Staff management

Who can manage staff?

Subject Coordinators and LMS Representatives can add, remove and change the role of staff members in a subject. Staff with other roles in the subject (eg. Tutors) can see the list of staff, but cannot make any changes. Users from other institutions who need access to a subject (e.g. guest lecturers) may be given participant (student) access with the Only users with a University of Melbourne staff account may be given a staff role in the LMS.

Users from other institutions who need access to a subject (e.g. guest lecturers) may be given participant (student) access with the External Users Management tool. University of Melbourne students who will also be tutoring must activate their staff account before they can be added to the subject in a staff role, using the process described below.

If a student requires auditor access to a subject, this must be requested by submitting a support request.

Add a staff member

  1. Select Control Panel >> Users and Groups >> Staff Roles. A list of staff currently associated with the subject and their role will be displayed.
  2. Click Add staff role.
  3. Search for the staff member using their username, surname or given name. Click Go to show people who match the search criteria.
  4. Hover mouse over the surname of the person to be added. An arrow appears.
  5. Click the arrow and select the role for that person from: Coordinator (Community Leader), Tutor (Assistant), Designer or Marker (see Staff Roles below for definitions).
  6. The staff member is added in the selected role, is displayed in the list of staff, and a green confirmation message is displayed at the top of the screen.

Change a staff role

To change the role of an existing staff member, go through the steps above to add them and select the new role at step 5. The new role will apply and a blue Updated… message is displayed at the top of the screen.

Remove a staff member

  1. In the Control Panel, from Users and Groups, select Staff Roles. A list of staff and their role will be displayed.
  2. Put your cursor on the surname of the person to be removed. An arrow appears.
  3. Click the arrow and select Delete.
  4. Confirm deletion on the following page by clicking Submit.
  5. The staff member is deleted from the subject, removed from the list of staff, and a green confirmation message is displayed at the top of the screen.

Staff roles

A subject or community in the LMS can have multiple staff members actively participating in the development and delivery of the subject.

Teaching staff may use these roles to delegate some of the responsibility for maintaining the subject.

Note: Staff users are not able to enrol a student, or assign a student role – this task is system driven and performed automatically from the StudentOne.

Each individual staff member can have only one role allocated at any time in a subject, however, can have a different role in a different subject. For example, a user with the role of Tutor in one subject can have the role of Designer in another subject.

The following roles are available in the LMS:

Subject Coordinator / Community Leader

This role has overall responsibility for developing, teaching and facilitating the subject, including managing the Grade Centre. Subject Coordinators can access all areas of the subject and the Control Panel even if the subject is unavailable to students. Subject Coordinators can add other staff to their subject, and assign a particular role for that staff user, and update or delete an existing staff user role. Subject Coordinators can backup the subject via an archive.

Tutor / Assistant

This role is appropriate for a staff member who is involved in the development and teaching of the subject and requires access to the Grade Centre. The Tutor role has similar privileges to the Subject Coordinator role and can access most tools in the Control Panel. This role does not have access to the subject’s lifecycle tools (Subject Copy, Export / Import subject, Archive subject). Tutors cannot add or delete other staff members.


The Designer role is appropriate for an assistant or a support staff member who has some subject design and development responsibilities, but who should not have access to student grades. A Designer cannot access the Grade Centre or subject statistics.


The Marker role has limited access to the subject Control Panel. This role is suitable for staff members who are assisting with the management of student grades but do not need to be able to develop the subject site.

College Tutors

This role is not selected with the Staff Role Management tool. To give a college tutor access to a subject, the request must come to the LMS team from the college that the tutor works for. The Academic Board has endorsed a policy to ensure a consistent approach to access LMS websites for tutorial staff associated with the University's Colleges and Halls of Residence. For more information, see College tutors and LMS access.

Staff Information tool

The Staff Information tool can appear on a page by itself (default), or as one of the items on a Tools page.

  1. In the Control Panel, from the Subject Tools, select Staff Information.
  2. Ensure Edit Mode is ON.
  3. Click Create Contact.
  4. Enter the details of the staff member. Note: Email is a mandatory field.
  5. To attach an image of the staff member, in Options click Browse, locate the file on your computer and then click Open.
    Note: Images should be 150 x 150 pixels, otherwise they will be resized to fit.
  6. The Personal Link box allows a link to the staff member’s web page.
  7. Click Submit.

If there is a large number of staff in the subject, use the Create Folder button at top of the screen and create folders for them e.g. Lecturers, Tutors, and Guest Speakers.

Adding staff profiles for lecturers and tutors directly addresses one of the LMS framework requirements of providing students with names and contact details of teaching staff.

External users management

External Users is a tool that allows individual non-University users access to an LMS subject as a participant. If you need to give access to your subject to the general public (e.g. allowing potential students to preview a subject before enrolling), see the Guest access guide.

Be aware that opening your subject to non-University users requires attention to copyright compliance. For further information, see Copyright and the LMS.

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 the person to be added, including an email address.
  5. Click Submit.
  6. A notice appears that says the External User has been notified via email of the new account and will need to activate their account if this is the first time they have used it.
  7. Use the breadcrumbs at the top of the screen to return to the subject pages.

Note: Adding a person as an External User is only the first of several steps.

  1. Add the external user to the subject.
  2. The External User receives an email containing a username, URL and activation code.
  3. The External User follows the URL, enters the activation code and creates a password.
  4. The External User can now log on to the LMS using their username and new password.

For more information on External Users, see the External Users information page.

This guide was last updated 12 Feb 2019.
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