UNSW Moodle supports a number of user roles for staff and students, with each role having its own set of permissions that provides users with access to different capabilities.
The different user roles have different access rights and some advanced functionality is only available to specific roles. The functionalities of the roles can be:
- enable to edit course content
- preview what students see
- switch role to student, or log in as a specific student, to view the course in that role
How Roles are Assigned in Moodle
All active staff and students can access UNSW Moodle using their zID and zPass. Which courses they see once they login depends on what user roles they have been given via systems such as MyUNSW.
Award Course(s): Staff/student access is setup through the Learning Management tab in MyUNSW, and is typically managed by faculty/school TELT Administrators. Changes made in MyUNSW flow to Moodle overnight (24-48 hrs wait time to be expected).
NCAR Courses like eLISE: User access is setup by the Academic Admin department within MyUNSW, and flow to Moodle overnight (24-48 hrs wait time to be expected).
SCAR Courses like OH&S: User access is setup by the UNSW HR department within PIMS, and flow to Moodle overnight (24-48 hrs wait time to be expected).
Sandpit Courses: The staff member creating the sandpit course either assigns roles at creation, or organises the creation of a self-enrolment key for ongoing access.
For more information on any of these, please our Moodle Course Types page.
TELT Administrator role
The TELT Administrator role is a powerful role which faculty/school staff are provided with to help manage the course life-cycle and/or provide staff support.
The TELT Administrator role functionality is quite extensive, which in Moodle consists of an equivalent or higher level of access an Instructor has at the course level, plus category (eg. faculty/school) level access that allows them to work across courses. TELT Administrators also work heavily in MyUNSW within the Learning Management tab, where they create courses and assign staff enrolments.
More information about course administration can be found in Moodle Course Administration page.
TELT Administrators can see courses in their faculty/ school even though they are not enrolled in those courses. They can see and access activities and resources, even though they are hidden from students. They can also use functions such as "Switch role" and "Login as".
Switch Role View
TELT Administrators can view courses within their category as a generic student/instructor would see them by using the 'switch role' functionality. This is particularly useful when helping Instructors to build a course to ensure it comes out as desired. Switch role is a very useful tool, but is not always a perfect representation of what students will see. Individual students may see something different due to their personal circumstances, and some tools (typically external tools) may not work well with switch role.
Click 'Get Started' to view the step-by-step guide.
Log In As View
TELT Administrators can view their own courses as a specific student/instructor would see it by using the 'log-in-as' functionality. This is particularly useful when helping a student or instructor with a query. Due to a security vulnerability identified in April 2019, the Log-In-As view is no longer as reliable as it once was. For additional information, please visit our Log-in-as Reliability page.
Click 'Get Started' to view the step-by-step guide.
Assign the Question Sharer role
TELT Administrators can assign the Question Sharer role to users. This role allows users to share questions on category level. Once they have Question Sharer role, staff members can access different categories when they go to the Question bank and click on Select a category dropdown.
Click 'Get Started' to view the step-by-step guide.
Instructor role
The instructor role is the primary role for building course and delivering activities for learning and teaching at UNSW. Instructors have access to most features and functions in a course, allowing them to perform design, development, teaching and maintenance tasks, including course backup and rollover. Instructors can also use "Switch role" and "Log In As" functionalities.
The instructor role is not permitted to:
- Create courses
- Enrol users (e.g. staff/students/guests) in a course. If they are academic staff they can, however, add staff to a course in myUNSW. Follow these instructions.
- For permission (in both myUNSW and Moodle) apply to Academic Administration. Your Head of School or Associate Dean, Education, will have to sign off on your application.
- Change imported course data that comes from the Student/People Information Management Systems (SIMS/PIMS)
- Restore a copy of a course with all the staff/student enrolments.
Teaching Assistant, Grading Tutor and Non-Grading Tutor roles
The Teaching Assistant and Tutor roles are given to staff who assist Instructors with delivering a course, but do not need the full permissions to a course that Instructor(s) need. The roles are roughly intended for these purposes:
- Teaching Assistant - A high powered role, which shares most permissions of the Instructor and can grade students at the gradebook level.
