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The process
If your course/module, (e.g. a post-graduate or Medical course),continues past the snapshot date (normally in July however, the exact date is specified in comms), or if your course runs several times a year, or if you still have ongoing marking activity on your course e.g dissertation/thesis submissions, resitting student submissions etc, then a process of course duplication replaces the standard course reset process, and it can be done at any point in the year, or several times if necessary.
If you have a new cohort starting on your course, request a copy of the current course (see 'How to request a duplicate course' below). Once teaching has finished on the original course it can either be hidden from students or locked down so that no further activity takes place on it. (BUT, don't lock your course before submission due dates, marking deadlines and quiz closure dates have passed. Locking a course makes it read only and will prevent any further posting in forums, submissions, marking, etc.). The next time a snapshot of Moodle is taken your course will be copied into the archive, at which point the old course can be deleted from live Moodle
How do course resets, the snapshot and portico enrolments affect each other?
For non-standard running courses, the snapshot date is of little relevance. All it means is that once the archive copy is taken, any 'old' (i.e. no activity since the previous snapshot) courses on Moodle can be deleted.
If your course is using automatic portico enrolments, then what is important is the Portico/SITS rollover date. If you think the current years course will overrun the portico roll-over date then you should de-activate your portico mappings, which in effect 'freezes' the enrolments on your course.
Example timeline
| When | What happens | What this means for course owners |
|---|---|---|
| November | Teaching is continuing on course 'ELE1001: T&L Jan 16-17' but you need a new copy of the course ready for the next cohort who start in January | Request a copy of the course using the online new Moodle course form The Service Desk will then create 'ELE1001: T&L Jan 17-18' which is a copy of 'ELE1001: T&L Jan 16-17' with all the student data stripped out. Course owner prepares the 17-18 course changing any content/dates as needed. If you think the current (16-17) years course will overrun the portico roll-over date (in this case 1st week in January) then you should de-activeate your portico mappings, which in effect 'freezes' the enrolments on your course. If you don't de-activate the mappings, then come January, the current cohort will be un-enrolled from the course and the next years cohort will be enrolled on to it. |
| January | Teaching starts on the 16-17 course | If you are using Portico enrolments, check your Portico mappings and activate them on the 16-17 course. |
| February | All activity ceases on the 15-16 course. | The course owner can now hide or lock down the 15-16 course from students. |
| Late July | The Snapshot takes place. All Portico enrolment mappings are de-activated | The 16-17 course can be deleted from live Moodle (a copy is held in the snapshot). Re-activate mappings if you want 'live' enrolments and un-enrolments to continue on your course. |
How to request a duplicate course
When you need a new copy of your course, complete the new course request form, and in the 'additional information' section explain that you would like your course to have a copy taken, giving the URL for your current course.
The Service Desk will then make a new copy of the course, reset it and make it available to you ready for the next running of the course.
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This information is provided by Digital Education
( https://www.ucl.ac.uk/isd/services/learning-teaching/e-learning-services-for-staff ) and licensed under a Creative Commons Attribution-ShareAlike 4.0 International License
