Requesting a course site on Moodle (CCLE)

This article explains how to request a course site on the Moodle (CCLE) Shared Server.

For information on other types of sites on Moodle (CCLE), refer to this article: http://kb.ucla.edu/articles/site-types-on-cclemoodle or visit http://ccle.ucla.edu/about/sites.html.

There are two requirements for requesting an official course website on the CCLE/Moodle Shared Server:

  1. The course must have an official SRS number assigned to it by the Registrar. Consult the home department for the course, or refer to this article to locate the course SRS number from the Schedule of Classes: http://kb.ucla.edu/articles/finding-the-correct-srs—for-course-creation-requests
  2. The home department or unit for the instructor of record must be one which has opted into CCLE/Moodle and has agreed to support the use of CCLE/Moodle for instructional sites. For updates on current CCLE/Moodle member groups, consult http://ccle.ucla.edu/about/participateList.html.

Requests trigger an email to Harsh Desai (and Akash Haswani, as backup), who manually initiates the course build process once daily, in the afternoon. We are purposely maintaining human moderation of requests unless and until everyone feels that we no longer need human moderation (and the servers can handle on-the-spot course builds). Requests are built every 24 hours except on weekends.

How to request an individual course site on CCLE/Moodle

  1. Log into the CCLE Course Requestor <http://ccle.ucla.edu/course_requestor.php>. This form is currently restricted to approved local support staff. If you are providing local support, ask the lead support contact in your unit to submit your name to the list, or email ccle@ucla.edu to request access.
  2. The default view is for requesting an individual course site. If you don’t see this view, click “Build Individual Courses”.
  3. Specify the Term and input the SRS number for the course you want. If you don’t know the SRS number, check it up in the Registrar’s Schedule of Classes. Here is a KB article on how to locate the correct SRS# for your course: http://www.kb.ucla.edu/articles/finding-the-correct-srs—for-course-creation-requests.
  4. Click “Continue”.
  5. In the individual course listing, you’ll be able to verify the instructor(s) name(s) and the home department. Next to “Course” you are given what will become the course “Short Name”, which becomes part of the course URL. It is best not to edit this!
  6. Preview: By default, the Course Requestor assumes you want Live course sites to which enrolled students will automatically have access. If the instructor prefers, you can check “Yes” to make this a Preview site which the instructor can work on or test without any student access. Refer to this article for more information on Preview sites: http://kb.ucla.edu/articles/site-types-on-cclemoodle
  7. Contact: The only way to be notified when the course is built is to input an email address in “Contact”.
  8. (Optional) Crosslist: If the requested course is crosslisted with other courses, check “Yes” for “Crosslist”, and then put down the SRS# for each course to be joined with the requested one. You can specify up to five aliases for each course. (Courses to be crosslisted are called aliases.) Should any class website have already been built on CCLE for an alias, complete the current request procedure excluding that alias and then manually crosslist all the courses following the instruction for “How to crosslist two already existing courses on CCLE”.
    If the requested course is officially crosslisted with another course in the Registrar’s database, it will display with a default setting of “Yes” for crosslisting to the requested site. If you don’t want to join those sites, click “No” and uncheck the box next to the Short Name and SRS number for the crosslisted course. If you want another alias added to this course, complete the the current request procedure, and then follow the instructions for “How to add crosslists to a course that is waiting in queue to be built”.
  9. (Optional) Migrate Quiz, Migrate Files: Please ignore these settings as they are not operational at this time.
  10. Click “Submit Course” to submit your request. The Course Requestor will email the Contact email address you specified confirming the request, and will email again when the site is built.

How to add crosslists to a course that is waiting in queue to be built

  1. Should any class website have already been built on CCLE for any of the crosslisted courses, wait till all the courses have been built and then follow the instructions for “How to crosslist two already existing courses on CCLE”.
  2. Log into the CCLE Course Requestor <http://ccle.ucla.edu/course_requestor.php>. This form is currently restricted to approved by local support staff. If you are providing local support, ask the lead support contact in your unit to submit your name to the list, or email ccle@ucla.edu to request access.
  3. Click “Add Crosslist”.
  4. Select the term for the course.
  5. On the drop-down menu for the “To be built” courses, select the course under concern.
  6. In the “ADD ALIASES” area, put down the SRS# for each course to be joined with the chosen course. If you don’t know the SRS number, check it up in the Registrar’s Schedule of Classes. Here is a KB article on how to locate the correct SRS# for your course: http://www.kb.ucla.edu/articles/finding-the-correct-srs—for-course-creation-requests.
  7. Click “InsertAliases”.

