Roles in Webcourses@UCF

Webcourses@UCF has several different user roles. If you need to add someone to an online course, start by answering the question: What do I need this person to do?

Not Sure Which Role Fits Your Needs?

If you are unsure which role will work best for your needs, please contact Webcourses@UCF Support.

Activity Student Observer Designer Non-Grading Teaching Assistant Teaching Assistant Department Teacher
Student View of Course yes yes yes yes yes yes yes
Submit Assignments yes no no no yes yes yes
Participate in Discussions yes no no yes yes yes yes
Add/Change Content no no yes yes yes yes yes
Grade Assignments no no no no yes yes yes
Publish a Course no no no no no no yes
Can be Seen by Students yes no no yes yes yes yes

FERPA Training Requirements

Any user who needs to accesses student records in an online course must complete FERPA training. This includes the Teacher role, the Department role, the Teaching Assistant role, and the Non-Grading Teaching Assistant role.

Enroll in FERPA Training

  1. Sign on to myUCF using your NID and NID password
  2. Click on Employee Self Service.
  3. Select Learning and Development.
  4. Select Request Training Enrollment.
  5. Click on Search for Course Name, enter FERPA, and click the Search button.
  6. Click View Available Sessions.
  7. Click the Session number you wish to join, then click the Continue button.

Librarian Access

If you need to give a Librarian access to your course, then please email Webcourses@UCF Support at webcourses@ucf.edu from your ucf.edu email address with the person’s name, NID, role needed, and the course and section number.

Student Role

Students are automatically enrolled from PeopleSoft once they register for a course. Students are updated in Webcourses@UCF every few hours during add/drop, and overnight during the rest of the semester.

Observer Role

The Observer role can be used to enroll parents, mentors, and guests who would like to participate in a course but do not need to earn course credit. Observers have limited permissions that allow them to see what is going on in a course without interrupting the flow of daily course communication. Like students, Observers cannot view a course until it is published and the course has started.

Enroll an Observer

Instructors have the ability to enroll observers in their courses.

  1. Click the People tab in the course navigation menu.
  2. Click the + People button at the top right of the page.
  3. Enter the users’ Email, NID (Login ID), or SIS ID (UCF ID/PID) and select Observers from the drop-down menu below it.
  4. Click Next. 
  5. Once the NID is confirmed, click the Add Users button.

Designer Role

Designers can add course content and make changes but cannot interact with students or grades in any way. The Designer cannot edit grades, add/remove other users, publish a course, or access the faculty journal. Generally speaking, the Designer role is best suited for instructional designers or curriculum writers who write and manage course content.

Designer Enrollment

Contact your department scheduler to assign someone the Designer role through PeopleSoft using the Course Manager settings. If you do not know who your department scheduler is, please contact your department chair’s office.

Non-Grading Teaching Assistant Role

Non-Grading Teaching Assistants (NG-TAs) help manage content, discussions, and student groups, but do not have access to grading. NG-TAs are unauthorized to access student grades and can be limited to view a single section in a combined course.

NG-TA Enrollment

Contact your department scheduler to add individuals needing these roles to your course using PeopleSoft. If you do not know who your department scheduler is, please contact your department chair’s office.

Teaching Assistant Role

Teaching Assistants (TA) help manage content, discussions, student groups, and grades, but does not have the full access of a Teacher.

TA Enrollment

Contact your department scheduler to add individuals needing these roles to your course using PeopleSoft. If you do not know who your department scheduler is, please contact your department chair’s office.

TA Privileges

  • Manage (create/edit/delete) groups
  • Create web conferences
  • View discussions
  • View all students’ submissions and make comments on them
  • Moderate discussions (delete/edit other’s posts, lock topics)
  • Create student collaborations
  • Post to discussions
  • Manage (add/edit/delete) course files
  • Edit grades (includes assessing rubrics)
  • View all grades
  • View analytics pages
  • View the group pages of all student groups
  • View usage reports for the course
  • Add/remove students for the course
  • Manage all other course content
  • Send messages to course members
  • Manage wiki (add/edit/delete pages)
  • Add, edit and delete events on the course calendar
  • Manage (add/edit/delete) assignments and quizzes
  • See the list of users
  • Manage faculty journal entries
  • View and link to question banks

TA Restrictions

  • Read SIS data
  • Change course state
  • Manage (create/edit/delete) course sections
  • Add/remove other teachers, course designers, or TAs to the course
  • Manage learning outcomes
  • Manage alerts
  • View Student Class Photos

Department Role

The Department role shares the same level of access as a Teaching Assistant. This role is intended for administrators (i.e. deans or chairs) to observe a course taught by their faculty.

Department Enrollments

Contact Webcourses@UCF Support to grant a user the Department role.

Teacher Role

Teachers have the highest level of access to a course. Teachers can add course content, make changes, and interact with students or grades with no limitations.

Teacher Enrollments

  • If this person is paid or compensated by your department or college, then your department scheduler can add them to your course using PeopleSoft. If you do not know who your department scheduler is, please contact your department chair’s office.
  • If this person is unpaid, a volunteer, or intern, please email Webcourses@UCF Support from your official UCF email address with the person’s name, NID, role, and the course and section number. It is the responsibility of the Instructor of Record and department to ensure that this person has completed FERPA training.