LearnOrg User Guide

User guide for UoM LearnOrg MIS system.

Faculty of Engineering Examiners-Moderators appointment guidelines and information [Prepared by the EUGS Division]

  1. Appointment of examiners and moderators must happen prior to the commencement of a semester and should be submitted to the EUGS division within the third week of a new semester for Faculty Board, Senate and Council approval [the process usually takes 3 months].  

  1. The students [including repeat] will be given 4 weeks for module enrollment. [2 weeks before the commencement of semester and 2 weeks of add-drop period]. Decision on module offering should be finalized within the first week of the semester and should be informed all the enrolled students.  

  1. It is a must to have a Coordinating Examiner and a Moderator for each module [and there can be additional Examiner(s), as required.  

  1. The Coordinating Examiner and Moderator must be permanent internal staff members.  

  1. The Moderator must be a Senior Lecturer with the relevant subject expertise. [In the absence of Senior Lecturers in a department, the Head of Department or a confirmed lecturer with postgraduate qualifications shall be appointed as the moderator].  

  1. Departments must appoint Senior Lecturers or above as examiners for Semesters 7 and Semester 8 [final year] modules.  

  1. Lecturers on contract or visiting must have equivalent qualifications to the internal examiner appointment requirements.  

  1. The semester coordinators, in consultation with the relevant examiners, moderators, and the HoD, shall make the appointments of examiners and moderators through the LearnOrg system [LMS]. The manual form should be used only for amendments or discontinued modules.  

  1. The department shall ensure that the internal academic staff member details appear on all documentation are accurate and up-to-date, before submitting for the Senate approval.  

  1. All visiting staff [intended to be nominated as examiners] should be finalized in advance to appear their information correctly on the system. If not, the department should take necessary corrective action, prior to submitting their names as examiners.  

  1. Only the Coordinating Examiner will be permitted to insert marks to the system and displaying the provisional-results to students and submitting for moderation, will be his/her responsibility.  

  1. The Moderator shall be responsible for moderating the marks and submitting to the Examinations Division adhering to the deadlines enforced by the Faculty. 

To access the Learning Management Systems (LMS) of the University of Moratuwa, users are required to navigate to the following URL: https://lms.uom.lk/login_index.php. 

In order to gain access to the systems, users are mandated to input the assigned username and password, as illustrated in Figure 1 below:

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Figure 1: Process of Providing Username and Password for System Access 

Once successfully logged into the Learning Management System (LMS), users can proceed to the "Level Coordinator Area" where they have the capability to "Add Examiners & Moderators (Coordinator)". This feature is depicted in Figure 2 below: 

To initiate the process of adding examiners and moderators (coordinators) to the system, users are required to click on the "Add Examiners & Moderators (Coordinator)" option located on the left side of the screen. 

31.PNGFigure 2: Adding Examiners & Moderators (Coordinator) in the Level Coordinator Area of the LMS 

Figure 3 displays the interface where users can select the appropriate options for the Degree program, Department, Intake, and Semester. Once these selections are made, users must click the "GO" button adjacent to the said options.

3.PNGFigure 3: interface for users can select the appropriate options. 

  1. In order to locate the desired Academic member, users can utilize the search function by entering the surname of the individual. in Figure 4 

  2. Following the identification of the Academic member, users can proceed to click on the appropriate button, whether it is for assigning them as an examiner or a moderator. 

  3. When it comes to updating the class limits, the following guidelines must be adhered to: 

  4.  If the course is considered compulsory, there should be no class limit specified. 

  5. If the course is categorized as a faculty elective (FE), users have the flexibility to modify the class limit. 

  6. If the course is considered a department elective (EE), users also have the option to update the class limit.

  7. In cases where the course is a faculty elective and not offered to department students, a selected checkbox will be displayed. Users are required to uncheck this checkbox, as demonstrated in Figure 5. 
  8. Failure to uncheck the said checkbox implies that the course is being offered to department students as well, as demonstrated in Figure 5.

