Enrol colleagues on your module

What is it?

The only members of staff enrolled automatically are those listed by schools at the beginning of the module creation process – sometimes this is only the module lead. As a result, there is often a need for more academics and support staff to be enrolled, whether as teaching assistants or module administrators.


What does it do?

Anyone who is already an instructor can enrol other instructors or teaching assistants You should not ask Help4u to help with staff enrolments unless you cannot find a school administrator, module leader or existing instructor to do it for you.

  • Add users to a module including TAs and External Examiners
  • Add additional users to a module through a variety of methods

What should I know?

Anyone who is already an instructor on a module can enrol other instructors or teaching assistants. You should not be asking Help4u to help with staff enrolments* unless you cannot find a school administrator, module leader or existing instructor to do it for you.

  1. Add staff through the Class Register, clicking on the ‘+’ button at the top right of the screen.
  2. Follow these instructions to understand how enrolment works in an Ultra module.
  3. Use your colleague’s username to search for the required person e.g. jzsmith. This can be found by looking at their email address, removing the dots and the ‘@dundee.ac.uk’ e.g. j.z.smith@dundee.ac.uk becomes ‘jzsmith’
  4. Do not enrol the _PreviewUser account. See details about these accounts and why you should not manually enrol them here.
  5. When choosing a role, see here to understand what each role does. Avoid making everyone an instructor if they do not need that role.

Key Information

  • Search for users to add by their unique ID i.e. their username. Users already enrolled in your module do not appear in the search results. 
  • Do not enrol students in your module as this is usually handled by automatic enrolments taken from the Student Records System, SITS. If a student has matriculated and is registered on a module in SITS but still can’t access it in My Dundee, then please report this to Help4U.

There are a number of course roles available when you enrol a member of staff on your module (remember, student enrolments should be managed through SITS). The instructor and student roles should both be fairly self-explanatory, but the other options can be a bit confusing. Below we’ve listed each of the roles, some suggestions for when they might be particularly useful, and what each role can (or cannot) do. They are organised from the most permissions to the least. 

When assigning roles to members of staff, it can be useful to remember that students can see the full register and the role assigned to each user. You can designate the module lead by selecting the ‘primary instructor’ tick box – this person will be listed first. All other instructors will be listed alphabetically by last name. 

Course Roles

There are a number of course roles available when you enrol a member of staff on your module (remember, student enrolments should be managed through SITS). The instructor and student roles should both be self-explanatory, but the other options can be a bit confusing. Below we’ve listed each of the roles, some suggestions for when they might be particularly useful, and what each role can (or cannot) do. They are organised from the most permissions to the least. 

When assigning roles to members of staff, it can be useful to remember that students can see the full register and the role assigned to each user. You can designate the module lead by selecting the ‘primary instructor’ tick box – this person will be listed first. All other instructors will be listed alphabetically by last name. 

Check our our course role explanation page for a detailed list of what permissions are set with which roles.

Updated on 25/02/2022

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