Instructors and Managers can choose from multiple enrollment methods to grant users access to a CLE course. The enrollment methods described in this document can be applied to any course in the CLE. All enrollment methods require users to log in with a UCSF MyAccess account, with one exception; Guest access, which only grants partial access to course materials.
Availability: Regardless of the enrollment method(s) applied, CLE courses are hidden from students by default. To grant students access to your course after they are enrolled, navigate to the Administration block, choose Edit Settings, and make sure the Visible drop-down is set to Show.
Resources: Click the tabs above to learn more about each enrollment method.
Student Information System (SIS) Enrollment
SIS enrollment provides a simple way for student enrollment to be automatically synchronized between the UCSF Registrar’s office and a CLE course. SIS is the preferred enrollment method for academic courses where students register by filing a study list. SIS enrollment cannot be configured for collaboration or non-academic spaces. SIS enrollment is setup by Category Managers. If your course does not have a Category Manager or you don’t know who your Category Manager is, please contact Learning Tech Support.
SIS enrollment instructions:
- Log in to the CLE (cle.ucsf.edu).
- Go to the CLE course where you would like to set up SIS enrollment.
- Go to Administration block > Users > Enrollment methods
- Select UCSF Student Information System enrollments from Add methods (screenshot)
- Select the term/quarter then choose the subject and the course (screenshot)
- Select the role that these news users should have (mostly likely the Student role)
- Click the Add method button.
After SIS Enrollment has been configured, students will automatically be added to the CLE course. Every hour, the CLE synchronizes with the Registrar’s Office. At that time, any students who have been added to the course through the Registrar’s office will automatically be placed in the CLE course, and any students who have been dropped from the course through the Registrar’s office will be removed from the CLE course.
Users who are enrolled with the SIS enrollment method cannot be manually removed from the CLE course. Instead, the student must update their study list through the Registrar’s Office, and then the CLE will reflect that change automatically within the hour.
When a student drops a course, or is otherwise un-enrolled via the Registrar’s Office, they are not completely removed from the corresponding CLE course(s). Instead, their enrollment status is tagged as “suspended.” The student loses access to the course, but course editors can still view that student’s grade history.
To view suspended users in a course:
- To view suspended students on the Grader report page of the gradebook, you must first change the following setting:
Another way to add users to a CLE course is using manual enrollment. Manual enrollment is commonly used to provide faculty and/or staff members with editing access to academic courses, and to provide access to leaders and members of collaboration spaces. It is not frequently used for student enrollment in academic courses, as SIS enrollment is the preferred enrollment method for academic courses.
To manually enroll a user in a CLE course:
- Log in to the CLE (cle.ucsf.edu).
- Go to the CLE course where you would like to enroll users.
- From the Administration block, click Users and then Enrolled Users.
- On the Enrolled Users page, click the Enroll users button in the top-right of the page.
- On the Enroll users pop-up window, first select the role you would like to assign to the user from the Assign role drop-down menu. Click to learn more about CLE Roles.
- Type the person’s first and last name or email address into the Search box and click Search.
- Find the user you want to enroll in the list that appears, and click the Enroll button next to their name.
- To manually enroll more users, repeat these steps again, once for each person you want to manually enroll.
- When you are finished manually enrolling users, click the Finish enrolling users button to save the enrollment changes and return to the Enroll users page.
Watch the short video below showing the manual enrollment process in a CLE course.
Enabling self enrollment in a course allows users who are logged into the CLE with a UCSF MyAccess account to enroll in a course without the intervention of an Instructor or Manager. If you enable self enrollment in a course, you may also choose to set an enrollment key (i.e. a password) that must be entered before self enrolling in the course.
When a student or participant first visits a CLE course with self enrollment configured, they will see the name of the course, the instructor and an Enroll me button. Clicking the Enroll me button will automatically add the student to the course based on how the Self Enrollment has been configured (see information below).
This method is frequently used for collaboration spaces, and for academic courses where students need access to course materials before they have officially enrolled via the Registrar’s office. By default, self enrollment is disabled in CLE courses.
To enable self enrollment in a CLE course:
- Log in to the CLE (cle.ucsf.edu).
- Navigate to your course and find the Administration block.
- Under Course administration, click Users link to expand and then click Enrollment methods.
- Next, click the Edit icon (gear symbol) to configure self enrollment settings for the course.
- From the Self Enrollment page, configure enrollment settings (click images to enlarge).
- After configuring the self enrollment settings, make sure to scroll to the bottom of the page and click Save changes.
- On the Enrollment methods page, click the Enable icon in the Self Enrollment row. The link will change from grey to black, indicating self enrollment has been enabled.