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Figure 4: searching Academic member

WhatsApp Image 2023-07-04 at 10.31.25.jpgFigure 5: Class limits for faculty electives





User Manual for Students

Login to the system

Login to the system

 

 

User can access the University of Moratuwa Management Information System (LearnOrg) through https://lms.uom.lk by using any Web-browser (however recommend to Mozilla Firefox and Google Chrome) or any Operating System.

Username-  surname-with-initials.<batch> without spaces (ex:- If you are Intake 19 and your name is Perera B.S.J, username is pererabsd.19 ) (You should have received your username from the examinations division.)

Password - If you access the system first time you can use “Index Number” as the default password. You can contact the Examination division or CITeS helpdesk (https://helpdesk.uom.lk) for any issues. 

Initial Interface

Initial Interface

 

When you login to the system you also will an interface as shown above. The system shows you last login details such as IP address, time and date for security purposes.

If you still using default password, system will automatically prompt password resetting options.

[If it is a public computer (such as a lab computer), make sure that you have logged out after using the system by using top-right corner “Logout” option.]

Change profile information

Change profile information

 

Users are allowed to change basic information such as Title, First Name, Last Name, Date of Birth, Gender, Current Address, Current Home Telephone number, Mobile Number, Permanent Home Telephone number and Personal e-Mail address. User has to click on “Update” button to apply the changes.

[It is recommended to keep these information up to date.]

Change Password

Change Password

Step 1: Click on "Forgot my password."

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Step 2: Read the instructions first, and then enter the requested details in the given text boxes. Then press "Send OTP."

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Step 4: Wait for the OTP. An OTP will be sent to your secondary email and to your mobile number.

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Step 5: Set a new password for your account. Make sure to read the password policy first.

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Course Enrolment

Course Enrolment

Student should enroll to semester offerings by using the LearnOrg system. Click on “Enrol” button for relevant and required course modules. If it is successful you will see success message top of the page.

[Students are responsible for enrolling to semester offerings within the permitted period. Make sure that your number of enrolled credits within the required credit limit. Student is responsible to enroll for required compulsory modules. Students should follow the University, Faculty or Department guidelines when enrolling for modules.] 

[Contact relevant Undergraduate Studies Division-for UG students/Postgraduate Studies Division-for PG students regarding repeat registrations or any other registration related inquiry]

Course Un-enrollment

Course Unenrollment

Students can un-enroll (de-register) from registered semester offerings by using the LearnOrg within the permitted period. Click on “Unenrol” button for course modules that you need to unenrol. If it is successful you will see the success message top of the page.

[Make sure that your number of enrolled credits is within the required credit limit. Students are required to follow the University, Faculty or Department guidelines] 

Enrollment history

Enrollment history

Students may view their total enrollment and enrollment history by using this function.

Guidelines for Offering Modules

Step 1: Login to the System

Login to the System

To begin the process of module offering, users must first log in to the Learning Management System (LMS) of the University of Moratuwa.

Accessing the LMS

Entering Login Credentials

⚠️ Note: If you have forgotten your password, use the "Forgot Password" link on the login page.

Figure 1 LMS Login Page.PNG

Figure 1: LMS Login Page 

Step 2: Offering Initiation

Offering Initiation

Once successfully logged into the Learning Management System (LMS), users can proceed to the UG Coordinator Area, where they are granted access to Course Management functionalities.

⚠️ Note: If you do not see or have access to the UG Coordinator Area, your Director or Head of the respective Division or Department can request access from the CITeS Division by opening a ticket through the IT Helpdesk at https://helpdesk.uom.lk.

Navigating to Offering Initiation

Figure 2 - UG Coordinator Area and Offering Initiation Option_page-0001.jpg

Figure 2: UG Coordinator Area and Offering Initiation Option

 

Searching for Course Code

After clicking on Offering Initiation, the system will display a search interface.

