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Rollover iconCLC Rollover tool 

What is the CLC rollover tool?

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_21-22 and ABCD0001_22-23) 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.

Where can I get training?

This guide explains how to use the CLC Course Rollover tool.

You can also attend drop-in sessions as listed in the Moodle Course Rollover Tool Training page.

Who does the rollover?

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.

What do I need before I start a rollover?

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's 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.

What does not get 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 the next academic year for a comprehensive list of items to review after you have completed the rollover.

The Advanced Forum activities will also not be rolled over to 2022/23 courses because the Advanced Forum activity is being phased out of Moodle as it will become unsupported later this year. Please talk with your Faculty Learning Technology Lead (FLTL) -  see list for your faculty   to discuss alternative option that fit your pedagogical needs.  

What Moodle roles get rolled-over to the new course? 

No student roles are rolled-over.

The roles below keep their enrolments into the new 2022/23 course:

  • Accessibility Assistant 
  • Category Administrator 
  • Category Administrator (No E-Mail) 
  • Category Observer 
  • Course Administrator 
  • Data Protection Officer 
  • Exams Office 
  • External Examiner 
  • Faculty Learning Technologist 
  • Leader  
  • MyFeedback Departmental Administrator 
  • MyFeedback Usage Analyser 
  • Non-editing Tutor 
  • Personal tutor 
  • Service Desk  
  • SSW Supporter  
  • Staff Observer  
  • Tutor 

How to rollover a course from 2021/22 to 2022/23?

  1. Access the course you want to roll over.
  2. In the course settings, select Course Rollover.

    The Course Rollover tool will take you through a series of steps to confirm information about the course you are rolling over. 

    Step One - Alignment

    This step allows the tool to identify the data from Portico for the course you want to rollover.
  3. Select the Alignment Type for your Course – Module or 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 able to either align your course with either:

    • Module(s) – Those courses that align with one or more Module deliveries. This means your module will be located in the Moodle category with all the other modules for the course.
    • Programme(s) – Those courses that align with a Programme or Route code. This means your course will be located in the Moodle category for the Programme, with all the other Programme-level pages.
    • Miscellaneous/Supplementary resource – Those courses usually align with one of several Programme or Route codes. This means your course will be located in the Moodle category for 'Miscellaneous'.

    A third alignment category for the rollover of Miscellaneous courses will follow shortly in one of our next sprint releases.

    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.

  4. Under 'Alignments with Portico deliveries', you are presented with a proposed delivery alignment for next year, based on current mappings of your course (if you have mappings in the Portico Block). This does not map students enrolments.

    Check whether a module/programme delivery was previously aligned to your course.

  5. You must select a delivery alignment for the rollover tool to work.
    Review the suggested alignments. Ensure the year in the suggested alignment year is 2022.

    The Course Rollover tool will show the Module Deliveries that “may” be currently associated with the course, and will do its best to auto suggest the next academic year equivalent Module deliveries.
    These alignments are the same as you would see in our Portico Enrolment Tool, however in this context the alignments are NOT being used for enrolment and will not have any effect on the membership of your course as they still require mapping activation from within the Portico Enrolment Tool.


  6. If this is not correct, or you need to align to multiple module deliveries, use the Search box to find your module delivery(ies) or programme entities from Portico (if your course is not aligned to a Portico module, but a programme or department).
  7. Select the module/programme alignment(s) required. Ensure the year in the suggested alignment year is 2022.
  8. Select the Next button.


Step Two - Course Data

This step confirms course dates, naming and category location in Moodle.

  1. 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.


  2. Screenshot of step 2 of Rollover Tool

  3. 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 of the dashboard's Course Overview.
    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 starts and end date change in future, you can still change them in the Moodle Course Settings for the course.
  4. 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 highlight the Moodle category that the course will be rolled over too.

    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).

    If the rolled over course already exist, you will have an error message as you cannot have a source with the same naming/title.
  5. Check (and amend if incorrect) the rolled-over course start and end date.

    Going forward with future developments, course end and start dates will be highly important, as they will be triggers for automated activities within Moodle.
    It is important to remember that only courses that fall within a current start/end date will be displayed by default on the Moodle Dashboard as this displays “In Progress” courses by default.
  6. When you are ready, click on the ‘Schedule rollover’ button.

  7. You will get a confirmation of the scheduled rollover on-screen.
    Screenshot of confirmation screen
  8. You can navigate away from this screen. You will receive an email of confirmation when the rollover is completed and return to the new 2022/23 course when completed, to complete the review and changes on the Course.

PLEASE NOTE: By default, the new course will be Hidden from students, so will not appear under your My Courses menu. 
You can locate the new course in your Course Overview pane or by searching for the Title or Module code.

At any point after you have scheduled a Rollover you can click on the Course Rollover tool link in the Course administration menu to see its status.
This can be one of four statuses: Queued, 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).

What if the rollover fails?

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.

What do I need to do after the rollover?

You can update the activities due dates, amend content, and then enrol the new 2022/23 cohort of students. 

