NWU ACADEX FAQ
General
1. Why are we changing if the current LMS works?
The current system functions, but it limits long-term digital strategy alignment. This migration is about future readiness, improved student experience, and institutional sustainability — not short-term dissatisfaction.
2. Will this increase academic workload?
There will be a short-term adjustment effort and increased workload. However, we are mitigating this through:
• Structured training
• Templates and standard course structures
• Phased implementation
• Dedicated support
The goal is long-term simplification, not added complexity.
3. Are faculties losing autonomy?
Academic freedom remains intact. What we are standardising are core structures and support frameworks to reduce student confusion and improve sustainability. Standardisation strengthens equity and support — it does not dictate pedagogy.
4. What if the system fails at go-live?
Stability is non-negotiable. We have planned:
• Early and repeated integration testing
• Controlled content migration
• Structured cutover planning
• Hypercare support
We will not compromise launch stability for speed of delivery.
5. Why invest so much in change management?
Technology fails when adoption fails. Professional change management ensures:
• Stakeholder engagement
• Clear communication
• Role-based training
• Readiness assessment
This investment reduces resistance and protects institutional reputation.
6. Can we customise for specific faculty or other needs?
The LMS is delivered as a Software-as-a-Service (SaaS) platform. This means the core system is managed by the vendor and cannot be directly modified by the university. While the system allows for configuration and flexibility in how modules are designed and used, extensive customisation of the underlying system is not possible. In addition, high levels of customisation can increase complexity and long-term maintenance risks.
The implementation will therefore prioritise institutional standards and consistency across the university. Exceptions may be considered where there is a clear academic, pedagogical, or regulatory requirement, and where the solution can be supported within the platform’s standard capabilities.
7. How do we ensure this doesn’t become an IT project?
This is institutionally sponsored and academically driven. IT enables the platform — it does not own the academic direction. Leadership alignment across divisions is deliberate and visible.
8. When will my module move to Acadex?
Modules will go through content transfer according to the phased implementation plan. Staff will be informed in advance when their modules enter the preparation and migration phase.
9. Will my existing course content be transferred?
Yes. Existing course content can be transferred to Acadex, although some tools may differ and may require adjustments during the migration process.
10. Will training be provided?
Yes. Training will be provided using a just-in-time approach, ensuring that staff receive training and support when their modules are scheduled for preparation.
11. Who will support lecturers during the transition?
Support will be provided by the Centre for Teaching and Learning (CTL) together with the technical project team, who will assist with module preparation, course design, and system-related questions.
12. Will Acadex change how I teach my module?
Acadex will provide additional tools and features, but lecturers will still have flexibility in how they design and deliver their modules. The system is intended to enhance teaching and student engagement, not restrict academic practice.
13. Will students receive training?
Yes. Students will receive guidance and orientation resources to help them navigate and use Acadex effectively.
14. What will happen to existing grades and student data?
Student enrolments and essential data will be integrated with the Student Information System (SIS) to ensure accurate enrolment and grade management.
15. What happens if I experience problems during the transition?
Dedicated support channels and guidance resources will be available to assist staff and students during the implementation.
ACADEX
1. Getting Started & Access to ACADEX
Q: The module I linked yesterday is still not showing. What should I do?
A: Once you course link, allow up to 24 hours for your site to appear on the course page.
Q: Does the Change Password option reset both the NWU and Microsoft Office passwords?
A: No — it only resets the NWU password.
Q: Do students have access to the Study Guides tab?
A: Yes, it works similarly to eFundi as a quick link.
Q: Do all students have PowerApps licences required to access Study Guides?
A: Some students may not have access to certain Microsoft apps… Students must use their @mynwu.ac.za account.
Q: In the View As section, what does the 'Access' role mean?
A: Ignore the Access role for now; use 'View as Learner'.
Q: I do not see the Change hyperlink. Is everyone supposed to see it?
A: Close everything, log in again, click Profile → Change.
Q: Can anyone make an announcement to all staff?
A: Requests should be sent to the designated person.
Q: Can links under NWU Support be changed or added?
A: Send an email request to acadex@nwu.ac.za
Q: Can the IT Department be added as a link under NWU Support?
A: Yes — send an email request.
Q: Is there a dark mode for Acadex?
A: Not supported. A community workaround exists for Brightspace.
Q: Does Acadex support custom CSS?
A: CSS guidance is available on NWU Nextcloud documentation.
Q: Should informal/project sites have a different colour?
A: Yes — updated to a darker orange.
Q: Is there a per user upload limit for media files?
A: 2 GB per file. Site storage managed case by case.
Q: What are content upload limits per site?
A: 2 GB per file; no maximum site size yet.
Q: Does the calendar display all module events?
A: Yes — all module events appear.
Q: Can informal course names be changed?
A: No — only Super Admins can change names.
Q: Will service modules display the faculty colour of the delivering faculty?
