Unenrolment considerations

Considerations

When users are unenrolled from a course, it is important to note that certain data and access will be removed. This is true regardless of whether the user was manually unenrolled by a Site Administrator or Trainer, if the Learner unenrolled themselves from the course, or if they were removed from an audience assigned to the course.

For example, Learner A is enrolled on a course as they are part of a first aider audience, and they have signed up for a practical training session using the seminar activity, having already completed a prerequisite quiz. When Learner A is removed from the first aider audience, they will automatically be unenrolled from the course. In this instance, they would no longer be able to access the course, their quiz grade would be deleted, and their seminar reservation would be cancelled.

Therefore it is important to carefully consider when Learners are unenrolled using any of the described methods.

Troubleshooting: Restoring grades after users are unenrolled

When Learners are unenrolled from a course they had previously completed or made progress in, you may want to restore these users' grades. There are different solutions depending on which enrolment method was used to enrol the Learners.

Firstly it's important to understand exactly why and how the user became unenrolled; was this because of a change made by a Trainer or Site Administrator, or did the Learner unenrol themselves? If you know which enrolment method was used to enrol the user, you can then decide how to reinstate their enrolment. Unenrolment commonly occurs when the Audience sync enrolment method is used, as users can drop out of the course when their audience membership changes for another reason. Another possibility is that a user was manually enrolled or enrolled via a program. For each of these methods there are settings to control what happens when users become unenrolled.

Recovering a user's grade after unenrolment

When recovering users' grades, we recommend testing in a non-production/test environment first to confirm that you're happy with the results.

To recover an individual user's grades, follow these steps:

1. Navigate to the course, then Course administration > Users > Enrolled users and select Enrol users.
2. Expand the Enrolment options dropdown and check the Recover user's old grades if possible checkbox.
3. Select Course start under Starting from.
4. Click the Enrol button next to the user.
5. Go to Course administration > Grades and check that the grades are showing.
6. Go to Course administration > Users > Enrolled users and remove the manual enrolment for the user, leaving audience sync.
7. Go back to Course administration > Grades and check that the grades are visible.

To recover a whole audience and their grades, follow these steps:

1. Navigate to the course, then Course administration > Edit settings.
2. Remove the audience from Enrolled audiences. This will remove all users and grades from the course.
3. Go to Quick-access menu > Grades > General settings.
4. Set Recover grades default to Yes.
5. Return to the course, then go to Course administration > Users > Enrolled users.
6. Select Enrol audience, then select Enrol users next to the appropriate audience(s). This will enrol all applicable audience members as manual enrolments.
7. Go to Course administration > Grades and check that the grades are showing.
8. Go to Course administration > Edit settings and add all of the appropriate audiences to Enrolled audiences.
9. Go to Course administration > Users > Enrolment methods.
10. Select the enrol users icon next to Manual enrolments.
11. Select all of the manually enrolled users and then select Remove.
12. Go back to Course administration > Users > Enrolled users and check that the users are still enrolled via audience sync and no longer manually enrolled.
13. Go back to Course administration > Grades and check that the grades are still showing.

Unenrolment actions

Some enrolment types have configurable settings to control what happens when users are removed/unenrolled from courses. These are known as external unenrol actions or enrolment expiry actions.

In the global settings for the Audience sync enrolment method (Quick-access menu > Plugins > Enrolments > Audience sync) you can configure the External unenrol action setting. You can select from the following options:

• Unenrol user from course: When the user is removed from the audience, the enrolment and all associated roles are completely removed. This means some user data and settings are purged from the course during course unenrolment (that usually includes grades, activity attempts, etc.).
• Disable course enrolment and remove roles: When the user is removed from the audience, the enrolment is suspended and roles assigned by enrolment are removed. Please note that the user may disappear from the gradebook and other areas.

In the global settings for the Manual enrolments enrolment method (Quick-access menu > Plugins > Enrolments > Manual enrolments) you can configure the Enrolment expiry action setting. You can select from the following options:

• Keep user enrolled: When the user is removed from the audience, the enrolment is kept as is, and the user is still able to enter the course and perform activities, access resources, etc. This option means nothing changes.
• Unenrol user from course: When the user is removed from the audience, the enrolment and all associated roles are completely removed. This means some user data and settings are purged from the course during course unenrolment (that usually includes grades, activity attempts, etc.).
• Disable course enrolment: When the user is removed from the audience, user enrolment is suspended (the user can't access the course, but user data and settings are kept), and roles are kept as is. You might use this because in some cases the user needs a role with some capabilities to be visible in the user interface, such as in the gradebook, assignments, etc.
• Disable course enrolment and remove roles: When the user is removed from the audience, the enrolment is suspended and roles assigned by enrolment are removed. Please note that the user may disappear from the gradebook and other areas. 

If Disable course enrolment is selected then you will still see users in the gradebook and activities, while you won't if Disable course enrolment and remove roles is selected. If you unsuspend (i.e. re-enrol) a user, both of these options will restore the users and their grades back to normal (note that this isn't the case with the Unenrol user from course option).