- Grading Tutor - A role provided to staff who assist student learning and who grade students at the activity level.
- Non-Grading Tutor - A role provided to staff who assist student learning but does not grade students.
Teaching Assistant
Teaching Assistants have similar privileges to Instructors, but they cannot:
- control course availability
- perform course rollover tasks
They have full access to all functions within the course files area, including deletion of files. They also have access to the Moodle Gradebook.
Grading Tutor
Grading Tutors have permissions within Moodle as follows:
- No Turn editing on button displays to them, so they may not edit resources, activities etc.
- In the Gradebook, they can use the Separate Groups filter to view the grades for the entire class or for individual groups. That is, they are not restricted to viewing only the student records in the group they have been added to themselves, but can see all student records in all groups.
- They can access to all student submissions, not just those of their own group. They can filter the view by selecting a group from the Separate Groups drop-down list and see submissions by all students in that group.
- They can grade assignments for all groups. However, if you set up students in groups and make the assignments group assignments, Grading Tutors can filter the list of submissions by their group and grade only the assignment submissions for their group.
- They cannot edit the Gradebook. Grading Tutors can only grade assignments using the View/grade all submissions link on the assignment grading page - they cannot perform any grade administration.
- They cannot log in as any another user.
- Can see the full list of students and staff in the Participants list.
Non-Grading Tutor
Non-Grading Tutors can access all content and use most tools in the same way as students.
They cannot edit course content, however, and they have no grading capabilities.
Summary Table of Teaching Assistant and Tutor permissions
Role | Turn Editing On | View Gradebook | Edit Gradebook | Re-grade Quizzes | Grade Moodle Assignments | Grade Turnitin Assignments | Rate Forums |
Teaching Assistant | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
Grading Tutor | No | Yes | No | Yes | Yes | Yes | Yes |
Non-Grading Tutor | No | No | No | No | No | No | No |
To grade an assignment, a Grading Tutor clicks the assignment's heading link in the Gradebook, or accesses the assignment’s Grading summary page using the assignment link on the course home page.
Click 'Get Started' to view the step-by-step guide.
A Non-Grading Tutor can only access the assignment’s grades by going to the assignment page and clicking View all submissions. They cannot access Grades tab.
A Grading Tutor can override quiz grades in exactly the same way as Instructor or Teaching Assistant can - the only difference is that, because a Grading Tutor cannot edit the Gradebook, they cannot change the quiz grade just by changing the total in the gradebook. To re-grade a quiz, an Instructor, a Teaching Assistant or a Grading Tutor must click the quiz link from inside the Grader report. A Non-Grading tutor cannot view the Grader report, so they cannot re-grade a quiz.
Student role
Students have access to all the features and functions they need to complete their learning activities in a course. They will not see the course if the course is hidden by the instructor, also if they are not enrolled in that course. Students also cannot see activities in the course that are hidden from them, or restricted to different groups that they do not belong to. Students can only see their own grades, and only those that are not hidden by the instructor. Students can see the Participants list of the courses they are enrolled in. All student enrolment is done through MyUNSW.
Auditor role
An Auditor has access to Moodle content and most tools, but can only do so in read-only mode. Auditor typically does not gain access to plugin services, like UNSW Lecture Recordings+, Turnitin or theBox, they also cannot see assignment activities, nor access gradebook. This role is designed to give limited, "read-only" access to courses.
For more information and comparison of Auditor and Guest access, please check the FAQ section.
Auditor (Student) role
This role typically allows postgraduate students access to courses that they are not enrolled in but that contain information their supervisors consider vital to their studies.
The student auditor role can be provisioned upon request to the PVCESE LMS&I team, by a TELT Administrator contacting the [email protected] mailbox.
Access is commonly approved in the following two scenarios:
- Where a higher degree by research student requires access to a course that is directly linked to their current research and such access has been approved by the student’s supervisor and the course convenor.
