Enrolling staff into spaces

This guide will demonstrate how to enrol people into VU Collaborate spaces in different roles.

The following are the steps for enrolling people:

• Check if you can enrol other teaching staff
• Access Classlist
• Add Participants
• Search Users
• Assign Role and Section
• Send Multiple User Roles
• Confirm Enrolment
• Change Enrolment

 

Step One: Check if you can enrol other teaching staff 

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You can enrol other staff members if you are a Block Key Academic, Block Instructor, Block Convenor, Instructor or Convenor. To see what access can be granted refer to the tables below, and to see what each role is able to do in a given space, see User Roles Explained.

 

Block Roles (4-weeks and 8-weeks blocks)

(*MS: Master space, *DS: Delivery space)

Roles that can enrol/add staff	Block Convenor	Block Key Academic	Block Instructor	Tutor	Space Reviewer	Guest Instructor
Block Convenor (in MS and DS)
Block Key Academic (in MS only)
Block Instructor (in DS only)

Block Convenors can also remove/unenroll staff in the Master Space and Delivery Space

Convenor and Instructor Roles (these roles should only be granted for 12-weeks semester mode)

(*MS: Master space, *DS: Delivery space)

Roles that can enrol/add staff	Convenor	Instructor	Tutor	Space Reviewer	Guest Instructor
Convenor (in MS and DS)
Instructor (in MS and DS)

If you would like to request higher access such as Block Convenor or Convenor, ensure that you're listed as Unit Convenor on CAMS. Once the approval process has been completed, you can send us an email at This email address is being protected from spambots. You need JavaScript enabled to view it.

 

Step Two: Access Classlist

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1. Navigate to the desired VU Collaborate space and select Space Admin menu in the navbar.

2. Click on Classlist.

 

Step Three: Add Participants

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1. Select Add Participants drop-down menu.

2. Click on Add existing users.

 

Step Four: Search Users

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A menu will open where you can begin a search for the person you want to add. You can enter their first and last name or their username (staff or student number). 

1. Enter the persons' name.

2. Click on the Search icon . The search results will appear.

We recommend you to search using 'e' number as the staff name in VU Collaborate may differ from their email address. Staff who have already been added to the space previously will also not appear in a search. If you cannot locate the person you are trying to add, contact the ITS Service Desk for further support. Provide the person and the space details (username & email).

If the user is already enrolled in the space, their name will appear in the search results with an icon beside it.

 

Step Five: Assign Role and Section

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1. Click the checkbox next to the user you want to enrol into the space then click on the dropdown menus to Select a Role and Section from the options provided (the section is often the unit code). Click on Enrol Selected Users to complete the enrolment process.

 

 

Step Six: Set Multiple User Roles

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If you are adding multiple people that have the same role, use Set all roles drop-down menu and select a role.

1. Using the Set all roles to dropdown, select the desired role.

2. Click the Set all roles button.

3. Click Enrol Selected Users. 

 

Step Seven: Confirm Enrolment

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 Confirmation of Enrolment will appear.

1. Click Done, or;

2. Choose Add More Participants to add more users.

3. The user you enrolled will now be listed in the Classlist. There are lists for students, teaching staff, support staff, and withdrawn students.

4. If the user is active, there will be a green dot beside their name (see image above) but if a user is inactive nothing displays beside their name. 

 

Step Eight: Change Enrolment

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1. To change the enrolment of a participant, check the box next to the user's name in the Classlist.

2. Click on the Enrolment icon. 

3. In the New Role column, you have the ability to adjust a user's role.