  1. Follow the checklist M30f - Updating and checking your course, ready for the next academic year to finalise course configurations and amend your new course for the new academic year.
  2. Activate mapping(s) to add students to the 2022/23 page if you use the Portico block for enrolments.
  3. Make the course visible.


FAQ

Rollover tool

Q. What do I need to prepare /do before rolling over my course?
A. you need your course name, the Portico delivery code(s) and start and end date for your course.


Q. Who can do the rollover?
A. The rollover function is available to the Moodle Course Administrator and Tutor role.


Q. What happens to my old course once I have rolled over?
A. The old/current course will have a Course end date set & placed in the 2021/22 category structure, otherwise it will remain unchanged & continue to be available as previously.


Q. Can I edit my course full name, short name, Portico ID, category?

A. Yes.


Q. Can I edit the start date / end date of the rolled over course?
A. Yes.

Please note having a correct course start date and course end date is critical to the operation of Course Life Cycle processes. Inputting of incorrect dates may negatively affect your course interacting with Moodle activities.

   

Q. Can I roll over the same course multiple times?
A. Yes. But you will need to amend the rolled over course name as the course names are unique.


Q. Can I roll over a course reading list?

A. Course Reading lists need to be re-configured after the rollover. Course Reading lists rely on the 8-character module code, the naming convention used by the course rollover tool ensures old & new courses will be able to access it.


Q. Who receives the rollover completion email? Can I add another user?
A. The person requesting the course rollover. No, but you can forward the email when you get it.


Q. How does the rollover work for modules that run in alternate years when there isn’t a 2021-22 instance to rollover?

A. Delete the suggested incremented delivery alignment in step one, and search & add the term 2022 year alignment.


Q. What happens to my 2021-22 course when I roll it over to 2022-23?

A. As your 2022 new course is moved to a 2022/23 category for your department, your 2021/22 course is also moved to the equivalent folder for 2021/22. Nothing else happens: the 2021/22 course is still visible and no enrolments or content are altered.
Please note, however that the dates you select for the 2021/22 course on the second screen (Course Data) will change if different dates (it defaults to SITS data) are selected.


Q. What happens if somebody forgets to rollover their module? How do they get this resolved?

A. They roll the course over.


Q. I started rolling over a course but I don't have any suggestions in Step 2: Course Data. What can I do.
A. It's likely that you have selected 'Programme' alignment on  'Step One', and then aligned to only Module delivery(ies) and no programme.
If so, use the back arrow in your browser to go to the previous screen and select Module alignment, then carry on. The tool should now suggest Portico-based names and IDs in the rolled-over Course Data screen. If you still experience an issue, please contact digi-ed@ucl.ac.uk .

Q. I started rolling over a course but my course suggested category is 'Temporary 22/23 Courses'. How do I fix this?
A. It's likely that you have not selected a 2022 alignment on 'Step One', and then aligned to a Module delivery that would be in a category year that doesn't exist in Moodle (e.g.: 2020/21).
If so, use the back arrow in your browser to go to the previous screen and select a 2022 delivery alignment, then carry on. The tool should now suggest the appropriate category in the rolled-over Course Data screen. If you still experience an issue, please contact digi-ed@ucl.ac.uk .

LSA

Q. Where do I run my (non-centrally managed) Late Summer Assessments (LSA)?
A. All Moodle Late Summer Assessments are to run in your 2021-22 course in Moodle.

Course alignment

Q. What happens if my course has no mapping?
A. You must select a delivery alignment to use the rollover tool. The alignment decides which departmental category the course will be rolled over into and is based upon which department the course belongs too.


Q. What happens if my course has multiple delivery codes/mappings?
A. The tool allows you to align the course to multiple course deliveries.


Q. What happens if my course is aligned to a programme / route?
A. The tool allows you to align your course to a programme or route.


Q. What happens if my course is mapped to a module and to a programme?
A. The tool allows you to align your course to both module(s) and programme(s).


Q. What happens if I add an alignment to a 'timeless' course to roll over content?
A. It will move your timeless course in the relevant year/department category relative to the Portico delivery. Your mapping will appear (inactive) in the Portico block in your course.


Q. Can I rollover my Term 1 course into a Term 2 course?
A. At the current time the CLC-Tool does not allow rollover within the same academic year. This function will be added to the tool before October 2022.
Workaround: delete the suggested incremented delivery alignment in step one, and search & add the term 2 alignment.

 

Process and Tool development

Q. What is the timeline for the completion of this work?
A. Further improvements to the overall solution are planned over the next 18 months.


Q. Why is this better than the current process (for teachers and for staff in departments, not for Digi Ed colleagues)? What is the resource/time gain?
A. The timeframe where courses can be prepared for the next academic year is expanded significantly - can happen much earlier - which allows workload to be less compressed.


Q. What guidance will be provided to departments to ensure that we are not rolling over copyrighted material that is out of licence/checking that we are removing old assessment information etc.? Will need a Moodle page rollover health check or something for colleagues to work through.

A. Any guidance you provided before is the same as when using course reset. The rollover process is the equivalent to the reset process.

Q: What happens if we use a course as a landing page? will the link to the relevant courses be replicated?

A. You will need to update the links in the rolled over course.




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