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Moodle Policy

Policy Statement
Moodle is Beloit College's supported Learning Management System (LMS). Moodle resources are available to all Beloit College faculty, students and staff to be used for College-related purposes.

Reason For Policy
The Moodle Policy defines requirements and practices related to Moodle accounts, courses, and data.

Who Should Know This Policy
This policy affects all users of Moodle and Moodle Groups. This includes Students, Faculty, and Staff at Beloit College.

Questions about this policy can be directed to the Moodle Administrator at

Who can have an account?
Moodle and Moodle Groups accounts are available for all faculty, students and staff at Beloit College. If individuals who don't have a account need access to Moodle courses, Guest access may be granted to the course by the instructor or the Moodle Administrator can manually create a user account with the approval of the Director of Library and Archives.  Faculty and staff accounts will be confirmed by the Human Resources office and student accounts will be confirmed by the Registrar.

What is the account format?
To ensure a secure and consistent environment, Moodle usernames and passwords will be the same as the College network username and password.

Termination of accounts
Beloit Information Technology Services (BITS) will terminate accounts as directed by Human Resources (for faculty/staff) and the Registrar (for students).  If a course facilitator's account is terminated, BITS will contact the necessary department to find out who the new assigned facilitator should be. Termination of an account also removes associated course user data.

We have two separate instances of Moodle:

  • Moodle [for all academic courses]
  • Moodle Groups [for all administrative courses (committees, reading groups, etc.)]

A new Moodle instance will be created for each academic year. A new Moodle instance will be created for each academic year. Each year consists of a three term cycle: summer, fall, and spring. New Moodle instances will be created over the winter break of the preceding academic year e.g. Moodle for 2015-16 will be created over winter break 2014-15. The new instance will be made available in March of the spring semester preceding a new academic year. The name/web address for each instance will include the academic year in the following format: current Moodle instance will always be found at Information Technology will create a redirect from * to the current Moodle instance shortly after Commencement.

Who can request a course?
It is not necessary to request academic courses as they are created automatically in Moodle through an integration between JICS (the Portal) and Moodle. Any student, faculty, or staff member at Beloit College may request a course in Moodle Groups if it is related to official college business.  This includes Clubs, Committees, Groups, etc.  Courses will not be created for non-Beloit College users.

How are courses created?
Academic courses and course enrollments are created automatically in Moodle through an integration between JICS (the Portal) and Moodle. New courses are generally added to Moodle after Advising week.Courses in Moodle Groups are created on a per-request basis. The Moodle Administrator will process course requests as received.  Courses will generally be set up within one working day of the request.

How are courses named?

  • Academic courses are suffixed with the semester in which they are taught, if applicable
  • Academic courses are named with this format: Department Number.Section Title SemesterYYYY (ENGL 301.01 Medieval Literature FA2010)
  • The course name for an academic course is matched to the College's course catalog
  • Course in Moodle Groups will be named as needed based upon the request.

How are Moodle (academic) courses archived/deleted?
Courses are archived by instance. The current Moodle instance will always be found at Beloit Information Technology Services (BITS) creates a redirect from to the current Moodle instance shortly after commencement.  Once this is done, a link to the passing Moodle instance will be posted on the Moodle Archive page. BITS will keep two years of Moodle instances available for access: the current academic year and an archive of the previous academic year.

Additionally, a new Moodle instance for the upcoming academic year will be made accessible in March of the spring semester preceding a new academic year. A Moodle academic year includes summer, fall and spring terms. In December of each calendar year, the Moodle instance from 2 years prior will be shut down. See the chart for a depiction of how the schedule will operate.

Moodle Instance Creation and Decommissioning Cycle

2015-16 2016-17 2017-18 2018-19 2019-20
December 2017 Shut down Archived & Accessible Current & Accessible
March 2018 Archived & Accessible Current & Accessible New & Accessible
December 2018 Shutdown Archived & Accessible Current & Accessible
March 2019 Archived & Accessible Current & Accessible New & Accessible

All archived and accessible instances will be kept behind our firewall for increased security. Anyone needing to access an archived instance from off-campus will need to use a VPN client to access that instance. Please contact Beloit College Information Technology Services (BITS)  for questions regarding this.

How are Moodle Groups (administrative) courses archived/deleted?
Administrative courses will be archived on an as needed or requested basis. The Moodle Administrator will collaborate with the person(s) responsible for the course to determine an appropriate timeline. Courses may be archived and/or deleted at anytime at the request of the person(s) responsible for the course.

Course Access
Course instructors are responsible for granting student and guest access to their course(s) if they choose to do so. Instructions for doing so can be found in the Moodle Help course. Instructors are also responsible for deciding what additional roles (Instructor/Facilitator, TA, Librarian) are given access to their course. Instructions for setting these roles can be found in the Moodle Help course.

Backup and Restore
Data on the Moodle server are backed up on a routine basis. Instructors may not store copies of courses on the server as backups. If the instructors/facilitators wish to maintain a copy on their computers, they should download any backup files they create from the Moodle server, either within the Moodle or Moodle Groups instances, and then delete the backup files from the server. The Moodle administrator will provide documentation/training to course instructors/facilitators who would like to back up their course data to their computer.
If data needs to be restored and falls within the maximum file upload limit, the course instructors/facilitators will be responsible for restoring that content. The Moodle Administrator will provide documentation/training for doing so. If the backup file is larger than the upload limit, the Moodle Administrator will be responsible for completing the restoration.

FERPA, Copyright & Licensing
Instructors and students using Moodle are responsible for ensuring that all materials uploaded comply with copyright law and FERPA (Family Educational Rights and Privacy Act) requirements. If you have questions about copyright, please see our Copyright and Filesharing page and Copyright FAQ’s.Keeping full document copies in a course after the semester is complete may violate copyright law.  Licensing restrictions for some journals require that all copies be removed from online courses at the end of the semester; therefore we strongly recommend that all full text copies be removed from courses at the end of every semester.

Upgrades and Plug-Ins
The Moodle Administrator will watch for and review new releases of Moodle and will maintain a list of requests from faculty, students and staff. Upgrades and plug-ins will initially be loaded into a test environment where they will be tested. Once an enhancement is deemed acceptable for the production environment, the Moodle Administrator will load the plugin into the live instance of Moodle.