This page contains Policies and Procedures that apply to Drew’s version of Moodle.

Beginning of Semester Procedures

Creation of Courses

Moodle course sites are created and made available to faculty as soon as the official schedule is posted by the Registrar’s Office, approximately one week before registration. Courses will be hidden by default and must be made visible by individual faculty members.

Regular Courses

Course number and name formats will include both the new course numbers and CRNs. Regular courses will be listed on the Moodle front page as follows:

  • PHIL-101-A-40041-Introduction to Philosophy

Note that longer course names will be truncated.

In the course site itself, the name will be:

  • PHIL-101-A-40041201640

What do these numbers mean?

PHIL = department
101= course number
A= section number
40041= CRN
2016 = Fiscal year
40= term code Summer
30= term code Spring
20 = term code Jan
10= term code Fall

Cross-Listed Courses

Cross-listed courses will no longer be meta-courses but will be automatically merged, so combining cross-listed courses will now be automatic (no need to fill out the request form)

Cross-listed courses will be listed on the Moodle front page as follows:

  • MATH-213-A / PHIL-213-A – XLSA1201240

In the course site itself, the name will be:

  • MATH213/PHIL213

Merged courses will combine each of the cross-listed course sections, with separate groups in Moodle for each of the distinct courses.

Multiple Section Courses

One course site will be created for each section listed in the schedule of classes. If an instructor will be teaching multiple sections of a course, each section will have a separate Moodle site. If the instructor wishes to combine the sections into one site so as to share materials amongst the different classes, please submit a request to Combine Multiple Courses.

Request to Combine Multiple Section Courses



When are courses created?

Semester/Term Course Creation Timeframe
Jan Term
Spring Semester Upon Registrar posting official Schedule (approx one week before registration opens)
Summer Term
Fall Semester

Please note that brand new, empty course shells are created for each semester. If faculty members wish to re-use content from a previously taught course, they will have to submit a Course Restore Request.

When Can I Request Restoration of Courses from Previous Semesters?

Course Restore Requests may be submitted at anytime. However, please note that action on requests pertaining to upcoming semesters will not begin until the day after course creation has occurred, as per the schedule above.

What if I Cannot See My Course(s) on Moodle?

If you are not seeing your Moodle course(s), contact your department chair and the Registrar’s Office to make sure you are listed as the primary instructor or Instructor of Record for that course according to the Drew Registrar’s listing. If you are listed as the primary instructor or Instructor of Record, and you still cannot see your course, please contact the University Technology Service Center at 973-408-4357 or by submitting a support ticket.

End of Semester Procedures

Archiving of Courses

All courses and user data that were used on Moodle each semester will be archived. While we will make every reasonable effort to backup and store student information (includes homework assignments, grades, etc.), it is the instructor’s responsibility to save these materials for future reference.

It is therefore important that students download any materials from the course that they want to save for themselves before courses are made unavailable.

How long will Faculty have access to courses after the end of a semester?

All academic courses are made unavailable to students and guests one week after grades are due. Instructors will still have access to their courses, but they will show up as grayed-out links when you log on to Moodle, because they are hidden from students.

The following schedule has been established regarding faculty access to courses on Moodle.


Summer Term
Spring Semester
Jan Term
Fall Semester

Faculty have access until

End of upcoming Fall Semester
End of upcoming Fall Semester
End of upcoming Spring Semester
End of upcoming Spring Semester

If you need access to a previous Moodle course that is not showing up on your Moodle homepage, please fill out a Moodle support request with the course number and term for the course you’re looking for.

*Groups and Departmental Sites will always be accessible. If you have any questions regarding any of these Policies and Procedures for Moodle Courses, please contact the UT Service Center at (973)-408-4357 .