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Kalamazoo College

Moodle Policy

Kalamazoo College is dedicated to supporting faculty integrating web-based technologies into their classes. Information Services supports Moodle as the course management system.

I. Course Creation Procedures

A. Official College Academic Courses (listed in course catalog)

1. Each faculty member must request the creation of his/her course spaces from the Moodle administrator(s). When requesting the creation of a course, please include the following information: Course Number, Section Number, Title, and the quarter the course will be taught.

2. Online academic course spaces are created, named, and assigned a Moodle short name for a specific quarter and year and are to be used only for that quarter.

3. If course content is to be copied from a previously-taught section, the instructor must provide accurate information regarding the course ID of the previously-offered section. If you are copying content from a course developed by another instructor, you must provide the Moodle administrator(s) written permission from that instructor to use his/her content.

4. Requests for courses may be submitted up to a year in advance of the quarter in which they are to be taught.

5. Courses are created as they are requested. Course requests submitted during the quarter will be honored.

6. If multiple instructors will teach a course, only one instructor should request the online course space.

B. Special Courses (not listed in course catalog)
Special courses can be requested at any time by contacting the Moodle administrator. Special course requests include, but are not limited to, research projects, committees, departments, program collaboration and college-recognized student organizations.

II. Course Archiving and Availability

A. Academic Courses

1. All courses are archived and stored after the end of each quarter so the system can operate efficiently.

2. Course archives will be kept for 3 years.  Faculty may request a copy of their archive(s) on removable media. Student content will be omitted from the archive.

3. No guarantee is made that archived courses will be restorable on future versions of Moodle software. 

4. Instructors are requested to make their courses unavailable to students when they are finished with their course. Moodle administrators will make courses unavailable to students approximately 10 days after final exams end.  Instructors working on a course for an upcoming quarter are requested to keep it unavailable to students until the quarter begins.

5. A faculty member can request that a course be kept on the server beyond the traditional quarter period, for special circumstances. Instructors must contact the Moodle administrator to secure this extended access. It is important that the course remain unavailable to students, since the official course time frame has passed.

6. Final grades entered into Moodle are not considered part of the official academic record. Only grades submitted to the Registrar's office are the official academic record.

B. Non-academic / Special Courses (Clubs, organizations, committees, etc.)

These courses will be kept active until the owner requests the course to be archived or removed from Moodle. Course creators may archive their course content at any time and store it on their own computer based on the needs of the represented group. Course creators may be contacted on a yearly basis by the Moodle administrator to determine if the course is still in use.

III. Course Content Importing, Copying, and Exporting
Course content can easily be copied, renamed and used in a future quarter.

A. Importing Course Content
Faculty may request academic course content from previously-taught courses in Moodle to be imported into current or future courses.  Student content and will be omitted from the import.

 B. Copying Course Content
To copy course content from a current quarter into a future course, faculty may export content from their current section to the future section. Faculty may contact a Moodle system administrator to assist in this process.

C. Course Retention Exceptions
Faculty members who wish to use items or interactions from any course not being taught during the current quarter in professional research, publications, or accreditation portfolios (or for any other professional purpose) should make arrangements with a Moodle administrator to restore and maintain the most appropriate access to those materials. This process is initiated by contacting a Moodle administrator. Student content will be omitted from the restored site.

IV. Faculty Responsibilities
Use of the College Moodle requires faculty commitment to the following:

A. While using Moodle, faculty should recognize there is an ongoing risk of technical problems including, but not limited to, server and network downtime and software "bugs."

B. Faculty should keep their own local copies of all important course-related files, which may include the course grade book and any files or material that have been uploaded to the Moodle server.

C. All copyright regulations will be observed. Posting copyrighted materials to a course without the owner's permission is unethical and has legal ramifications for the instructor and the College. Please see the College policy regarding copyright: and the United States Copyright Office site:

D. Faculty should make their students aware of the Moodle site and instruct them to self-enroll. Students will not be automatically enrolled or notified by the Moodle administrator.

E.  Faculty should not allow guest access to their course site unless utilizing an enrollment key.