This will direct you to the Course Offering Interface, where module offering details can be entered.

Figure 3 - Course Code Search Interface.png

Figure 3: Course Code Search Interface

 

Accessing the Course Offering Interface

 Figure 4 - Course Offering Interface.png

Figure 4: Course Offering Interface

 

Enter Offering Details 

Once inside the Course Offering Interface, proceed to fill in the required fields with accurate information.

Required Fields

Fill in the following fields as per the course requirements:

Field Name Description
Academic Year Select the appropriate academic year for the offering.
Level Choose the level of study (e.g., Level 1, Level 2).
Semester Select the relevant semester (e.g., Semester 1, Semester 2).
CA Parentage Enter the percentage allocated for Continuous Assessment.
Exam Duration Specify the duration of the final exam in hours or minutes.
Repeat or Normal Dropdown options:
– Both Repeaters and Normal Batch
– Normal Batch Only
– Repeaters Only
Faculty Elective Dropdown options:
– No
– Yes
Lecture Hours Per Week Number of lecture hours per week.
Lab Hours Per Session Number of hours per lab session.
No. of Lab Sessions Total number of lab sessions.
Class Limit Use this if the course needs to be limited to fewer students.
Create Moodle Course ✅ Ensure this checkbox is selected before clicking Add.

Table 1: Required Fields

⚠️ Note: All fields are mandatory. Leaving any field blank may prevent the submission from being processed correctly.



Once all the fields have been filled:

Once successfully submitted, a confirmation message will be displayed at the top of the screen: “The Offering has been successfully saved.”

Figure 6 - Success Message After Submission.png

Figure 5: Success Message After Submission

Step 3: Offering Assign

Offering Assign

After successfully initiating the module, you need to assign the module to the relevant student group.

 

Navigating to Offering Assignment

 

Selecting Degree Programme, Intake/Academic Year, and Semester

After clicking Offering Assign, the system will display the assignment interface. Follow the steps below:

  1. Select the Degree Programme using the first dropdown.

  2. Choose the Intake/Academic Year using the second dropdown.

  3. Select the relevant Semester using the third dropdown.

  4. Click the Search button to proceed.

Figure 6.png

Figure 6: Offering Assign Selection Interface 

Completing the Assignment

Once the list of courses appears, click on the “Assign” button next to the relevant course.

This will take you to the Course Assigning Interface, where assignment details can be specified.

Figure 7 - Course Assigning Interface.png

Figure 7: Course Assigning Interface

 

At the bottom of the Course Assigning Interface, you will find the “Offering List” section.

Follow the steps below to complete the assignment:

Once saved successfully, the following confirmation message will appear at the top of the screen: “The Offering List has been successfully updated.”

Figure 8 - Offering Assignment Success Message.png

Figure 8: Offering Assignment Success Message

Step 4: Adding Examiners and Moderators

Adding Examiners and Moderators

After successfully assigning the modules, you need to add Examiners and Moderators to the relevant modules.

You can follow the detailed user guide for this process by accessing the link below:

🔗 Click here to view the User Guide for Adding Examiners and Moderators

Step 5: Offering Freeze

Offering Freeze

After successfully assigning lecturers to modules as Examiners or Moderators, the modules will become visible to students, allowing them to enroll in the relevant courses.

The Module Registration period is defined by the respective Performance Criteria for each degree programme. At the end of this registration period, module registrations must be frozen to finalize the offering.

Navigating to Offering Freeze

Figure 9 - Programme Admin Area and Offering Freeze Option_page-0001.jpg

Figure 9: Programme Admin Area and Offering Freeze Option

Selecting Degree Programme, Intake/Academic Year

After clicking Offering Freeze, the system will display the offering freeze interface. Follow the steps below:

  1. Select the Degree Programme using the first dropdown.

  2. Choose the Intake/Academic Year using the second dropdown.

  3. The third dropdown will appear only for degree programmes that follow the Academic Year system. Use this to select the relevant Semester.

