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 Left Menu > Participants 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. How do you know if the student is "officially" enrolled?

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. From the Left Menu, click on the Participants link.
    the enrollment methods link is highlighted within the settings block
  2. Click on the Enroll users button.
    the enroll users button is highlighted
  3. Type in the Search box the username (ex - tsmith).
  4. Click the users name from the list of Matching not enrolled users.
  5. Make sure the correct Assign role option is displayed from the pull-down list.
  6. Click on the Enroll users button.

Is the Student officially Enrolled?

If a student is taking the course for a grade, then students should NOT be enrolled via the Left Menu > Participants tool.

BUT - if you need the student to participate in your PolyLearn course now, then manually add them and check to make sure that the student has finished the add process to officially enroll for a grade.

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.

When you add a student, the Participation list will have additional icons ( edit gear/flower & trashcan) at the far right. When you roll the mouse over the ( i ) icon, the message will appear - "Manual enrollments".

manual enrollments

Once the student has officially enrolled, a second list will appear below. When you roll the mouse over the ( i ) icon, the message will appear - "Engine".

engine enrolled


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. NOTE: the Grader will appear for students in the Participants and as the Grader for the activity. The instructor can hide the Grader.
  • 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 or Editing roles

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

  1. From the Left Menu, click on the Participants link.
    the enrollment methods link is highlighted within the settings block
  2. Click on the pencil icon on the right of the users role.
    Screen image of changing user roles
  3. Click arrow to choose a role (Grader, TA, Course Builder, Student, Instructor), then click on the Role name.
    add role screen
  4. Click on the disk drive save icon to save.


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. From the Left Menu, click on the Participants link.
    the enrollment methods link is highlighted within the settings block
  2. From the Participation tool, click on the Activity Menu, then Enrollment methods.
  3. 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
  4. Click on the Delete or Select all, then click on the Delete all selected enrollments button.
    screen image of the delete link

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. From the Left Menu, click on the Participants link.
    On the right look for Active. Click on the (i) icon for more information.

engine image

Engine screen image


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. From the Left Menu, click on the Participants link.
    the enrollment methods link is highlighted within the settings block
  2. Click on the Activity Menu, then Enrollment methods.
  3. The page will list the current enrollment methods. To add a guest user, click on the eye icon to show the Guest access options. Then, click on the settings icon (on the right of the eye icon) to access the Guest enrollment settings.
    guest settings
  4. Choose the Yes option in the Allow guest access pull-down list.
  5. Scroll down to the bottom and click on the Save changes button.

How Users Access Your Course Shell as a Guest

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_2017-2018/course and search for your course ID.