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The Course Life Cycle (CLC) rollover tool creates a duplicate Moodle course based on an existing one, without any student content such as posts, assignment submissions, etc.
It allows the alignment with the next iteration of that course in Portico (but will not add any students at the point of rollover).
When you have rolled over the course, you will have two separate courses (such as ABCD001_22-23 and ABCD0001_23-24) with different start date and end date.
New rolled-over courses are hidden from students.
This process replaces the yearly snapshot, reset process, and allows all Moodle courses to remain in one site.
Anyone with editing rights (such as Course Administrators or Tutors) who previously would have undertaken the ‘reset’ process for the new academic year, can access the Course Rollover function and rollover courses.
You simply need to know which course you want to rollover to the next academic year and which Portico module delivery(ies) the module aligns to. This will be used to configure your course while it’s being rolled over.
It would also be beneficial for you to have the new academic year's course start and end dates to hand, so that the course appears in the correct place (Past/Present/Future) in your navigation in Moodle, once rolled over.
Zoom meetings, LTI (Learning Tools Interoperability) links, Reading List/Library block, Common Timetable Block do not get rolled over into the new Moodle course.
Please review the checklist page M30f - Updating and checking your course, ready for use this academic year for a comprehensive list of items to review after you have completed the rollover.
No student roles are rolled-over.
This step allows the tool to identify the data from Portico for the course you want to rollover.
Select the Alignment Type for your Course – Module, Programme or Miscellaneous. This will automatically select the correct category for your course to be rolled over to.
The first page will ask you to identify its category alignment. In this initial release, you will be able to align your course with:
Do not select 'Programme' if your course only aligns to Module delivery code(s). This would lead to having no suggested data in the next screen 'Course Data'. (see below)
The tool will suggest the SITS-based names and codes based on your module(s) alignments or your programme(s)/route(s) alignments.
Review the suggested alignments. Ensure the year in the suggested alignment year is 2023.
This step confirms course dates, naming and category location in Moodle.
On this screen, you see a summary of the configuration for your Current course and the Rolled-over course you are about to create.
The tool will auto-populate the fields from available information within Moodle/Portico, and based on the information you provided in the previous screen.
Check the course start and end date. This is important as it will determine if your course appears in the 'past', 'in progress' or 'future' filters within the My courses tab in Moodle.
The suggestion is taken from the module delivery data in Portico.
You can change the current course’s start and end date.
If the course start and end date change in future, you can still change them in the Moodle Course Settings for the course.
The rolled-over course information will offer Course full/short names as well as a Course ID number and will display course start/end dates as currently listed within Portico.
The tool uses the alignment you previously selected and also highlights the Moodle category that the course will be rolled over to.
You also have an option to amend the Course full/short names as well as a Course ID number. We do not recommend you change this unless you are making multiple copies of the same Moodle course (see M30c - Duplicating a Moodle course within the academic year).
Check (and amend if incorrect) the rolled-over course start and end date.
PLEASE NOTE: By default, the new course will be Hidden from students. However it will still be visible to staff within the My courses tab. The label Hidden from students will display over the course image to make its status clear.
At any point after you have scheduled a Rollover, you can click the Course Rollover link from the More tab to see its status.
This can be one of five statuses: Queued, Pending, Processing, Complete or Failed.
Queued means that the rollover is in a queue and it will be processed as soon as possible;
Pending means that the rollover is about to be processed;
Processing means that the rollover is yet to complete;
Complete means that the rollover has successfully completed and a direct link to the new course will be provided on this screen;
Failed means that an issue has occurred with the rollover (please see Known Issues page).
If the rollover fails, there will be an error message in first column of the table. This should indicate the reason for the error.
Review the Course Rollover Tool: known issues page to check whether it's a known error and please contact the Digital Education team if this doesn't resolve your issue.
You can update the activity due dates, amend content, and then enrol the new 2023/24 cohort of students.