  4. Click the Goo button to proceed.

Oyp86GqVISMK0TTH-figure-10-offering-freeze-interface (2).png

Figure 10 - Offering Freeze Interface

Completing Offering Freeze

Once the list of courses appears, you can complete the offering freeze process using one of the following methods:

⚠️ Note: When you check the freezing checkboxes, the data is automatically transferred to the server. Once a module is frozen, it cannot be unfrozen by unchecking the box.
If any changes are required after freezing, please contact the MIS Division by opening a ticket through the IT Helpdesk at https://helpdesk.uom.lk.

Once the modules are successfully frozen, a confirmation message will appear depending on the method used:

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Figure 11A: Offering Freeze Success Message (Individually)

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Figure 11B: Offering Freeze Success Message (Bulk Action)

Additionally, the interface will display the frozen status next to each course, confirming that the offerings have been finalized for the selected semester.

figure-11-frozen-modules-display-interface.png.png

 Figure 12: Frozen Modules Display Interface

 

Guidelines for Transferring Students Across Levels/Years

Step 1: Login to the System

Login to the System

To begin the process of module offering, users must first log in to the Learning Management System (LMS) of the University of Moratuwa.

Accessing the LMS

Entering Login Credentials

⚠️ Note: If you have forgotten your password, use the "Forgot Password" link on the login page.

Figure 1 LMS Login Page.PNG

Figure 1: LMS Login Page 

Step 2: Transfer All Students to a Different Academic Year/Level

Transfer All Students to a Different Academic Year/Level

Once successfully logged into the Learning Management System (LMS), users can proceed to the Programme Admin Area, where they are granted access to Student Common Details functionalities.

Navigating to Student Academic Admin

Capture 2_page-0001.jpg

 

 Figure 2: Programme Admin Area and Student Academic Admin

 

Selecting Degree Programme, Intake/Academic Year

After clicking on Student Academic Admin, the system will display the interface as shown in Figure 3. Follow the steps below:

  1. Select the Degree Programme using the first dropdown.

  2. Select the Department using the second dropdown.                                                                                                  ⚠️ Note: This will only have one option — the department code relevant to the selected degree programme.

  3. Choose the Intake/Academic Year using the third and fourth dropdowns.

  4. Click the Go button to proceed.

Figure 3.png

Figure 3: Student Academic Admin Interface

 

Accessing the Student Transferring Section

After clicking the Go button, the Student Transferring Section for the selected batch will appear beneath the student list, as shown in Figure 4. This interface allows users to transfer all students to a different level or academic year.

Figure 4.png

Figure 4: Student Transferring Section

 

Transferring All Students to Level 6 (Temporary Step)

 

Important Note: Not all students progress to the next level simultaneously. Use "Level 6" as a temporary supportive level to avoid potential inconsistencies or system conflicts.

  1. Select “Level 6” from the Transfer all Students to different level dropdown.

  2. Click on the "Transfer All" button.

All students will be moved to Level 6 while keeping their current academic year unchanged.

 

Transferring Students to the Correct Academic Year

  1. In the Student Academic Admin interface (see Figure 3), search for students who are currently at Level 6 with their current academic year.

  2. From the Transfer all Students to different academic year dropdown, select the correct academic year.

  3. Click on the "Transfer All" button.

Students will now be assigned to the correct academic year, while still remaining at Level 6.

 

Transferring Students to the Correct Level

  1. Again, use the dropdowns in the Student Academic Admin interface to search for students with the updated academic year and Level 6.

  2. From the Transfer all Students to different level dropdown, select the correct level.

  3. Click on the "Transfer All" button.

Students will now be fully transferred to the correct academic year and correct level.