- Where a student requires access to a course they have already attempted in order to prepare for a supplementary exam. Such access would normally only be granted if the student originally attempted the course no longer than a year prior and failed to meet the minimum requirement due to illness or misadventure.
An auditor has access to content and most tools in Moodle but only in a read-only mode. Auditors typically do not have access to plugin services like Turnitin, Lecture Recordings +, Leganto, etc. They also cannot see Assignment activity, participate in forums (but can view them), attempt the quiz (only preview).
Guest role
Guest access can now be enabled for non-award courses.
Enabling guest access allows users external to UNSW to view your course materials within Moodle. These users will access content anonymously but will not be able to participate in activities that require an identity within Moodle. For example: Assignment submissions and Forum posts.
Guest access for courses require approval from the Head of Organisational Unit.
You can request guest access to be added to new or existing courses by completing the online Moodle Guest Access Course Request form. Requests will be processed within 48 business hours.
Comparison of Auditor and Guest Access
Guest |
|
Student Auditor |
|
Staff Auditor |
||||||
---|---|---|---|---|---|---|---|---|---|---|
View |
Interact |
|
View |
Interact |
|
View |
Interact |
|||
Resources | ||||||||||
Book | Yes | Yes | Yes | Yes | Yes | Yes | ||||
File | Yes | Yes | Yes | Yes | Yes | Yes | ||||
Folder | Yes | Yes | Yes | Yes | Yes | Yes | ||||
IMS Package | Yes | Yes | Yes | Yes | Yes | Yes | ||||
Lightbox Gallery | Yes | Yes | Yes | Yes | Yes | Yes | ||||
Page | Yes | Yes | Yes | Yes | Yes | Yes | ||||
URL | Yes | Yes | Yes | Yes | Yes | Yes | ||||
Activities | ||||||||||
Open Forum | Yes | No | Discussions, topics and posts are visible but posting is not allowed | Yes | No | Discussions, topics and posts are visible but posting is not allowed | Yes | No | Discussions, topics and posts are visible but posting is not allowed | |
Assignment | Yes | No | Guest can view instructions but cannot submit to assignment | No | No | Auditor cannot view assignment | No | No | Staff auditor cannot view assignment | |
Attendance | No | No | Guest cannot view attendance | No | No | Auditor cannot view attendance | No | No | Staff auditor cannot view attendance | |
Blackboard Collaborate Ultra | Yes | Partial |
Only a single Guest can join sessions as a guest user. Other guests must use a guest access url |
No | No | Auditor cannot view Blackboard Collaborate Ultra | Yes | Yes | Staff auditor can join sessions | |
Certificate | No | No | Guest cannot view certificate | No | No | Auditor cannot view certificate | No | No | Staff auditor cannot view certificate | |
Chat | No | No | Guest can access link but cannot view chat | Yes | No | Auditor can access link but cannot view chat | Yes | No | Staff auditor can access link but cannot view chat | |
Choice | Yes | No | Guest can see results but cannot vote | Yes | No | Auditor can see results but cannot vote | Yes | No | Staff auditor can see results but cannot vote | |
Database | Yes | No | Guest can view database entries but cannot edit database | No | No |
Auditor cannot view database |
No | No | Staff auditor cannot view database | |
Dialogue | Yes | No | Guest can view dialogue activity but cannot start a conversation | Yes | No | Auditor can view dialogue activity but cannot start a conversation | Yes | No | Staff auditor can view dialogue activity but cannot start a conversation | |
Feedback | Yes | No | Guest can preview questions but cannot answer | Yes | No | Auditor can preview questions but cannot answer | Yes | No | Staff auditor can preview questions but cannot answer | |
Forum | Yes | No | Discussions, topics and posts are visible but posting is not allowed | Yes | No | Discussions, topics and posts are visible but posting is not allowed | Yes | No | Discussions, topics and posts are visible but posting is not allowed | |
Glossary | Yes | No | Guest can view but cannot contribute to glossary | Yes | No | Auditor can view but cannot contribute to glossary | No | No | Staff auditor cannot view glossary | |
