Moodle Cross-enrollment

What is Cross-enrollment?

Cross-enrollment is combining different student Moodle populations into one single Moodle course for their instruction. It does not combine the students on the registration side. So for example, this does not allow Campus students to register for LSU Online courses.

Jump to:

• Setup - Mainframe
• Setup - Request Ticket
• Setup - Instructor Final Steps

Why Cross-enroll?

Instructors and departments choose to cross-enrolling to improve and simplify the teaching experience for the instructor. An instructor isn't having to bounce between multiple Moodles while remember what has been completed in each course. Also if a course has low enrollment traditionally the course would then not be offered and students would miss out or it can feel awkward for an instructor to teach to just a few students. Cross-enrolling provides a full class for the instructor and retains course offerings for students. It is also cost effective for the department. Cross-enrollment also ensures that all students experience the course the same. Many instructors and departments have found cross-enrollment helpful, but it is NOT mandatory. And can vary term to term.

Three Cross-enrollment Scenarios

Here are the three scenarios where a course can be cross-enrolled from most to least common:

• Campus students can join LSU Online students in an LSU Online Moodle course
• Campus students and LSU Online students can join microcred students in an LSU Continuing Education Moodle course
• LSU online students can join microcred students in an LSU Continuing Education Moodle course (without campus students)

Setup

To cross-enroll a campus course the course must be:

• listed as 100% web-based and
• offered during the same calendar period.
  (i.e., a full Fall semester 16-week course cannot cross-enroll into a First Fall LSU Online course nor can a Fall C session be cross-enrolled into a First Fall LSU Online course. Only a Fall B session can cross-enroll into a First Fall course.)
  
  
   

Setup - Mainframe

For LSU Campus course sections:

1. Enter the correct term. (see semester codes below)
2. Enter A for add.
3. Then designate the course as either being in the B or C session. (B is the first half and C is the second half)
4. Next for Delivery Method: put WB for web-based.
5. Then for Special Enrollment put W1 to designate the course as 100% web-based.
6. Finally, enter TBA as the meeting time. (100% online course will not have a set meeting time)
7. Hit Enter to save changes.
    

For LSU Online course sections:

1. Enter the correct term. (see semester codes below)
2. Enter A for add.
3. Next for Delivery Method: put WB for web-based.
4. Enter ONL in the first slot for special enrollment code to designate the course as LSU Online. Then enter W1 to designate the course as 100% web-based.
5. Finally, enter TBA as the meeting time. (100% online course will not have a set meeting time)
6. Hit Enter to save changes.
    

Click Image To Enlarge

Courses must have a Primary Instructor in Mainframe for a Moodle course to be created. We recommend using a placeholder if unable to enter the course instructor. If changes need to be made to the Primary Instructor on Mainframe within 30 days of the start of class please update your request ticket or reach out to the Faculty Technology Center prior to making the change to ensure no course content is lost and that instructors and students end up in the correct course.
 

Setup - Request Ticket

At any point prior to the course offering a cross-enrollment request ticket will need to be submitted. This can occur before the course is added to mainframe, however, it cannot be fulfilled until courses are created in Moodle. You must create a new ticket for each course.

1. Navigate to the ITS Self-Service Portal at itservice.lsu.edu. Login with your myLSU credentials by clicking on Sign In in the upper right corner.
2. Use the search bar at the top right to search for cross-enrollment or select Request a Service and navigate to Teaching & Learning>Moodle>Cross-enrollment.
3. Click Request Service on the right side to being the request form.
4. Your name and department info will auto-populate.
5. Optional: You can provide an alternative way to contact you other than your work email and office phone number.
6. Next for Additional Email to Notify select the Course Instructor or if the Course Instructor is completing the form select your course coordinator. This way both individuals will be on the ticket and notified of the request or any changes made. If the course instructor isn't in the system you may enter yourself as a placeholder.
7. Leave the Ticket Subject as it is.
8. Then specify when the cross-enrollment will occur. Which half of the term (i.e. first or second)? Which term (i.e. Fall, Spring, Summer)? What year?
9. Select what Moodle students will be moving FROM. This is often LSU A&M.
10. Provide the course's information. The Department code, course number, section number, and instructor’s name.
11. Then select what Moodle students will be moved TO for their instruction.
12. Then provide that course’s information. A new section will be created for the cross-enrolled students so no need to include a section number, but don’t forget the instructor’s name.
13. Use the Additional Information textbox if, for example:
    • a placeholder instructor was used for a course, or
    • if you are requesting Campus students and online students be moved in with microcred student in an LSU Continuing Education Moodle. For this, input the campus course information in the FROM fields and the microcred course information in the TO field and add the LSU Online course information in the Additional Information textbox.     

Reminder, this must be completed each term a course will be cross-enrolled.

Once you have submitted your ticket, those on the ticket, the course coordinator and the instructor, will receive a confirmation email with the request details. The next webpage will provide you an option to create another request of this type. So, if you need to make multiple requests you can do so from here.

If you would like to review your requests, click View Your Tickets in the Self-Service Portal. To update a ticket select it from the menu and click “comment” or simply reply to your confirmation email. See GROK 20387 for more information on How to View and Update Open Tickets.

Setup - Instructor Final Steps

About 2 weeks prior to the start of the term once cross-enrollment has processed and students are enrolled in the course, the course instructor will receive an email reminder to add a note to the Moodle course that will not be used for teaching and to confirm that the cross-enrollment took place.

Adding a note to the non-teaching courses is very important because those students only know the course will be 100% online. They will login to their normal Moodle account and navigate to their course looking for their class instruction.

Prior to the start of the term the course instructor:

1. Should click Edit Section in their non-teaching courses and leave a note such as
   "Attention MATH 1100 Students! This course will be taught in LSU Online Moodle. Please go to LSU Online MATH 1100 to log in and enter the course. Please note that all instruction will take place there. Bookmark your course page to bypass this message in the future." And be sure to add the LSU Online course URL or link in this message.
   
   
    
2. To verify that cross-enrollment processed, the instructor should navigate to their roster in the Moodle they will be teaching in and scan the group names. This example is LSU campus students joining Online students in LSU Online Moodle. Here you can see the LSU campus students are tagged with LSU at the front of their group name.