Instructors and Managers who wish to make their CLE course available to users who are NOT currently logged in to the CLE with a MyAccess account can enable Guest Access.
Guest Access allows public guests to view your course/space in a very limited way. Guest Access is disabled by default in CLE courses. If you do not wish to allow Guest Access, you do not need to take any action.
A guest is anyone who is not currently logged into the CLE with a MyAccess account. This includes members of the general public who do not have MyAccess accounts, as well as UCSF faculty, staff, or students who do have MyAccess accounts but are not currently logged in.
* Please note you may also request a Guest MyAccess account for guests that are not affiliated with UCSF, which will allow them to access the CLE. Guest MyAccess accounts are fee based and can be requested through the account sponsor in your department. If you are not sure who your account sponsor is, please email your request to firstname.lastname@example.org or call the IT Service Desk at 415-514-4100.
- See the front page of your course/space
- Read wikis and Forum postings
- View all documents, links, and calendar postings (unless restricted by Groupings)
- View user profiles
- Receive email from the CLE
- Submit assignments, forum posts, take quizzes or otherwise participate in activities
What should I consider before turning on Guest Access?
- If you enable Guest Access, consider placing a notification on the front page of your course and/or in your forum descriptions.
- Guest Access may be enabled or disabled by the Instructor/manager at any time.
- Enabling Guest Access without an enrollment key may allow your course materials to appear in internet searches.
- Be careful about enabling Guest Access in courses/spaces that contain copyrighted content, private student information, or other protected materials. Providing unrestricted access in these cases may make you, the instructor, liable for copyright infringement or other legal claims.
- Under no circumstances should PHI, or any information that could lead to the identification of a patient/client, be uploaded or posted in the CLE.
To enable Guest Access in a course:
- Log in to the CLE.
- Go to the CLE course where you would like to enable guest access.
- From the Administration block, click the Edit Settings link.
- On the Edit Settings page, scroll down to the Guest Access section.
- Set the Allow guest access drop-down menu to Yes. This opens the course to members of the general public (i.e. those who are not logged in).
- Optionally, you can enter a password, and only those members of the general public who have been given the password will be able to access your course materials. Note passwords are case-sensitive.
- Click the Save Changes button at the bottom of the page when you are finished.
What Are Cohorts?
Cohorts are a collection of users, or a group, that are created and maintained at the category level. These cohorts can be enrolled in any number of courses within that category. This makes bulk-enrollment easy, especially if you’re trying to enroll (for example) the entire SOM Class of 2017 into multiple courses.
It should be noted that SIS enrollment should always be your first choice for enrollment, and that cohorts or other methods are only used when SIS cannot work (non-academic courses, collaborative spaces, etc). Only users with the Category Manager and Cohort Manager role can manage cohorts.
Note: Cohort enrollment replaces the old CSV enrollment process, which is no longer available.
Creating a Cohort
- Navigate to the top-level of your group’s Category in the CLE (i.e. Courses > School of Dentistry).
- Click Cohorts from the Administration block. (screenshot)
- Click the Add button. (screenshot)
- Name the cohort and the click the Save changes button. (screenshot)
- In the Edit column, click the people icon to proceed to Assign cohort members page. (screenshot)
- Using the Potential users group (right side), Search for the participants and then click the Add button to include them in the cohort. (screenshot)
- If you need to remove a user, select them from the Current users group (left side), and then click the Remove button.
- Click the Back to cohorts button to finish.
Enrolling a Cohort in a Course (Syncing)
This method will enroll all users from the cohort into a CLE course, and keep them in sync.
- Navigate to the home page of a CLE course.
- Go to Administration block > User > Enrollment Methods (screenshot)
- Custom instance name can be left blank if you don’t need to name this specific enrollment instance.
- Select Cohort Sync from Add Method menu (screenshot)
- From the Cohort menu, select your cohort (the cohort must have already been created on your category page).
- Select from the Assign role menu (typically Student).
- Click Add method to enroll the cohort. (screenshot)
Note: To remove a user from a course that was enrolled with a cohort, you must edit the cohort at the category level. You cannot manually remove them inside the course. Thus, cohort sync is an all-or-nothing proposition. Meaning, if you enroll a cohort in more than one course, and then edit that cohort, that change will appear in all of the courses automatically.
Enrolling a Cohort in a Course (without Syncing)
This method will enroll users from a cohort into a CLE course, but no sync will be created or maintained with the original cohort. Therefore, updates to the cohort at the category level will not affect enrollment in the current course, and enrolled users can be added or removed manually on the course’s Enrolled users page.