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Blackboard Ultra ā€“ managing the enrolment of instructors and support staff

Contents

Staff guide: Enrol users with an appropriate role and edit the Course Staff list and Class Register.

If you cannot see a module you are teaching or require access to a Blackboard course – see the separate guide on requesting access depending on your role.

How are course members enrolled?

Auto-enrolment via Banner module enrolment

The Module Lead (Primary Instructor in Banner) is automatically added as the Primary Instructor to Blackboard modules connected to Banner.

Instructors can also be added to taught modules in Banner. Any changes in Banner will update the corresponding Blackboard course enrolments within an hour.

Students must be auto-enrolled on Blackboard module courses via the Banner student information system. See the separate guide to student enrolment for more information and troubleshooting.

For help with Banner enrolments:

Manual enrolment

If staff need immediate access to a Blackboard course, or their role does not require Banner access, you can manually add them to the course with an appropriate course role.

Any member of staff can be manually added to a Blackboard course by the following people:

  • The Module Lead.
  • The Programme Lead.
  • Course Instructors.
  • Course Teaching Assistants.
  • The Administration and Assessment Team BUT the A&A team are primarily responsible for student enrolment.

How are users enrolled on Programme Courses and Custom courses?

These courses are not connected to Banner modules, but enrolment may still be linked to Banner enrolments.

See the introduction to the different types of Blackboard courses for more information on course setup and enrolment options.

Course Staff – visible to students

Students can see anyone with the role of Instructor on the Course Staff list on the main course content page.

The Module Lead is usually ticked as a Primary Instructor and this name appears at the top of the list of Course Staff.

The role of Instructor should only be used for academic staff directly responsible for teaching the module as this role is visible to students.

See the section below for guidance on removing Instructors from the Course Staff List and editing the Primary Instructor.

Any course Instructors will appear in the Course Staff list and this is visible to students.

The Class Register – visible to staff.

Some staff roles can view the full Class Register and edit member information.

  1. Select the Class Register from the course Details and Actions menu.
  2. Filter the register to see all Instructors or Support Staff.
  3. Select the three dots next to any course memberā€™s name to view and edit member information.
The class register can be filtered to show only: Instructor, Support staff and students.

How to manually enrol staff on the course

It should not be necessary to add any students to a course manually! See this guide to student enrolments for more information on the different enrollment options, including how to merge enrolments from other modules.

  • From the Details and Actions menu, select Class Register.
  • Select the plus symbol in the top right of the register to open the Enrol People panel.
Select enrol people from the Class Register.
  • Search for a user by their full name or username and select the + icon next to their name.
Search for a new course member and select add.
  • Choose an appropriate Role from the drop-down list. Only use the Instructor role for staff directly responsible for teaching the module as this is visible to students.
  • Tick the option of Primary Instructor for the Module Lead or anyone primarily responsible for delivering the module to students.
  • Select Save.
Select a coure role and Tick Primary Instructor if you want the users to appear at the top of the Course Staff list.

How to remove Instructors from the Course Staff list and Class Register.

Students can see the list of Instructors in the Course Staff list so this must be accurate.

Many modules have out-of-date instructor data in Banner so you may see Instructors enrolled in Blackboard who are no longer involved with teaching the module or have been enrolled with the wrong role.

Follow the instructions below to edit instructor details as you cannot directly remove anyone with an Instructor role, or any course member who has been added to the course via an enrolment feed such as Banner enrolments.

Follow this sequence to edit the Course Staff list and remove Instructors.

  1. From the Class Register, change an Instructor’s role to something more appropriate such as :
    • Teaching Assistant – same permissions as an Instructor.
    • Programme Lead.
    • Auditing Instructor (gives view-only access).
  2. Select Save.
  3. If the user has been added to the course manually, you will now see the option to remove them (bin Icon) via Member Information.
  4. If you don’t see the bin icon then you cannot remove those individuals manually, you can either request they are removed from Banner or leave them on the course with a non-instructor role.

How to edit a staff member’s role or remove them from the course.

  • From the Class Register select the three dots to the right of the member’s name to access Member information.
Select the options next to a course member's name and select Member Information.
  • You may see the option to remove member (bin icon) if the user has been added directly to the Blackboard course, otherwise, select a more appropriate course role.
  • Select Save.
Select remove if this is an opton or change their role and select Save.

How to remove course members from Banner

Course roles and guidance on adding different types of user

See the sections below for details on enrolling different types of staff and students with an appropriate course role and level of access.