How to add crosslists to a course that has already been built

  1. Request individual course websites built for each of the aliases following the instructions for “How to request an individual course site on CCLE/Moodle”.
  2. Manually crosslist all the courses following the instructions for “How to crosslist two already existing courses on CCLE”.

How to crosslist two already existing courses on CCLE

  1. Manually crosslist the courses following the instructions here: “http://kb.ucla.edu/articles/how-to-crosslist-two-already-existing-courses-on-ccle”:http://kb.ucla.edu/articles/how-to-crosslist-two-already-existing-courses-on-ccle.
  2. Import any pre-existing course materials on the child courses to the meta course using the CCLE/Moodle function of “Import” (see instructions “here”: http://kb.ucla.edu/articles/import-resourcesactivities-from-one-moodle-site-to-another) or “backup/restore” (see instructions “here”: http://kb.ucla.edu/articles/backuprestore-a-moodle-course).

How to request course sites for an entire department or subject area

  1. Log into the CCLE Course Requestor <http://ccle.ucla.edu/course_requestor.php>. This form is currently restricted to approved local support staff. If you are providing local support, ask the lead support contact in your unit to submit your name to the list, or email ccle@ucla.edu to request access.
  2. Click “Build Entire Department”.
  3. Select the Term and Subject Area, and then click “View Department”.
  4. The Course Reqeustor assumes you want to build all courses listed. Uncheck the “Build” checkbox for any course you don’t want built.
  5. Contact: The only way to be notified when the course is built is to input an email address in “Departmental Contact”.
  6. Note that any modification to an existing course will be ignored.
  7. Crosslisting: You can specify that any course be crosslisted or joined with any other course in the same term by inputting the SRS number in the corresponding “CROSSLISTED WITH” field. You can specify up to three aliases for each course. Note that the aliases will not appear as separate courses, but will be listed together with the host course in the CCLE Courses listings. Please remember to uncheck “Build” for the aliases on this list. Should any class website have already been built for the alias, do not put in its SRS number in the alias field. You should wait till all the individual courses have been built, and then manually crosslist the courses following the instruction for “How to crosslist two already existing courses on CCLE”.
  8. Check “Build Department as Preview” if you want these sites to be Preview sites rather than Live sites. Refer to this article for information on Preview sites: http://kb.ucla.edu/articles/site-types-on-cclemoodle
  9. When you’re ready to submit the request, click “Build Department”. The Course Requestor will email the Contact email address you specified confirming the request, and will email again when the sites are built.

How to see a summary of all Live Courses, all Preview Courses, and all Courses to be Built

  1. View Live Courses: Lists all Live courses (actively used for a course by instructors and students) for the specified term and subject area (or all areas). Provides a way to change a Live course to Preview by clicking the “Make Preview” button next to the relevant course.
  2. View Courses to be built: Lists all courses requested but not yet in the process of being built, for the given term and subject area (or all areas). Provides a way to delete a requested course from the queue by clicking the Delete button.
  3. View Preview Courses: Lists all Preview courses for the given term and Subject area (or all areas). Provides a way to convert a Preview course to a Live course by clicking the “Make Live” button next to the relevant course.

How to convert a Preview Site to a Live Site (and vice versa)

  1. Preview to Live: Log into the CCLE Course Requestor <http://ccle.ucla.edu/course_requestor.php>. Specify the term and subject area, and click “View Preview courses” to see the listing. Find the course that is to be changed, and click “Make Live” to convert it to a Live site. This will unhide the course in the Courses listings, enable enrolled students’ access to the course site, and link the course site from the MyUCLA and Registrar’s Schedule of Classes links.
  2. Live to Preview: Log into the CCLE Course Requestor <http://ccle.ucla.edu/course_requestor.php>. Specify the term and subject area, and click “View Live courses” to see the listing. Find the course that is to be changed, and click “Make Preview” to convert it to a Preview site. This will hide the course in the Courses listings, disable enrolled students’ access to the course site, and remove the link to the course site from the MyUCLA and Registrar’s Schedule of Classes links.