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 firstname.lastname@example.org.
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 beloit.edu 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: https://moodley1y2.beloit.edu.The current Moodle instance will always be found at https://moodle.beloit.edu. Beloit Information Technology Services (BITS) will create a redirect from *moodle.beloit.edu 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?
The current Moodle instance will always be found at https://moodle.beloit.edu. A Moodle academic year includes summer, fall and spring terms. Courses are archived after the close of each term. Beloit Information Technology Services (BITS) creates a redirect from https://moodle.beloit.edu 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 maintain an archive of 3 years of Moodle courses, as well as providing immediate access to the most recent two years of Moodle instances — the current academic year and the immediately previous academic year. If you need materials from an archived course, create a School Dude ticket and the Moodle administrator will work with you to retrieve your course from the archives.The new Moodle instance for the upcoming academic year will be made accessible in March of the spring semester preceding the new academic year. 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
|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 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. 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.