Enrolment process
To ensure GDPR compliance, only authorised staff may enrol staff on Brightspace. If you do not have Brightspace enrolment rights, please contact your AP nominated staff.
This guide is for the staff who have Brightspace enrolment rights.
Brightspace roles
As someone who has been authorised by your AP to enrol staff into Brightspace, you can assign staff to one of four roles: Lecturer, Teaching Assistant, Marker and External Examiners / Verifiers. While there are other Brightspace roles, for GDPR purposes you may only enrol staff on one of these four roles. For a full list of all roles available in Brightspace, see the table on the bottom of this page.
If you are uncertain or need help, do not enrol staff in Brightspace, please log a Unidesk ticket.
Teaching staff that are teaching on the module but do not have the overall responsibility for the unit, module or course.
Part of the teaching team in a support role. They have the same permissions as Lecturers, but the differentiation will assist us in administration and contact for issues relating to Units, Modules and Courses.
Additional to the teaching team. Content view only rights. Access to student work and grading tools. Able to add marks and comments. This is for second markers and internal verifiers.
For HE degrees external examiners are formally appointed by the Faculty Board of Study. All external examiners must have UHI e-mail addresses and IDs.
Please note:
Only people with a UHI e-mail address or ID may be added to Brightspace. If the person does not exist in Brightspace, please ask them to log a Unidesk ticket.
In the case of HE degree external examiners, they should be formally appointed by the Faculty Board of Study and the request made to LIS should be made via the Staff account request form - see below for instructions. Once they have their UHI e-mail and ID, LIS will add them to Brightspace and you will be able to enrol them in the relevant courses/units/modules.
Click on this link to access the Sharepoint area were you can request a staff account.
Once you are on the Sharepoint page, click New to create a new staff account request form.
Fill out the staff account request form and submit it.
Should staff ask to be added in a different role, for example Leader (degree module leaders and people responsible for units and other courses), do not enrol them. Please ask them to log a Unidesk ticket with full details, for example, if someone is requested to be added as a Leader, they need to provide the e-mail address of the existing Leader and why they need to be added to this role.
If you are uncertain or need help, do not enrol staff in Brightspace, please log a Unidesk ticket.
Role
Description
Leader
All degree Module Leaders or people responsible for units and other courses. Has full rights for the area and may also change the banner.
Lecturer
Teaching staff that do not have the responsibility for the module. The permissions are identical to the leader other than the ability to change the banner.
Teaching Assistant
Part of the teaching team in a support role. They have the same permissions as Lecturers but the differentiation will assist us in administration and contact for issues relating to Units, Modules and Courses
Marker
Additional to the teaching team. Content view only rights. Access to student work and grading tools. Able to add marks and comments. This is for second markers and internal verifiers.
External Examiners / Verifiers
For HE, these are formally appointed by the Faculty Board of Study, externals must have UHI e-mail addresses and IDs.
Librarian
AP/EO library staff.
Guest
May view content but not student data.
Designer
May upload and edit content. May not view student data.
Researcher
May view content but not student data.
Read only
May view content but not student data.
Office staff
May view content. May view student data if approved by Module Leader or a person responsible for the module/unit/course.
Student
Enrolled on a course unit or module.
Authorisation to enroll staff
When you receive a request to enrol a member of staff onto a Brightspace course area, unit or module, for GDPR compliance, the following must be done in advance:
Check that the request has been made by the correct person.
Has the request been made by
- the Module Leader of the module, or the person responsible for the unit / course,
- a manager in your own AP, for instance a Head of Section / Department, or a Curriculum / QA manager, etc.?
YES, the request has been made by the correct person.
Have they requested one of the four roles: Lecturer, Teaching Assistant, Marker, or External Examiner / Verifier?
YES
If yes, enrol the person in the relevant area.
Note: Prior to adding an external examiner / verifier, they must have a UHI ID, email address and password.
NO
If they have not specified a role, please ask them to select one of the four roles above.
If they would like to be enrolled on another role, please ask them to raise a Unidesk ticket.
NO, the request has not been made by the correct person.
Please ask the member of staff who made the request to contact
- the Module Leader of the module, or the person responsible for the unit / course,
- a manager in your own AP, for instance a Head of Section / Department, or a Curriculum / QA manager
so they can apply for the person to be added to Brightspace in their relevant role – see the 'Brightspace roles' page for more information.
Step-by-step enrolment process in Brightspace
To ensure GDPR compliance, please don't add people to Brightspace if you are uncertain what role they should have. Please rise a Unidesk ticket instead. Similarly, if staff don't exist in Brightspace yet, please raise a Unidesk ticket.
To start enrolling staff in Brightspace, go to www.brightspace.uhi.ac.uk and log in using your UHI ID and Password.
Once you are logged into Brightspace, you might find the following information about navigating the new learning environment helpful.
Now that you know how to navigate the Brightspace learning environment, here are the five steps you need to follow to enroll staff in Brightspace.
Next, navigate to the waffle icon in the minibar.
Click on the waffle icon. In the Search for a course box, enter the course / module / unit code or name.
Click the correct course / module / unit name. Note that there are many courses / modules / units with similar names, so double check that you have selected the correct one.
Once you are in the course / module / unit space, select Communication and Collaboration and then Classlist.
In the classlist you will be able to see how many people are already enrolled on the course / module / unit.
Click Add Participants to add a new staff member to the course / module / unit.
After you clicked Add Participants, click on Add Existing Users.
Under Enrolment Options check only the Send Enrolment email box. Do not select a role or section yet.
Under Add Existing Users type the name of the person you wish to enroll.
If the user exists and is not already enrolled on the unit/module, the name will appear in Search Results.
Put a check beside the user you wish to enrol. Select Role.
If a 'Section' box is present, select 'Default'.
Finally, click Enrol Selected Users.
A confirmation screen will show you that [user] has successfully been enrolled as a [role] in the [default] section.
Click Done or Add More Participants.
Once you have added all the user you intended to, check they now appear in the Classlist.
