global group

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

Reset a course

Enter the course to be reset

Course settings Reset

Choose what to delete from the course


This page allows you to remove user data from the course, while keeping activities and other settings. Be very careful because by selecting the options specified below and clicking on Reset course , the selected user data will be deleted from this course forever !

Click on Reset course to end the data reset procedure

How to move a block of courses between categories

Courses uploaded by CERDD are placed in the General category unless the file is first modified by the tutor and sent updated to the general administrator. Moving courses can also be done at a later time.
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 Corso to be moved 2021 in the Italian sub-category

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

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

To be able to import content from an existing course to another (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. 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 it 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 Tes t 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 in order to be able to reuse it during the next school year or future ones.

In order to carry the material back to a future course, the teacher must first make his / her backup of the course, download it to his / her 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 advisable 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 the groups differently (groups that must be populated anyway)


Instructor cannot edit the Include Course Log , Include Grade History , Include User Completion Data , Include Badges , Include Comments , and Include Role Assignments fields

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


The screen can also be obtained by entering the course in question and then: Course settings → Reset

In correspondence with the backup 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 for 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

Once 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


This should only be done when the course has no content yet.
On the next page, select Delete the contents of this course and then restore


By clicking on Add backup content to this course, you will end up with two Announcements forums in your course because one is already present by default

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 we show 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 (if necessary 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.

How to export users currently enrolled in Moodle

Site Administration Users Mass Actions

Apply any filters by clicking on View more elements Click on All Add to selection

From the With selected users drop-down menu, choose Download and then click Go . Moodle will offer you to select the type of file format you want, choose Microsoft Excel and then Download . Open the file with Microsoft Excel .

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