Instructor (Primary) and Module Lead

Students see the list of course Instructors on the Course Staff list on the main course content page.

You can select Instructors to be Primary Instructor(s) via the Ultra Class Register and these names will appear at the top of the list of Course Staff.

The Primary Instructor in Banner (Module Lead) is automatically added as the Primary Instructor to Blackboard modules connected to Banner.

You can edit the Primary Instructor to reflect who is primarily responsible for delivering the module to students. If multiple primary instructors exist, they’re listed alphabetically by last name before other instructors in the register.

To enrol via Banner

Contact your Faculty CQA office who can organise to add you as the Primary Instructor in Banner and the Module Co-Ordinator in Curriculum Manager (CRUMS).Ā  Instructors are auto-enrolled on Blackboard modules connected to Banner. Any changes in Banner will update Blackboard within an hour.

To manually enrol on Blackboard or select/remove a Primary Instructor from existing course members.

If you need immediate access before Banner enrolment is organised, ask the Programme Lead or A&A Office to add you directly to the module. The Primary Instructor option can be checked in the Class register:

    • From the Class Register, select the more information menu (three dots) next to a staff member’s name.
    • Select Member Information to open the Member Information panel.

From the Class register select More Options for any staff memver and select Member Information

    • Tick or untick the Primary InstructorĀ option.

Troubleshooting

I am registered as the Module co-ordinator in CRUMS but I am not enrolled on the blackboard module

If you are showing as the Module co-ordinator in CRUMS (Worktibe), but this has not yet updated Banner and Blackboard, contact your Programme Lead, A&A office, or raise a ServiceLine ticket to request to be added directly to the Blackboard module. The Banner enrolment will take over when updated from CRUMS.

I am the Module Lead but I am enrolled in Blackboard as a Teaching Assistant

If you are enrolled with the wrong course role contact your CQA office to request your role is corrected in Banner and you are added as a module Instructor.

While you wait for a Banner update, you can change your role to Instructor via the Class Register.

The Module Lead is not responsible for delivering the module.

You can change the Primary Instructor via the Blackboard Class register, or add additional Primary Instructors, and this will not be overwritten by Banner updates.

You can change the role of the Module Lead to a Teaching Assistant if they do not need to appear to students on the Course Staff list.

Permissions

  • Full editing permissions.
  • Can access Photo Roster and Support Recommendations tools.

Instructor

Students can see all course Instructors on the Course Staff list which is located on the main course content page so this role should only be used for academic staff directly responsible for teaching the module!

Other staff can be added with an alternative, appropriate course role and you can edit the role of existing course Instructors if you do not want them to be visible to students.

To enrol via Banner

Contact your Faculty CQA office who can arrange to add an Instructor to the module in Banner. Instructors are auto-enrolled on Blackboard modules connected to Banner. Any updates in Banner will appear in Blackboard within an hour.

Academic staff new to the university can fill out this form to request to have their details added to Banner and to be enrolled as an Instructor on the module.

To manually enrol on Blackboard

If an Instructor requires immediate access or does not need Banner enrolment, the Module Lead, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of Instructor.

Permissions

  • Full editing permissions.
  • Can access Photo Roster and Support Recommendations tools.

Teaching Assistant

Academic and support staff supporting the module, but who do not need to appear to students as course instructors; such as PG Teaching Assistants, Lab technicians, Module Leads not delivering the module etc.

Other course roles might be more appropriate for staff supporting the module who do not need full editing or Gradebook access.

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of Teaching Assistant.

To enrol via Banner

Contact your Faculty CQA officeĀ orĀ fill out this form to request to be enrolled as aĀ Teaching AssistantĀ via Banner. Teaching Assistants can be auto-enrolled on Blackboard modules connected to Banner.

Note: Programme Leads and anyone with a leadership role can now use Staff Enroller to manage their Blackboard enrolments.

 

Permissions

  • Full edit permission for content and Gradebook.
  • Add course members. (See this guide before adding students).
  • Remove course members who have been manually added to the course. (See this guide on how to remove course Instructors).
  • Change the course role of any staff member.
  • Can access Photo Roster and Support Recommendations tools.

Student

Students participating in the course and assessment.

