VLE FAQ for Staff

How will the University benefit from a new Learning Management System?

By shifting to an open sourced Learning Management System, Monash will have more autonomy.

Who else is using Moodle?

Moodle currently has a user base of 46,624 registered sites with 32,464,992 users in 210 countries across 78 languages. Many Australian and New Zealand universities are making the move or have already adopted Moodle as their primary Learning Management System including the University of Canberra, the University of Western Australia, Macquarie University, La Trobe University, Massey University and the University of Canterbury. Leading American and European universities are also getting on board.

When will students appear in my unit?

Your Faculty Administrator will organise for your students to have access to your unit. Moodle is updated with any changes made to Callista enrolments every 4 hours.

What are the different roles and associated permissions in Moodle (i.e. student, lecturer, etc.)?

Please refer to the Learning Topic: Roles and Permissions

Why can't students see my unit?

For students to access your Moodle unit you must ensure:
1. They are enrolled into the unit
2. The Unit start date is set correctly. This can be checked by clicking Edit settings in the Settings block
3. You must select This unit is available to students in the settings to allow students to see your unit
For further assistance, please contact your Faculty Administrator

How do I access Moodle 2?

Staff can access Moodle via the my.monash Portal using the Moodle 2 link provided under Online Systems or click on the unit name under the Teaching tab

I can't find my unit in Moodle, who can assist me to find it?

If you are a Unit Coordinator please contact your Faculty Administrator. If you are an assistant lecturer or tutor, please contact the Unit Coordinator.

How do I enrol my colleague into my Moodle unit?

If you are a Lecturer in Moodle, you can enroll others as a Designer, Tutor, Observer or Student. To do this:
1. On the left side of your unit, go to the Settings block and click Users
2. Select the Enrolled users link which will open a new page displaying all users enrolled in your unit
3. Click on the Enrol users button on the top left which opens up a pop-up. Select the role you want this new user to have. You can also select the Enrolment options drop down which allows you to manually define how long this person can have access to your unit for. 4. In the Search field at the bottom, type the full name or Monash email of the person you wish to add to your unit. 5. Hit the enter button on your keyboard to start the search. 6. When this user is found, click on the Enrol button next to their name.

Is it possible to adjust an assignment to allow late submissions?

Yes, to do this:
1. Navigate to the assignment
2. Click icon
3. In the General section, click No in Prevent late submissions dropdown

Will I get an email every time a student makes an assignment submission?

By default you will not receive an email when an assignment is submitted however you can enable this option when setting up your assignment.

How do students upload an assignment?

1. Student navigates to the Assignment
2. Click the Upload a Filebutton
3. Click the Choose a File button
4. Click the Upload a File link
5. Click the Browse button
6. Locate file
7. Click Upload a File button

What types of files can be uploaded for assignment submission and how large can they be?

Moodle accepts all files types. The maximum file size is 512MB. This can be reduced in the assignment settings.

Can I bulk download assignments?

You can download all submitted assignments in a zip file. To zip assignments you will need to:
1. Navigate to the Assignment
2. Click on the View submitted assignments link
3. Click on the Download all assignments as a zip link
4. Save the zip file
Each submitted file is prefixed with the student's name to identify their file.

How do I find out if Moodle is experiencing technical issues?

In the event of a service interruption the Servicedesk will be notified and a communication will be distributed to Faculty Administrators for the purpose of wider distribution.

What type of support is available to my students?

1) Select Learning Topics have been developed for questions commonly asked by students.
2) Ask.monash has been updated with answers about Moodle.
3) There is a two minute Moodle introduction powerpoint presentation available to students.
4) Service Desk is equipped to answer any questions about Moodle.

Please note formal training will not be provided to students.

Can I upload a file to a topic (as opposed to a folder)?

You can upload a file to either a topic, or into a folder within a topic.

Is there a file manager available in Moodle?

Moodle 2 does not have a file manager like Blackboard and Moodle 1.9. To upload a file:
1. Click the Add a Resource button
2. Locate your file
In 2012, the VLE Project will introduce a content repository which will be integrated with Moodle.

Where are the files stored that you upload to Moodle?

Files that are uploaded to Moodle are stored in its database. In the future, Monash is looking to implement a University-wide content repository for file management (which will be integrated with Moodle).

Can I upload a new version of a file with the same name as the previous version?

If you make changes to a file that you have already uploaded to your Moodle unit, you must ensure that the file name of the updated version is different to the current file name. You could also delete the current file prior to uploading the new version. When the content repository is introduced this process will be simplified.

Moodle allows me to upload more than one file at a time in the Content section. Why then can only see one of those files when I navigate back to my unit page?

Moodle does allow you to upload more than one file at a time, however only one of these files can be accessed at any one time. To select which of the uploaded files can be accessed, click the icon on the left of the uploaded file and select Set main file. To change which of the uploaded files can be accessed:
1. Navigate to the file you want to change and click the icon
2. Navigating to the Content section
3. Navigate to the file you want to be accessible and right click the icon

Please note that if you upload multiple files to a folder you can access all uploaded files at any one time. For details of how to do this go to the Learning Topic: Uploading Files

I have accidentally deleted my News Forum. How can I retrieve it?

