ELIS 1.9 Manual

ELIS Data Hub

Batch Import of Enrollment Information

Enrollment in Moodle and ELIS is dependant on the context. If a user is enrolled as a student in a course, then they are give the role called 'student' - with permissions that are set for that role in Moodle's roles administration area, in the context of a course. A teacher could also be enrolled in a course - in this case they are given the role of teacher (with the permissions that are set for that role), in the context of a given course. In ELIS, we extend the roles concept to include ELIS Curricula, Courses, Tracks, and Classes, though users can not be assigned to roles on the ELIS roles tabs with ELIS Data Hub.

ELIS Data Hub enables you to enroll/unenroll student users and instructors in classes and tracks. The most common types of enrollment are for students or learners and teachers or instructors.

When assigning users to classes, you can configure ELIS to automatically assign the users to a role in the linked Moodle course as well. To set the roles go to the Curriculum Administration block > Admin > Configuration and then scroll to the "Enrollment role sync settings" section.
  1. In the example, any student user enrolled in any ELIS class will be automatically assigned the student role in the linked Moodle course.
  2. In the example, any instructor assigned to an ELIS class will be automatically assigned the teacher role in the linked Moodle course.
Enrollment sync setting

The properties that can be set via the enroll.csv file are listed below:

user_idnumber: The idnumber for the user - as the idnumber is the key identifier that all user data is tied to, you can't update it, only create it.

enrolmenttime: the time for the enrollment in question - e.g. if you are enrolling a user via the csv file, and need to set a different enrollment time than the current time.

completetime: The time/date that the user completed the curriculum - used when importing completion data from another system.

completestatusid: The completion status for the user - this can be set to 0,1,2, with 0 = incomplete, 1 = fail, and 2 = pass.

grade: The grade a user earned for the enrollment (if they earned one).

credits: The credits a user earned for the enrollment (if they earned any).

locked: Is the enrollment locked (if it is locked, then the grade can't be changed unless by administrator over ride). The values for this field are 0 for unlocked, and 1 for locked.

role: Enter the role the enrollment gives the specified user in the specified context (classes or tracks). Users can only be enrolled/unenrolled as student users and instructors, e.g., enter "student" or "instructor" for this field.

context: The context in which the enrollment occurs, e.g. user A is enrolled as an instructor in class B, etc.

The names of values in the enroll.csv file can be set in the Enrollment properties map table as below:

Data Hub Enrollment tab
  1. Enroll.csv is the name of the file.
  2. The names of the different properties can be set in the mapping table - for example if your system's data export calls a locked record a "frozen" record, you can map the Data Hub property "locked" to "frozen".

The required fields for enrollments are:
  • context
  • user_idnumber
  • role
  • execute/action - the available actions are enroll and unenroll.

Example file:
Sample enroll file for ELIS Data Hub

In the example above, 3 users are being enrolled and one user is being unenrolled. The first user is being enrolled as a student in a class, this assigns them to the Enrollments tab in the class. The second user is being unenrolled as a student in the same class. The third user is being enrolled as an instructor in the class, instructors are located on the Instructors tab of the class. The fourth user is being enrolled in a track, if the classes of the track are set to auto-enroll then the user will be enrolled in the classes of the track as well. Users assigned to tracks can be located on the Users tab.
  1. The 'enroll' action tells ELIS what you want to do with the user - enroll them or unenroll them. Use unenroll carefully, as it will remove all historical student data for the user from ELIS reports, etc.
  2. The username and idnumber tell ELIS which users to act on - these also are show in the log reports.
  3. The role is the Moodle shortname for the role you would like to give the user in the context.
  4. The context is a little complicated - there are 2 contexts you could enroll a user in: class and track. To tell ELIS the specific place you would like to put the user, you need to tell it first what kind of place, e.g. class or track and then tell it the idnumber of the specific class or track. To do this we put the type of context first, then an underscore, then the idnumber for the class or track.
Select this link to download the sample enrollment file shown above.