How to add users to past terms without changing end dates as Admin

[j-vanwagner]

I was wondering if anyone knew of an easier way as an admin to add people to past courses. For example, our spring term ended a month ago and the course end dates reflect the same. I have a new faculty member who needed access to one of those past courses. I went in and changed the term, then changed the course end date to get the +people to show. Then, I went back in and changed all the dates back. Is there an easier way as an admin to add people to past courses without having to do all the date changes?

[SusanNiemeyer · Accepted solution]

Does the new faculty member just need access just course modules? A much better solution would be to create a "sandbox" course for the new faculty member and import the course content into it.

If the new faculty member is added to a past course in which student data can be seen, then you may be running into issues of student confidentiality.

[j-vanwagner]

They need the modules, files, and any past files/pages, etc. We have created a role that allows faculty to be a "guest" faculty where they can see content in a read-only, but not student grades/info/submissions.

[SusanNiemeyer]

Still, just create a development shell for the new faculty member and import the course content into it. Remove the dates, of course. That would be the easiest solution for the new faculty member. 

[j-vanwagner]

Do you delete the sandbox after they get the information? I'm looking at data retention, amount of courses, etc.

[SusanNiemeyer]

It can be really helpful for instructors, especially new ones, to have a sandbox course that they can create content in. 

[BJCarl]

I have a similar situation but my person is a new department chair who needs access to past courses so she can verify students' completed assignments and determine how many hours she can sign off for them.

[j-vanwagner]

I haven't found any other way except going in and changing dates.

[BJCarl]

Drats.  Thank you for your reply.

[JennyDruckrey]

You also have the option to add users via a manual SIS import file, if you have access to do this at your institution.  This gets around having to change the dates and have the users add course invites, though it may take you the same amount of time to do.  You also would want to make sure you're comfortable with SIS imports as there's a high risk of messing with system data if you don't know what you're doing.  

[BJCarl]

Thank you, Jenny; I will give that a try.

[j-vanwagner]

Jenny, thank you! Yes, I am comfortable with SIS imports, but was trying to avoid another manual SIS process. I feel you may be right that it would be about the same as far as time-wise.