If you have deleted your News Forum, you can retrieve it by re-adding the Latest news block. This can be done via the Add a block block. Please note however that all posts to the formus will have been deleted.

Why can't I set the News Forums to a particular group or grouping?

By default, the News Forum is configured to subscribe all students in your unit. You cannot restrict the News Forum to groups and groupings. If you want to send a message to a particular group or grouping you need to use Messaging or create a Forum Activity. For more information about Messaging, refer to Learning Topic: Messaging.

What if I'm already using Moodle?

Moodle 2 is significantly different to other versions of Moodle currently being used at Monash and other universities. Special migration and educational plans will be developed for Moodle users and will be rolled out during their wave. In the meantime you should continue using Moodle as you are.

Should I update my Blackboard site given we are going to move?

Yes. Blackboard users should continue to use Blackboard as they have been until they migrate. Most of your Blackboard content will be migrated to Moodle at this time, including any updates made between now and then.

I'd like my Faculty to to better understand their upcoming transition to Moodle 2 - Can the VLE team help?

If you'd like your Faculty to learn more about the transition please contact Susan Zolezzi (susan.zolezzi@monash.edu) or Erika Gough (erika.gough@monash.edu). They will arrange to send a representative out to talk to you.

I heard a Moodle pilot is currently running. Can I participate?

The Faculties of Art and Design, Business and Economics, Information Technology, Medicine Nursing and Health Sciences, Pharmacy and Pharmaceutical Sciences and Science as well as Monash College and Monash South Africa are currently participating in a Moodle pilot. The purpose of this pilot is to test the technology with a limited number of staff and students and assist in the evaluations of the value and benefit Moodle provides to the online learning framework. The pilot has been running since 2009. Due to limited resources, the pilot is currently restricted to existing participants only.

Can I manually add students to my units?

You are able to manually add students to your unit but this is not advisable. Moodle will update units with student enrolment information from Callista every four hours. If a student cannot access your unit please advise them to confirm their enrolment status with Student Services.

How often is Moodle updated with Student enrollment information (Callista)?

Student enrolment information is updated in Moodle every four hours. This information comes directly from Callista.

Can I migrate to Moodle earlier?

It is not possible to migrate prior to your designated wave.

Can I remove the header containing my Faculty's name and copyright information that was migrated from my Blackboard unit?

You can delete the Faculty name and copyright information from the mainpage in Moodle. The Faculty name is no longer displayed on the unit page and the copyright information is now incorporated in the copyright block.

When will I start teaching with Moodle 2?

By Semester 1, 2013 all faculties will be teaching with Moodle. To find out when your faculty will move to Moodle visit the Moodle Implementation Roadmap

I made a request for Moodle to be changed, but it hasn't happened yet. What is the delay?

Although Moodle is open-source, and can be changed, these changes need to be reviewed to ensure that they are suitable for the entire University. Developing these changes can also be very time consuming. The VLE team are currently focussing their resources on migrating all faculties to Moodle 2. When all faculties have been migrated to Moodle 2, which should happen by the end of 2012, Moodle will be upgraded to a newer version. Once both of these things have occurred the VLE will be able to review and prioritise requests for changes to Moodle.

Can I create a dummy student role account so I can test things such as the Restrict Access function in Moodle 2?

Staff can create dummy student role accounts via the Service Desk.

Is it possible to import and export with Gradebook?

Please refer to Learning Topic: Export the gradebook

Do grading forms or rubrics exist in Moodle?

Grading forms and rubrics are not currently available in Moodle.

Can I manually set assignment totals in Moodle?

Gradebook's default is set to mark assignments out of 100. However, you can manually set assignment total. To do this:
1. Navigate to the Settings block within your assignment
2. In Assignment administration click Edit settings
3. In the Grade section, adjust the grade accordingly. Click Save and return to unit

Does Gradebook allow me to grade assessments (i.e. laboratory work or drawings) that are not activities in Moodle?

Yes, you can do this by adding an offline activity. This will ensure that the activity will be graded within Moodle's gradebook and will be included in the students' final semester grade.
1. Navigate to your unit and click Turn editing on
2. Navigate to the topic. Click Add an activity
3. Choose Offline activity from drop-down box
4. Enter relevant details and click Save and return to unit

Can I give feedback on assignments and ask students to make changes to them, before giving them a final grade?

All three types of online assignments (Online text, Upload a single file, and Advanced uploading of files) can be set to allow feedback to be given before a final grade is allocated. For more information about the types of assignments, please refer to the Learning Topic: Creating an Assignment.

What are groups and groupings and how do they work in Moodle?

Groups are a collection of users. Groups control which users interact with each other in an activity. An example of this is creating a discussion forum for a tutorial group so they can discuss the topic amongst themselves.

