SOOT is a web application that enables staff other than module tutors to be associate with a unit in SAMIS. It also enables multiple staff to be associated with programmes of study. These associations can then be brought through into e-tools such as Moodle and the LMF.
Note: You do not have to use SOOT – both Moodle and the LMF can be used without it, however the benefit of storing associations in a central location like this is that only one list has to be maintained and only one interface used to do so. This is not only more efficient, but it also avoids potential problems with membership discrepancies between multiple lists.
SOOT can be used by any member of staff – either by those who would like to request an association with a particular unit or programme (in order to gain access to it in Moodle or the LMF), or by those who are seeking to give access. SOOT is located at www.bath.ac.uk/soot and can be accessed from on and off campus.
Upon logging into SOOT with your BUCS username and password you will be presented with a welcome screen (as shown below).
Typical SOOT Homepage
Towards the top of the screen there are four tabs: ‘Home’, ‘Join units’, ‘Join programmes’ and ‘Manage units’.
The ‘Home’ page is a summary page. It shows the status of your current enrolments (listing your status as ‘tutor’ or ‘other staff’ as appropriate), and also provides access to a record of pending, approved and declined SOOT requests.
You can request to be added as ‘other staff’ on units and programmes from the relevant tabs – the process for doing so is the same.
Requesting Access to a Unit or Programme.
- Click onto the relevant tab (’Join units’ or ‘Join Programmes’)
- Search for the course you wish to be added to (this can be by title or by SAMIS code).
- Click onto the course to select it
You may repeat the process in order to include multiple courses in your request (as shown below)
Joining units or programmes
Once you have identified all of the courses you wish to have ‘other staff’ access to, simply press the ‘Review’ button and then (on the next screen) the ‘confirm’ button. This will generate an email request which is automatically sent to the module tutor of the course (or designated SOOT representative).
Note: Many programmes don’t have a programme manager assigned in SAMIS (i.e. someone who takes ownership of the programme and who can accept requests of this nature). As this is the case, you may need to contact the e-Learning team in order to join programmes.
Managing Access Requests
Email requests from SOOT will include a link back to SOOT which can then be used to approve or deny access as appropriate.
If you have received requests, your SOOT homepage will display the requests alongside ‘Approve’ and ‘Decline’ buttons (as shown below).
Managing access requests
If you decide to decline the request, you will have the opportunity to provide a reason – your response (whatever it is), is then emailed back to the requester.
A summary of all your access requests (and their status) is available from the Homepage.
Managing your units
If you are the module tutor (convenor) for a specific unit you may wish to amend ”other staff’ memberships at some point in the future. As with making the requests, the SOOT interface to can also be used to remove access.
- Select the ‘Manage Units’ tab to see a list of units for which you are the convenor.
- Click onto a specific unit in order to manage memberships (as shown below)
Screenshot of 'Manage Units' page
From this page you can modify the ‘other staff’ associated with your courses by pressing the relevant ‘Add’ or ‘Remove’ icon – it will take up to 24 hours for any changes to ‘other staff’ associations to cascade into e-tools such as Moodle.
Additionally, on this screen you are also able to designate a ‘unit administrator’ for the course. In this context, the administrator is simply a nominated individual to whom future access requests will be sent. This can be useful where a unit tutor would prefer access requests to be dealt with by someone else.
Having been given access to units and programmes as an ‘other staff’ member, you may eventually wish to unenrol yourself from them.
- Select the ‘Homepage’ tab
- Click onto the ‘Your Enrolments’ button
You will see a breakdown of courses that you have access to – either as a module tutor (course convenor) or as an ‘other staff’ member. With the exception of courses for which you are the convenor, you can click choose to leave the unit or programme (as shown below).
Note: If you wish to unenrol from a Moodle course but are listed as an ‘other staff’ member for the unit, you will need to remove the ‘other staff’ association for the course via SOOT (as if you don’t, you will automatically be re-enrolled within 24 hours).
SOOT also has a bulk request facility (accessible only through the e-Learning Team), which can be used to request and grant access to every SAMIS course (units and programmes) within a Department.
Typically requests for this level of access come from Directors of Studies (or similar) who need to maintain an overview of all supporting course materials in Moodle or the LMF. Should you require information about this facility or any other aspect of SOOT, please contact the e-Learning Team by emailing email@example.com.