Courses connected to Banner modules

  • Students need to be added or removed from modules via Banner! Contact your A&A team if you have any queries about student, or auditing student, enrolments. Any changes in Banner will be updated in Blackboard within an hour.
  • If you want to teach more than one module in a single Blackboard course-follow this guide to merge Blackboard enrollments. By merging enrolments you can add the students from other Blackboard modules to a main ā€œparentā€ module and enrolments continue to stay in sync with Banner.
  • If a student is dropped from a Banner module, all of the student course activity and assessment data will re-appear if the student enrolled back on the module via Banner. If you need to manually re-enrol a dropped student, please raise a Blackboard ServiceLine ticket.
  • The A&A team, a course Instructor, Teaching Assistant or Programme Lead can manually add a student if there is a delay in Banner enrolment -BUTĀ  do check they are added to the correct Blackboard course and courses don’t need to be merged instead.

When students are enrolled via Banner:

  • Blackboard enrolments reflect any changes to Banner status.
  • Students are correctly included in other connected systems such as the Timetable and MyEngagement.
  • Student activity and assessments are archived.
  • Marks can be easily transferred from Blackboard to Banner.

Any changes in Banner will update Blackboard within an hour.

Programme Information courses

Programme Leads can set up Programme courses to hold programme-level content and communication. Students are auto-enrolled via their programme code and this can be set up and managed via our Course Builder tool.Ā See this guide for more information on Programme Courses.

Custom (arbitrary) courses.

If you are adding students to an arbitrary (custom) course, then see this guide to managing staff and student enrolments onto custom courses as there may be an automated enrolment option.

Guides

See this guide for more information on the Class Register and troubleshooting student enrolment issues:

 

Student (Auditing student)

A student or staff member taking the module but not the assessment.

Enrol via Banner

The school A&A office can add auditing students to Banner so they are included in the timetable. Auditing students from Banner are added to Blackboard courses as Students.

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add an Auditing student to the Blackboard course with the role of Student.

You can also add staff and students with the role of Course Content Viewer if this is more appropriate and they will not appear in the Gradebook.

Managing Auditing Students

You can use Exemptions to remove Auditing Students from assessments so they do not appear to makers and do not get notifications about due dates.

Course Builder

For anyone assisting with creating and editing course content who isĀ notĀ responsible for teaching or supporting students.

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of Course Builder.

Permissions

  • Full edit permission for content.
  • No access to the Class Register or Gradebook.

School Office Administrator

Members of the school Administration and Assessment team who support student enrolment and the administration of modules and assessments.

Enrol via Banner

Members of the A&A teams are added to modules in Banner after completing Banner Gradebook training. Ā Fill out this form to request to be enrolled on modules via Banner as an SES Administrator.

 

Permissions

  • Full editing permissions.
  • Can access Photo Roster and Support Recommendations tools.

Programme Lead

This is a role to identify the Programme Lead and has some limited editing for the Class Register.

Self-enrol via Staff Enroller

Staff Enroller is an in-house tool that lets Programme Leads self-enrol on any Blackboard module included in their programme(s), with the course roleĀ Programme Lead. Staff Enroller will not overwrite an existing Blackboard enrolment.

Programme Lead and module data are taken from CRUMS (Worktribe) and updated daily.

FindĀ Staff EnrollerĀ in theĀ Tools section on the main Blackboard navigation menu. See this guide for full details and troubleshooting.Ā 

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of Programme Lead.

Permissions

  • View content and Gradebook.
  • Add course members. (See this guide before adding students.)
  • Remove course members who have been manually added to the course. (See this guide on how to remove course Instructors.)
  • Can change the course role of any staff member.
  • Can access Photo Roster and Support Recommendations tools.

Marker

Anyone supporting marking on the module.

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of Marker.

PGR students should be added with their staff account as Turnitin will show an error for anyone who has accessed Turnitin as a student and marker with the same account. (Raise a ServiceLine ticket to resolve this error).

Permissions:

  • CanĀ viewĀ Blackboard course content, including unavailable courses and hidden content.
  • Can access and mark theĀ Turnitin LTI inbox and submissions.
  • CanĀ view and editĀ markable items in the Gradebook/Grade Centre.
  • Can useĀ Student Preview.
  • Cannot editĀ Blackboard course content or delete assignments.

External Examiner

External examiners need aĀ visitor IT account which can be directly added to courses with the course role External Examiner. Please remove them when access is no longer required.

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of External Examiner.

Always use a named account rather than a generic account where possible.

See the guide to to managing External Examiner access to Blackboard for full details on how to add Eternal Examiners to Blackboard courses and tips on setting up assignments.

