Full policy

Moodle Learn Terms and Conditions 

Terms and Conditions 

Moodle is the University's Virtual Learning Environment (VLE). Moodle is a learning platform designed to provide educators, administrators, and learners with a single robust, secure and integrated system to create personalised learning environments. Moodle provides us with a flexible tool-set to support both blended learning and online courses. Moodle delivers a powerful set of learner-centric tools and collaborative learning environments that empower both teaching and learning. The pedagogic design of Moodle includes a constructivist and social constructionist approach to education, emphasising that learners (and not just tutors) can contribute to the educational experience. Using these pedagogical principles, Moodle provides a flexible environment for learning communities. Because it is open-source, Moodle can be customised in any way and tailored to our institutional needs. Moodle is web-based and so can be accessed from anywhere in the world. With a default mobile-compatible interface and cross-browser compatibility, content on the Moodle platform is easily accessible and consistent across different web browsers and devices. York St John University (YSJU) provides these services subject to the Acceptable Use of IT Services. Further information and guidance for use can be found below. 

Purpose of the Site Policy 

The purpose of the Moodle VLE Site Policy is to specify user responsibilities and to promote the appropriate use of the York St John University (YSJU) VLE for the protection of all members of the University community. The Site Policy applies both within and out with University premises. 

Primary Use of Moodle 

Moodle is the only recognised VLE of the YSJU. It is provided by Innovation & Technology Services (ITS), managed and supported by Technology Enhanced Learning (TEL) and is endorsed by relevant committees and structures to support the delivery of teaching and learning across the University. 

Other Uses of Moodle 

Although the primary use of Moodle is to support the delivery of teaching and learning, the online tools and facilities in the system allow it to be used to support other activities, such as staff and volunteer training, research projects, administrative processes, committee business, and general secure file-sharing. However these are very much secondary uses of Moodle, not endorsed by the TEL or by ITS, and there may be other more suitable systems available.

Devolved Responsibility for Moodle

 Although hosted and maintained centrally, Moodle uses a devolved ownership model: Schools, Departments, and other offices are responsible for the management and administration of their own areas in Moodle and how those areas are used. It is the responsibility of local managers to ensure that Moodle is both appropriate and suitable for the purpose for which it is being used, and that its use complies with the University’s policies and guidelines. These policies include, but are not limited to, data protection, GDPR compliance, copyright, security, personal data considerations, access restrictions, and intellectual property rights. 

 Registration

 • All users must register to use the University VLE

 • All registered users must agree to the Moodle VLE Site Policy and any other applicable University policies, including the Acceptable Use of IT Services Policy and the JANET Acceptable Use Policy. All University ITS policies are available at: https://www.yorksj.ac.uk/policies-and-documents/library/it-systems-acceptable-use-policy/. The JANET Acceptable Use Policy can be found here: https://community.jisc.ac.uk/library/acceptable-use-policy. 

These Policies cover the whole period that the user is a member of the VLE community at YSJU. 

Your Responsibilities 

Users of the YSJU VLE must agree to: 

1. Not use the VLE for anything else other than for the purposes of teaching, learning and research. However, incidental personal use, for example via the Moodle social forums, is acceptable. 

2. Not use the VLE for personal commercial use, for example marketing. 

3. Not use the VLE for uploading, storing, viewing or transmitting any material which is (or may be considered to be) defamatory, inflammatory, discriminatory, obscene or offensive. 

4. Not upload private, confidential, or sensitive material unless this is authorised 

5. Not misrepresent the University or bring it into disrepute in any way through the use of the VLE. 

6. Be responsible for moderating discussion forums which they may have created. 

7. Always act in a professional manner. Be polite and courteous to others when using the VLE. The VLE is not to be used to libel, slander, or harass any other persons. 

8. Not plagiarise in submitted postings or assignments. 

9. Not breach the copyright of the University or any third party by copying from the VLE without authorisation. Copyright of the course materials and content of the VLE are owned or controlled by the University unless otherwise stated. Any copies of third-party materials will be clearly labelled with warnings about any copyright restrictions. 

10. Ensure that any copyright material reproduced and loaded onto Moodle conforms with the Copyright, Designs and Patents Act 1988 (as amended) (https://www.legislation.gov.uk/ukpga/1988/48/contents) or with any licence agreement held by the University, or has been made with the express permission of the rights holder. All reproductions must be fully acknowledged. Please click here for YSJU Library’s Policies on Copyright: https://www.yorksj.ac.uk/students/library/copyright/. Material not conforming to these requirements will be removed from Moodle. 

Your Responsibilities for VLE Security 

Users of the VLE must agree to the following: 

1. You must take all reasonable precautions to safeguard your username and password 

2. You must keep physical access to the VLE secure. For example, do not login to the VLE and then leave your computer unattended. 

3. You must not attempt to gain unauthorised access to any part of the VLE. 

4. You must not post material which contains viruses or other programs which may disrupt the University's systems. 

5. Understand that YSJU will not take responsibility for any loss of information, which has been posted on the VLE, once users cease to be formally associated with the University. 

Use of the VLE by Children and Young People

Unless otherwise stated this platform, and the courses contained within, are designed for an adult audience, and not for children and young people.

The use of the VLE by a child or young person is subject to the consent of their parent or carer. We advise parents or carers who permit their children to use the VLE that it is important that they communicate with their children about their safety online. Children and young people who are using the VLE should be made aware of the potential risks to them and of their obligation to comply with these Terms of Use when using Moodle.

We will do our best to assess any possible risks to children and young people from third parties when they use the VLE, and we will decide in each case whether it is appropriate to use moderation of the relevant service (including what kind of moderation to use) in the light of those risks.

Please view our Safeguarding charter and policy for more information: https://www.yorksj.ac.uk/policies-and-documents/safeguarding/ 

Enforcement 

Certain activities will be regarded very seriously by the University and are subject to severe penalties for users, including suspension of use of the VLE. For staff such activities will be treated as gross misconduct under the Code of Conduct Policy (https://staffroom.yorksj.ac.uk/Home/Index/3e1f0a6b-b3f8-452d-92f7-9f212068dcfc) and for students will be regarded as misconduct in the Student Discipline Policies (https://www.yorksj.ac.uk/ssr/policies-and-regulations-/discipline-/)

These activities include deliberate interruption to the use of the VLE; gaining or attempting to gain unauthorised access to any part of the VLE or information stored therein; unauthorised disclosure of personal data; wilful or reckless infringement of any intellectual property rights of the University or third parties; and the viewing, transmitting or storing any material which is (or may be considered to be) defamatory, inflammatory, discriminatory, obscene or offensive. 

Support for VLE Users 

Support for VLE users is provided by local managers and centrally by ITS and TEL. Although the TEL team supports all Moodle users through the provision of training, online guides, and via the ITS Helpdesk, support for the delivery of teaching and learning will be prioritised. 

Changes to the VLE

The TEL team regularly make changes to the VLE to improve its security, stability, and usability. Requests for changes and improvements are accepted from across the University, and priority is given to those that improve its effectiveness as a tool to support the delivery of teaching and learning. Requests for changes that improve other uses of the system may also be considered, providing they do not affect this primary use. In addition, necessary changes may (rarely) be made that negatively impact one or more secondary uses, although such changes will be avoided if possible. 

Review 

The purpose and aims of Moodle and the policies governing its use are under constant review to ensure the system meets, and continues to meet, the University’s requirements for teaching and learning, as defined by the Learning and Teaching Strategy and the Digital Strategy. 

This document was last updated in June 2020.

Full policy

VLE Data Retention Schedule