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Moodle Policies

These policies deal with administration and use of Pacific University’s instance of the Moodle learning management system.

Moodle is the supported learning management system for Pacific University. Use of any non-supported learning management system must be reviewed and approved by Legal Affairs and the university Privacy Officer to assure proper handling of student educational records.

Course Creation, Naming & Enrollment

Courses within the Pacific University Moodle system are created only when the instructor initiates creation. Two types of course sections can exist within the Moodle system:

  • Colleague-Based Sections: These are courses created from, and with enrollments based on, a section (or crosslisted section) as listed in Colleague/BoxerOnline. The courses are named automatically. Colleague-Based Sections are typically created by the instructors teaching those sections via the Moodle controls in myAccount. Although the instructors and students associated with a course in the Colleague/BoxerOnline data are automatically added to course enrollment, the instructor can add any other instructors or students via the Moodle enrollment tool.
  • Special Purpose Sections: These are Moodle sections that DO NOT correspond with one or more course sections, but instead are used for a training, communication or organization with or among groups of Pacific University faculty, students and/or staff. These sections should be requested by a faculty or staff member via the Request tab in the Moodle controls in My Account and are created manually by UIS staff. Students who want a Special Purpose course (e.g. for a club) should ask a faculty or staff member (e.g. a club advisor) to request that course on their behalf. The courses are named as follows: Organizational Unit – Purpose. E.g. Staff Senate – Green Committee Communication. When creating a special use section, UIS makes the requestor an instructor and the instructor can then add other instructors and students via the Moodle enrollment tool.

Renaming Courses

Instructors should consult with UIS or with the Center for Educational Technologies and Curricular Innovation before attempting to rename a course via the Course Settings page in Moodle.

Combining Courses

Enrollment can be combined for two or more courses. This gives any student enrolled in either section (whether through automatic or manual enrollment) access to the combined course. For instance, a course called Intro Biology Lab (BIOL101-01) 2011F could have added to it the enrollments from Biology Lab (BIOL101-02) 2011F (another section taught by the same instructor) so the instructor can teach both sets of students simultaneously in Moodle. In most cases, the course containing combined enrollments will be renamed and the course that does not contain the combined enrollment will be hidden from students and marked "HIDDEN COMBINED" to prevent confusion. UIS help in combining courses can be requested via the Request tab in the Moodle controls in myAccount.


All current Pacific University deposit students, enrolled students, faculty and staff have access to Moodle. Access to by Alumni or Former Students requires sponsorship of their account as a Sponsored Account. Contact to consult about projects involving other PUnet account holders or community members.

Gaining Course Access

Instructors of course sections can grant instructor or student access to any other student, faculty or staff member. Colleague-Based courses gain automatic enrollments of instructors and students based on the data in Colleague/Datatel as described above. Otherwise, access to a Moodle section without permission of a current section instructor is only granted via a request by a dean, VP or President.

End of Access to Colleague-Based Courses

For Colleague-Based Sections:

  • Students who were automatically enrolled (and not manually enrolled) lose access 6 months after the end of the course.
  • Instructors who were automatically added (and not manually enrolled) lose access 2 years from the start of the course.

To avoid losing access, the instructor can manually enroll students or instructors (including manually enrolling themselves) to any class.

Ownership of Course Materials

Ownership of materials created in Moodle by course section instructors is based on Pacific University’s Intellectual Property Policy.

Size Limits & Media Storage

Individual files uploaded to Moodle are limited to 50 MB. In the event that the total size of a course becomes large enough to cause problems, UIS will contact the course owner and work with him or her to find ways to reduce the size of the course.

Since Moodle has limited storage capacity and does not serve large files quickly, it is strongly suggested that media files (e.g. audio and video recordings) be stored and Box and linked to from Moodle.

Course Removal/Lifecycle

UIS periodically selects sections that are likely no longer in use and moves them to the To Be Deleted category. Generally these are colleague-based sections that are 1 year are more from the end date of the sections or special purpose sections that have not been visited in one year or more. Instructors can check at any time to see if any of the sections they currently have access to are in the To Be Deleted category via the Moodle controls in myAccount.

Instructors who might need to keep content or records from a course are advised to backup the course using the Moodle backup function and to download the backup as a file. This file can then be archived locally or in Box. Where a section is still in use, instructors can can request that that section be removed from the To Be Deleted category by emailing

Courses in the To Be Deleted section will be removed in periodic purges that occur in March, June and October of each year. An email notification will go out to all Moodle Instructors warning them when courses in this section will be deleted. After being removed from the To Be Deleted section, courses cannot be retrieved.

Moodle Problems and Enhancements

Reports about problems or errors with Moodle should be sent to the Technology Helpdesk ( Global changes to Moodle (e.g. installing a new plugin, changing a global setting) will be reviewed by the Teaching and Learning with Technology Advisory Committee and the Moodle Application Systems Team. Any add-on or customization added to Moodle is subject to removal if it is found to cause problems for other users of the system or if it is not currently compatible with a new version of Moodle at the time of a planned upgrade.

Revision History

  • Approved: Moodle Application Systems Team
  • Reviewed: Moodle Application Systems Team
    • Version 1.0 Approved 03/07/2014
    • Version 1.1 Approved 02/07/2017
  • Owner: Helpdesk Manager

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