Permissions:

  • CanĀ viewĀ Blackboard course content, including unavailable courses and hidden content.
  • CanĀ viewĀ Turnitin LTI inbox and submissions.
  • CanĀ view and editĀ all marks and feedback in the Gradebook/Grade Centre.
  • Can useĀ Student Preview.
  • Cannot editĀ Blackboard course content or delete assignments.

Auditing Instructor

For staff with leadership roles or staff who require view-only access to the course content, Class Register and Gradebook.

Any viewer who does not require Gradebook access can be added as a Course Content viewer.

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of Auditing Instructor.

How to use Staff Enroller to self-enrol as an Auditing Instructor.

Staff Enroller is an in-house tool that lets staff self-enrol on Blackboard courses. If your role requires you to have view-only access to any Blackboard course, you can ask your School Office (A&A team) to add you to Staff Enroller. You can then enrol on any Blackboard course with the course role of Auditing InstructorĀ ā€“ this will not overwrite an existing Blackboard enrolment.

See this guide for more information on how to access Staff-Enroller.

Permissions

    • View all content.

    • View the Class Register.

    • View the Gradebook, grades and feedback*.

    • *Note – you can not view assessment feedback in the Ultra Gradebook, but this view will be available shortly.
    • Auditing instructors do not have access to the Turnitin Assignment Inbox as there is no View-only access to this.

 

To manually enrol on Blackboard

Any course Instructor, Teaching Assistant, Programme Lead, or member of the A&A team can manually add staff to the Blackboard course with the role of Course Content Viewer.

Library staff

Members of the Library team who are supporting a module.

Enrolment via Staff-Enroller.

Library staff access is managed by the Library team and their staff can self-enrol via our Staff-Enroller tool.

Permissions

    • Edit content.
    • No access to the Class Register or Gradebook.
    • Can access Photo Roster and Support Recommendations tools.

 

    • View all visible content.
    • No access to the Class Register or Gradebook.
    • LSAs are initially added as students to any linked Teams as students, but they are able to leave the team.

Learning Support Assistants

Learning support assistants are linked to students with support requirements.

Enrolment via Staff-Enroller.

Student Disability and Inclusion Team can use Staff Enroller to add Learning Support Assistants (LSAs) to a module. Coming soon, LSAs will be able to self-enrol onto modules using staff enroller.

Permissions

    • View all visible content.
    • No access to the Class Register or Gradebook.
    • LSAs are initially added as students to any linked Teams as students, but they are able to leave the team.

Troubleshooting common enrolment errors

I am registered as the Module co-ordinator in CRUMS but I am not enrolled on the blackboard module

If you are showing as the Module co-ordinator in CRUMS (Worktibe), but this has not yet updated Banner and Blackboard, contact your Programme Lead, school A&A office, or raise a ServiceLine ticket to request to be added directly to the Blackboard module. The Banner enrolment will take over when updated from CRUMS.

I am the Module Lead but I am enrolled in Blackboard as a Teaching Assistant

If you are enrolled with the wrong course role contact your faculty CQA office to request your role is corrected in Banner and you are added as a module Instructor.

While you wait for a Banner update, you can change your role to Instructor via the Class Register.

The Module Lead is not responsible for delivering the module

You can change the Primary Instructor via the Blackboard Class register, or add additional Primary Instructors, and this will not be overwritten by Banner updates.

You can change the role of the Module Lead to a Teaching Assistant if they do not need to appear to students on the Course Staff list.

I donā€™t have permission to enrol or edit course members

You need to be a Module Lead (Primary Instructor), Instructor, Teaching Assistant, Programme Lead or member of the A&A team (module administrator) to edit the Class Register.

I don’t have permission to remove an Instructor

You need to change the role of an Instructor before you can remove them and you will only see an option to remove a non-instructor role if they were added directly to the Blackboard course and not via automated enrolment. Follow these steps to remove an Instructor.

I don’t see the option to delete a course member

If you do not see the option to remove a course member, it is because they have been added via Banner. Staff can request to be removed from Banner modules via this form.

The ā€œuser is already enrolledā€ or disappears from the course users list

The user does not appear in the course users list, but when you try to enrol them you see a message to say theyā€™re already enrolled.

This error occurs because the user has been dropped from the module in Banner and has a disabled Blackboard enrolment on this course.

  • For a current year course, ask your student A&A office to correct the Banner enrolment. The student will reappear on the Blackboard course the following morning.
  • For a previous yearā€™s course or where the students cannot be added via Banner then contact SeviceLine and request the Blackboard enrolment is re-enabled.

The studentā€™s course activity and submissions will reappear when the enrolment is reactivated.

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