A: Yes — colour reflects delivering faculty.
Q: Will modules appear under separate faculty tabs for students?
A: Yes — based on delivering faculty.
Q: How do you add students to an Informal Course Site?
A: Use Classlist → Add Existing Users or Import.
Q: Can Classlist searches use personal or student numbers?
A: Yes — search by number or name.
Q: Can multiple student numbers be added at once?
A: Yes — use Import.
Q: Can student information be imported from Excel?
A: Yes — use the sample text file.
Q: Can an Unenroll action be undone?
A: No — user must be added again manually.
Q: Does unenrolling a user remove their activity data?
A: No — activity data remains.
Q: Why do some staff appear in Classlist search and others not?
A: Different permissions and roles affect visibility.
Q: Is the Assistant role unavailable because the system is in test?
A: Response to be confirmed.
Q: Is there a limit to students enrolled in an informal site?
A: No limit.
Q: Can the list of enrolled users be exported?
A: Use print → save as PDF.
Q: How do we move students from Classlist into groups?
A: Create a group category first.
Q: Who has access to the site?
A: Only registered students.
Q: What should be done for students who register late?
A: Response to be confirmed.
Q: Can we start building an actual course now?
A: Official course building not yet permitted except for pilot lecturers.
Q: Do system administrators have access to all courses?
A: Yes — Super Admins and Admins.
Q: Can course widgets be rearranged?
A: No — only pinned.
Q: Bulk import for informal sites not available — has this been fixed?
A: Yes — now enabled.
Q: How will Classlist be managed during SIS add/drop?
A: Managed through integration; temporary enrolment may be evaluated.
Q: Rich text editor missing formatting options — known issue?
A: Yes — third party tool; suggestion submitted.
Q: Pulse mobile app push notifications — how should this be prioritised?
A: Will be considered during Pulse app stage.
2. Course Design & Creation (Content Tools)
Q: What graphics can be inserted into content pages?
A: You can insert animated videos, standard images (JPG, PNG), and embedded videos.
Q: How many flip cards can be created at a time?
A: You can create more than one flip card… they will be displayed next to each other.
Q: How to display one flip card at a time?
A: Create individual flip card blocks — add one flip card per block.
Q: How to make Excel or other files downloadable in original format?
A: Go to Course Admin → Manage Files → Upload → Insert Quicklink → Course File.
Q: Are Creator+ tooltips available?
A: Not currently; noted as a suggestion for future updates.
Q: Can lecturers see feedback from practice/self assessment elements?
A: No, feedback is not visible to lecturers.
Q: How can lecturers access NWU template icons and banners?
A: Access the NWU Structures (Templates) site → Graphic Resources folder.
3. Assessments & Grading
Q: Assignment notification emails going to junk
A: Whitelist "email.brightspace.com".
Q: Exporting question pools from eFundi
A: Ensure all question pools are used within a course site; create a mock test if needed.
Q: Are rubrics shared across sites?
A: Rubrics are linked to a specific course/site; import to reuse.
Q: Adding introductory text in rubrics
A: Not directly possible; add rubric title and description instead.
Q: Can enrolled users be exported as CSV/Excel?
A: Users can print and save as PDF; CSV/Excel confirmation pending.
Q: Does Brightspace track self assessment/practice questions?
A: No — not tracked in Gradebook.
Q: Can H5P assessments be linked to Gradebook?
A: Yes — H5P assessment content can be linked.
Q: Accessibility and closed captioning for videos
A: Captions can be generated and edited via Admin Tools.
4. LumiPro (AI Tools in ACADEX)
Q: Maximum number of AI generations / reset cycle
A: 30 AI generations per licensed user.
Q: Can LumiPro generate questions from linked documents?
A: Yes — embed the document first.
Q: Limitations on 'Generate Unit from File'
A: Each use counts toward the annual AI allocation.
Q: What counts toward the AI generation limit?
A: All AI assisted features.
Q: Can AI generated content be edited before publishing?
A: Yes — content is presented for review.
Q: Can AI generate content in Afrikaans or other SA languages?
A: Response pending confirmation.
Q: Is LumiPro generation limit per user or shared?
A: Limit applies to entire Brightspace site.
Q: Does number of slides affect question generation cost?
A: Cost is based on number of questions generated.
Q: Will LumiPro use only the linked resource?
A: Response pending confirmation.
Q: Are generated questions automatically added to question pools?
A: No — must be manually organised.
5. Reporting & Analytics
Q: Can Class Progress track student engagement?
A: Yes — shows whether learners accessed content and how many times.
Q: Tracking attempts and grades
A: Assignments and quizzes can be tracked, including attempts and grades.
6. Support & Troubleshooting
Q: Content pages and quiz questions appear laggy
A: Refresh browser or try another browser.
Q: Calendar vs announcements
A: Best practice encourages use of Calendar.
Q: Video transcripts
A: Click Settings → Transcript → download .txt file.