External users

External Users is a tool that allows coordinators to add users who are not seeking academic credit to a subject or community. The External Users might be used in applications such as adding a guest lecturer to a subject; or non-University users to a community of shared interest for communication and collaboration. Providing External User access in these instances allows these users student-level access to materials within a given subject or community.

It is important to note that the External Users tool must not be used in the case where a student is having difficulty with their enrolment. Students with External User access will not be able to obtain academic credit for their involvement in a subject. If a student is having difficulty accessing a subject, they should contact Student One to check their enrolment, or submit a support request to check their LMS access.

Using the External Users tool to add a user to your subject or community will create a new LMS account for that user, with a username that begins with 'ex.'  To view the subject or community, the external user must log into the LMS with their 'ex.xxxx' username and password. External Users will be listed in the Grade Centre with the username 'ex.xxxx' but are to be ignored for the purpose of grades.

The External Users tool is predominantly used in the case of adding a guest lecturer to a subject, or non-University users to a community. Providing External User access in these instances allows these users student-level access to materials within that subject or community.

To allow the general public to access a subject or community, it is recommended to use Guest Access.

External users may be added individually or in batches.

Be aware that opening your subject to non-university users is subject to copyright compliance. More information about copyright and educational purposes is on the Copyright Office website.

Add an external user to your subject

  1. Select Control Panel >> Users and Groups >> External Users.
  2. Read the Copyright Notice and if in agreement, click I Agree.
  3. Click Enrol User from the tools at the top of the page.
  4. Enter the Personal Details of person to be added including an email address.
    Note: The email address cannot be a unimelb address.
  5. Click Submit.
  6. A green banner appears: ‘Created external user account with username: ex.username.’
    The external user will be notified via email of the new access and will need to activate their LMS account if this is the first time they have used it.

Remove an external user from the subject

  1. Select Control Panel >> Users and Groups >> External Users.
  2. Read the Copyright Notice and if in agreement, click I Agree.

Remove a single external user

  1. Put your cursor on the external user that is to be removed. A down pointing arrow appears next to their Last Name.
  2. Select Unenrol.

The person is removed from the list of external users, but unlike adding users, no message appears at the top of the screen.

Quickly remove multiple external users

  1. Click the check box to the left of all the users to be removed.
  2. Click the Un-Enrol Users button (top right of screen).

The people are removed from the list of external users, but unlike adding users, no message appears at the top of the screen.

Batch add external users

This process may be used to quickly add multiple external users to a subject.

Create a CSV file

Prior to accessing the External User tool you will need to create a Comma Separated Value (CSV) file containing the external user information.

  1. CSV files may be created in Microsoft Excel.
  2. Open a new Microsoft Excel spreadsheet.
  3. Enter email address, first name, last name and organisation information for the external users as per the following example:
Excel input with the external user email, first name, last name and organisation information
Excel input with the external user email, first name, last name and organisation information
  1. Select File, Save As and enter a name for the file.
  2. From the Save as type drop down menu select CSV (comma delimited) (*.csv).
  3. Click Save.

Use the CSV file in the process below to batch-add external users.

Add users via Batch Enrol Users

  1. Select Control Panel >> Users and Groups >> External Users.
  2. Read the Copyright Notice and if in agreement, click I Agree.
  3. Click Batch Enrol Users from the tools at the top of the page.
  4. Click the Choose File button and open the CSV file created earlier.
  5. Click Submit.
  6. A notice appears that says the external users have been notified via email of the new access and will need to activate their LMS account if this is the first time they have used it.

Note: Depending on the size of the file you are uploading, this process may take some time. Please be patient and do not press the upload button again, or navigate away from this page until the receipt page appears.

  1. Click OK to return to the External Users tool.

Steps to be completed by the external user

Adding a person as an external user is only part of the process. Before an external user will be able to access the LMS they must activate their account.

  1. When you create the external user’s account they were sent an email. The email contains their username, a URL and an activation code.
  2. The external user should open this URL. They will be prompted to enter their activation code and create a password.
  3. Using their username and password, the external user will now be able to log on to the LMS.

Forgotten password?

If an external user forgets their password, they may enter their username at the following URL to be sent the option to reset the password:
http://app.lms.unimelb.edu.au/webapps/uom-externalaccessmanagement-bb_bb60/externalusers/resetpassword.jsp

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