Group Selection | Yes | No | Guest can see group names but not group members | Yes | Yes | Auditor cannot see group members but can enrol themselves into a group | Yes | Yes | Staff auditor cannot see group members but can enrol themselves into a group | |
H5P | Yes | Yes | Attempts will not be tracked | Yes | Yes | Attempts will not be tracked | Yes | Yes | Attempts will not be tracked | |
Lecture Recordings + | Yes | No | Guest can access link but cannot enter Lecture Recordings + | No | No | Auditor cannot view Lecture Recordings + | Yes | Yes | Staff auditor can access content on Lecture Recordings + | |
Lesson | Yes | Yes | Statistics not recorded | Yes | Yes | Statistics are recorded | Yes | Yes | Statistics are recorded | |
Media Collection | Yes | Yes | Guest can add comments to media as user "Guest" | Yes | Yes | Auditor can add comments to media as themselves | Yes | Yes | Staff auditor can add comments to media as themselves | |
Media Collection Assignment | Yes | No | Guest can add gallery but cannot submit assignment | Yes | No | Auditor can add gallery but cannot submit assignment | Yes | No | Auditor can add gallery but cannot submit assignment | |
OU Blog | No | No | Guest cannot view OU Blog | Yes | No | Auditor can view blog posts but cannot post | Yes | No | Staff auditor can view blog posts but cannot post | |
OU Wiki | No | No | Guest cannot view OU Wiki | No | No | Auditor cannot view OU Wiki | No | No | Staff auditor cannot view OU Wiki | |
Questionnaire | No | No | Guest cannot view questionnaire | Yes | No | Auditor can access link but cannot complete questionnaire | Yes | No | Staff auditor can access link but cannot complete questionnaire | |
Quiz | Yes | No | Guest can access link but cannot complete quiz | Yes | No | Auditor can only preview the quiz and view their past preview attempts | Yes | No | Staff auditor can only preview the quiz and view their past preview attempts | |
Scheduler | Yes | No | Guest can access link but cannot view scheduler | Yes | No | Auditor can access link but cannot view scheduler | Yes | No | Staff auditor can access link but cannot view scheduler | |
SCORM | Yes | Yes | Guest can complete SCORM but no grade passes to the gradebook | Yes | Yes | Auditor can complete SCORM but no grade passes to the gradebook | Yes | Yes | Staff auditor can complete SCORM but no grade passes to the gradebook | |
Teambuilder | Yes | No | Guest can access link but redirects to the login page | Yes | No | Auditor can access link but cannot view Teambuilder | Yes | No | Staff auditor can access link but cannot view Teambuilder | |
Turnitin Assignment | Yes | No | Guest can access link but cannot view Tii assignment | No | No | Auditor cannot view Tii assignment | No | No | Staff auditor cannot view Tii assignment | |
Wiki | Yes | No | Guest can view wiki but cannot add content | Yes | No | Auditor can view wiki but cannot add content | Yes | No | Staff auditor can view wiki but cannot add content | |
UNSW Workshop | Yes | No | Guest can access workshop but cannot make any changes | Yes | No | Auditor can access workshop but cannot make any changes | No | No | Staff auditor cannot view UNSW Workshop | |
External Tools | ||||||||||
Virtuala | Yes | Yes | Guest can access link and use login page | No | No | Auditor cannot view Virtuala | Yes | Yes | Staff auditor can access link and use login page | |
Student Survey | Yes | N/A | Guest can access link | No | No | Auditor cannot view student survey | Yes | N/A | Staff auditor can access link | |
Leganto | Yes | N/A | Guest can access link | No | No | Auditor cannot view Leganto | Yes | N/A | Staff auditor can access link | |
VoiceThread | Yes | No | Guest can access link but cannot view VoiceThread | No | No | Auditor cannot view VoiceThread | Yes | Yes | Staff auditor can view VoiceThread |
Who can grant access to the academic who just joined the faculty?
Academics first point of contact should be their faculty/school who are able to assist them in getting access to Moodle courses. The faculty TELT admin will then be able to set up their Moodle role etc. FAculty contacts can be found on ETS Support page.