Groupings are a collection of Groups. Groupings restrict the access of Activities or Resources to a particular collection of users. An example of this is creating a Grouping of off-campus students to allow access to a particular file to be viewable to this Grouping only.

To create Groups and Groupings, please refer to the Learning Topic: Creating Groups and Groupings

Can all resources and activities be restricted by groups?

Please refer to the Learning Topic: Groups and groupings

How can I check if a student is a member of a Moodle group or grouping?

You are able to view the members of any group. To do this:
1. Navigate to the Settings block within a unit
2. Click on Users
3. Click on Groups

How can I set up an Activity so my students can add themselves to a group?

1. Navigate to the Settings block, click Users then click Groups
2. In the Groups tab, click the Create group button
3. Enter the name you would like to give this Group into the Group name field, then click Save changes
4. Repeat to create as many groups as you require (Note: Do not add members to the groups from the group settings)
5. In the Groupings tab, click the Create grouping button
6. Enter the name you would like to give this Grouping into the Grouping name field, then click Save changes
7. In the Groupings tab, click the Show groups in groupings icon
8. Select required groups from the Potential members list, then click the Add button
9. Navigate to the topic/week, click Add an activity and select Group selection from the drop down menu
10. In the Name field, enter the name you wish to give this Group selection Activity
11. In the Introduction field, enter the text you wish to use to introduce this Activity to students
12. In the Allow selection from field, select the Groupings you previously created from the drop down menu
13. In the Default max members per group field, enter the maximum number of group members you would like per group
14. Adjust the other settings as appropriate, then click Save

If I collapse a topic in Lecturer view, will this affect the Student view?

Collapsing a topic in Lecturer view does not affect the Student view. It is only when hide a topic using the icon, that a student's view is affected.

How many topics can I have in my unit?

The default number of topics is set to 12, however you can increase this to a maximum of 52 by adjusting your settings. This can be done in the Settings block.

If I dock the Settings and Navigation blocks in Lecturer view will this affect the Student view?

Docking these blocks in Lecturer view does not affect the Student view.

How do I change the titles of my topics?

To change a topic title:
1. Navigate to your unit and click Turn editing on
2. In the topic section, in the upper left corner, click the icon
3. In the Summary of Topic page, de-select Use default section
NB: The default topic title for units in topic format are 'Topic 1, Topic 2 etc'. In the weekly format, the default displays dates.
4. In Section name, enter the required title
5. In Summary, enter a description
5. Click Save changes

Can I move a topic and its contents into a different topic?

To move a topic:
1. Navigate to your unit and click Turn editing on
2. Click and hold the icon next to the topic title and drag and drop the section to its new location

How do I add more topics to my unit?

1. Navigate to the Settings block
2. Under Unit administration, click Edit Settings
3. In the General category, navigate to the Number of weeks/topics
4. Amend as required

How can I control the order that my students can access resources and/or activities?

1. Turn editing on then navigate to Edit settings in the Settings block
2. In the Student progress section, in the Completion tracking field, select Enabled, control via completion and activity settings from the drop down box
3. Click the Save changes button
4. Navigate to the Resource or Activity that you would like the student to access first
5. Click the icon
6. Navigate to the Activity Completion section
7. In the Completion tracking field select Show activity as complete when conditions are met from the dropdown box
8. Select the appropriate settings that define the activity as complete
9. Click the Save and return to unit button
10. Navigate to the Resource or Activity that you would like to restrict student access to
11. Click the icon and navigate to Restrict access section in the Activity completion condition field
12. From the dropdown list of Activity names choose the Resource or Activity you previously changed the completion tracking settings for
13. In the dropdown box to the right of the list, choose your desired settings
14. In the Before activity can be accessed field choose your desired settings
15. Click the Save and return to unit button
16. To understand more about the Restrict access section, please refer to our Learning Topics: Restrict Access settings

Can I make an activity or resource available after a particular date?

To restrict access to resources and activities:
1. Navigate to your unit and click Turn editing on
2. Click the icon next to the resource or activity you would like to restrict
3. Scroll down to the Restrict access section, in the Allow access from field, click Enable and select the start date
4. In the Allow access until field, click Enable and select the end date
5. Click Save and return to unit button. The activity or resource will be available to students as determined by the dates you have set

How do I hide a topic/week that I don't want students to see yet?

To hide a topic/week:
1. Click Turn Editing on
2. Navigate to the topic/week you wish to hide
3. Click the icon
Note: Make sure you unhide the topic when you're ready for students to see it

When will Turnitin be available?

While select campuses, faculties and lecturers at Monash are already using Turnitin, the university-wide version will be integrated with online assignment submission in Moodle 2 in 2012.

Where can I access Turnitin?

Turnitin will be integrated with Moodle 2 online assignment submission in 2012. This means that you will be able to access Turnitin once the implementation has occurred and your faculty has migrated to Moodle 2.

To learn more about the Moodle 2 implementation plan, read the Moodle roadmap (pdf 219kb)