Sometimes learners may become unenrolled in a course they had previously completed or made progress in and it may be important to restore these user's grades. Depending on which enrolment method they were enrolled using there are different scenarios that can occur.
Enrolment method
First it's a good idea to understand exactly why and how the user became unenrolled. Was this as result of a change made by a trainer/administrator or did the learner unenrol themselves? Once you know which enrolment method these users had been enrolled using before they were unenrolled you can then decide how to reinstate their enrolment.
Unenrollment commonly occurs when audience sync enrolment method is used and dynamic audience means membership changes leading to users dropping out of audiences. Other possibilities might be 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 unenrol
Below are instructions on how to recover users grades. (It's always worth testing in a non-production/test environment first to confirm that you're happy with the results).
Steps: To recover an individual user and grades:
- Go to [Course name] > Course administration > Users > Enrolled users and select Enrol users.
- Expand the Enrolment options drop-down and check the Recover user's old grades if possible checkbox.
- Select Course start under Starting from.
- Select the *Enrol* button next to the user.
- Go to [Course name] > Course administration > Grades and notice that the grades are showing.
- Go to [Course name] > Course administration > Users > Enrolled users and remove the manual enrolment for the user, leaving audience sync.
- Go back to [Course name] > Course administration > Grades and notice that the grades are still showing.
Steps: To recover a whole audience and grades:
- Go to [Course name] > Course administration > Edit settings and remove the audience from Enrolled audiences. This will remove all users and grades from the course.
- Go to Site administration > Grades > General settings.
- Set Recover grades default to Yes.
- Go to [Course name] > Course administration > Users > Enrolled users.
- Select Enrol audience and select Enrol users next to the appropriate audience(s). This will enrol all applicable audience members as manual enrolments.
- Go to [Course name] > Course administration > Grades and check that the grades are showing.
- Go to [Course name] > Course administration > Edit settings and add all of the appropriate audiences to Enrolled audiences.
- Go to [Course name] > Course administration > Users > Enrolment methods.
- Select the enrol users icon next to Manual enrolments.
- Select all of the manually enrolled users and then select Remove.
- Go back to [Course name] > Course administration > Users > Enrolled users and check to ensure the users are still enrolled via audience sync and no longer manually enrolled.
- Go back to [Course name] > Course administration > Grades and notice that the grades are still showing.
External Unenrol Actions
For each enrolment type there are 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 audience sync/ manual enrolment global settings you'll find: External unenrol action (these settings are found in Site Admin > Plugins > Enrolments > Audience Sync/ Manual enrolments).
Below is a little more information about what these settings do:
Unenrol user from course - When the user disappears from the external source, the enrolment is completely removed and all the roles removed. This means some user data and settings are purged from course during course unenrolment (that usually include grades, activity attempts, etc")
Keep user enrolled - When the user disappears from the external source, the enrolment is kept as is, and the user is still able to enter the course and perform activities, access resources, etc. It's a "do nothing" option.
Disable course enrolment - When the user disappears from the external source, 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 capability to be visible in UI - such has in gradebook, assignments, etc.
Disable course enrolment and remove roles -When the user disappears from the external source, the enrolment is suspended and roles assigned by enrol instance are removed. Please note that user may "disappear" from gradebook and other areas.
The difference between the third and fourth options is that with the 3rd option you still see users in the grade book and activities, but with the 4th one you don't. But if you un-suspend (re-enrol) the user, both 3rd and 4th options will restore things back to normal (while the 1st one won't).
To avoid removing a user's grades during unenol in future you may wan to consider changing the external unenrol action to:
Disable course enrolment and remove roles – this means the learner is not able to enrol themselves in the course. If the learner is re enrolled through the audience their course grades, settings and record of learning is restored. This setting should be used when the learner’s previous course grades are required to be kept.