 

Final Verification

To ensure the transfer process is completed correctly:

Guidelines for Registering Repeat Students (Manually)

Step 1: Login to the System

Login to the System

To begin the process of module offering, users must first log in to the Learning Management System (LMS) of the University of Moratuwa.

Accessing the LMS

Entering Login Credentials

⚠️ Note: If you have forgotten your password, use the "Forgot Password" link on the login page.

Figure 1 LMS Login Page.PNG

Figure 1: LMS Login Page 

Step 2: Define Semester Lock Date

Define Semester Lock Date

After successfully logging into the Learning Management System (LMS), you must define the Semester Lock Date before enrolling repeat students. This is done via the Semester Deadlines functionality, accessible through the Programme Admin Area.

⚠️ Note: If you do not see or have access to the UG Coordinator Area, your Director or Head of the respective Division or Department can request access from the CITeS Division by opening a ticket through the IT Helpdesk at https://helpdesk.uom.lk.

 

Navigating to Offering Freeze

Figure 2 - Programme Admin Area and Semester Deadlines.jpg

Figure 2: Programme Admin Area and Semester Deadlines

 

Selecting Degree Programme, Academic Year, Level & Semester

After clicking Semester Deadlines, the system will display the Interface to Define Semester Management Dates. Follow the steps below:

  1. Select the Degree Programme using the first dropdown.
  2. Choose the Academic Year using the second dropdown.
  3. Select the Level using the third dropdown.
  4. Select the Semester using the fourth dropdown.
  5. Click the Go button to proceed.

Figure 3 - Interface to Define Semester Management Dates_page-0001.jpg

Figure 3: Interface to Define Semester Management Dates

 

Define the Semester Lock Date

To enroll students as repeat candidates, the Semester Lock Date must be either today’s date or a future date.

⚠️ Note: The Semester Lock Date impacts several functions handled by different departments. Please ensure that a date has not already been set before defining a new one.

Once defined successfully, a confirmation message will appear at the top of the screen: “Successfully defined.”

Figure 4 - Define date success message. .png

Figure 4: Define Date Success Message

 

Step 3: Repeat Enrollment

Repeat Enrollment

After successfully defining the Semester Lock Date, you can proceed to enroll students in relevant modules as repeat candidates.

Navigating to Repeat Enrollment

Figure 5 - Accessing Repeat Enrollment Option.jpg

Figure 5: Accessing Repeat Enrollment Option

Selecting Degree Programme, Intake/Academic Year, and Semester

After clicking on Repeat Enrollment, the system will display the interface as shown in Figure 6. Follow the steps below:

  1. Select the Degree Programme using the first dropdown.

  2. Select the Department using the second dropdown.                                                                                                    ⚠️ Note: This will only have one option — the department code relevant to the selected degree programme.

  3. Choose the Intake/Academic Year using the third and fourth dropdowns.

  4. Select the Semester using the fifth dropdown.

  5. Click the Go button to proceed.

Figure 6 - Repeat Enrollment Interface.png

Figure 6: Repeat Enrollment Interface

Selecting the Course and Searching for a Student

Figure 7 - Search Interface for Student Enrollment.png

Figure 7: Search Interface for Student Enrollment

Accessing the Repeat Enrollment Interface for a Specific Student

Once the Display button is clicked, the Repeat Enrollment Interface for the specific student will appear, as shown in Figure 8. This interface allows users to enter enrollment details.

Figure 8 - Repeat Enrollment Interface for Specific Student.png

Figure 8: Repeat Enrollment Interface for Specific Student

Entering Repeat Enrollment Details

Fill in the following required fields accurately:

Field Name Description
Status Dropdown options:
• PF – Previous attempt result is 'Fail'
• PI – Previous attempt result is 'Incomplete'
• U – Request to update previous result
• N – Approved concession for the module
• W – Previously withdrawn module
Registering for Dropdown options:
• CA – Continuous Assessments only
• FE – Final Examination only
• Both – Both CA and FE
Attempt Considered As Select the appropriate attempt (e.g., 2nd, 3rd, etc.)
⚠️ If the student has an approved concession, select "1st"
Print Semester Select the relevant semester (Default value can be kept)
Print Academic Year / Intake The academic year of the student’s first attempt (Default value can be kept)
Print Level Select the relevant level (Default value can be kept)
Previous Enrolled Module Fill this if registering for a discontinued module
File Ref. Optional field for future reference
Comment Optional comments for internal reference

Table 1: Required Fields for Repeat Enrollment

Finalizing Enrollment

Once submitted successfully, the following message will appear at the top of the screen: “Successfully enrolled...”

Figure 9 - Success Message After Repeat Enrollment.png

Figure 9: Success Message After Repeat Enrollment

Repeat Enrollments - Edit

Repeat Enrollments – Edit

After completing a repeat enrollment, if you need to modify any of the fields previously entered, such as Status, Registering for, or Attempt, you can do so using the Repeat Enrollments – Edit feature.

Once successfully logged into the Learning Management System (LMS), users can navigate to the Exam – Enrollment Admin Area, where they are granted access to the Repeat Enrollments – Edit functionalities.

Navigating to Repeat Enrollments – Edit

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Figure 10: Accessing Repeat Enrollment – Edit Option

Searching for a Student

Figure 11.PNG

Figure 11: Search Interface for Student Enrollment

Editing Repeat Enrollment Details

Figure 13.png

Figure 12: Edit Interface for Repeat Enrollment

Confirmation of Successful Update

Once the details are successfully updated, a confirmation message will appear at the top of the screen: “Successfully updated...”

Figure 13.PNG

Figure 13: Success Message After Repeat Enrollment Edit

Other

Check Course Offering Details

Check Course Offering Details

Once successfully logged into the Learning Management System (LMS), users can proceed to the Academic Staff Area, where they are granted access to the Course Offering Details functionalities.

To view the module details, select the relevant Degree Programme, Academic Year/Intake, and Level/Semester.

Check Course Offering Details.png

Figure 1: Course Offering Details Interface

Check Course Registration Details

Check Course Registration Details

Option 1: 

Once successfully logged into the Learning Management System (LMS), users can proceed to the Academic Staff Area, where they are granted access to the Course Registration functionalities.

To view the module details, select the relevant Degree Programme, Academic Year/Intake, Level and Semester.

Check Course Registration Details 1111.png

Figure 2: Course Registration Details Interface

 

Student Module Registration List

If you need to get the student module registration list you can use the "Download PDF" button under the student list as shown in Figure 3. You can use this pdf document as shown in Figure 4 to get the confirmation from the students about their registration. 

Check Course Registration Details 2222_page-0001.jpg

Figure 3: Section for Download Student Module Registration List

Figure 222BBBBB.png

Figure 4: Student Module Registration List

Option 2:

If You need to get Course Registration details with date You can access Course Registrations (with Date) option. 

Once successfully logged into the Learning Management System (LMS), users can proceed to the Academic Staff Area, where they are granted access to the Course Registration functionalities.

To view the module details with registration date, select the relevant Degree Programme, Academic Year/Intake, Level and Semester.

Check Course Registration Details 3333.png

Figure 5: 

Student Lock/Unlock

Student Lock/Unlock

 

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Figure 6 - 

 


 

 

Check Student Details

Check Student Details

 

Student Details 1111.png

Figure 7 - 

Students' Personal Profiles

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Figure 8 - 

Add new course

Add new course

Figure 9 - Add New Course 1111.png

Figure 9 -



Student Group Management

Student Group Management

Figure 10 - Student Groupe Management 1111.png

Figure 10 - 

Bulk Enrollment

Bulk Enrollment

Figure 11 - Bulk Enrollment 111.png

Figure 11 - 

Enrollments Correction

Enrollments Correction

Figure 12 - Enrollment Correction 1111.png

Figure 12 -