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The snapshot (previously know as the Archive) is a 'point-in-time' copy of UCL Moodle ( taken in mid June that is made available for reference. All records present on the date will be included in the snapshot. This includes, but is not limited to, course content, i.e. resources and activities, and stored records, i.e. forum posts, assignments and grades. Modifications are made to ensure staff and students are moved into read-only roles. While this retains most of their respective functionality, it prohibits further editing or changes to course content, grades and enrolments. The purpose is to retain an accessible digital record of each course for students and staff. Courses will be kept in the archive for up to seven years.

The snapshot is available for all members of the UCL community who have a valid UCL username and password, but only those enrolled on courses this year will be able to access them in the archive next year. Guest access is not enabled in the Moodle Snapshot.

Action required

If your module ends in June and you would like the archive copy to be made available then no further action is required. You do not have to request an archive copy to be made but you may want to hide content.

Hiding content

It may be undesirable for all of your course content to remain available to staff and students on the archive. We advise all staff check courses BEFORE 1st August 2013 and hide content they do not want available such as:

  • Resources - resources which are released in a timely way, such as answers to assessments
  • Quizzes – summative exams
  • Any other content

To hide individual items: Turn editing on, click the eye icon to hide each item, which will close the eye . Hidden content will appear as greyed out.

To hide an entire topic area: Turn editing on and click on the eye icon to the right of the topic area you want to hide. This will close the eye  and the topic will show greyed out with a dashed border.

To hide the entire course: In the Settings menu, under Course administration click on Edit Settings. Set Availability to 'This course is not available to students' and click Save changes.

Moodle Snapshot - end of year guidance

The following guide is for academic and administrative staff and includes important information on what happens during the Snapshot process: Moodle-Archive-end-of-year-archiving-guidance.pdf

Grace period for editing

There is an initial one month editing grace period within the Snapshot for staff to make parts of a course, or an entire course invisible - this is particularly useful if your course is a post-graduate or continuous course and preparing the archive in UCL Moodle is not appropriate.

Resetting your course

E-Learning Environments (ELE) strongly advise that you do NOT reset your course before the archive date as you'll lose all of this year's content before the archive copy is taken. 

For data protection reasons, you must ensure that at the start of a new academic session any student data from the previous session is removed, unless you have express permission from the previous students to use their data.

Course reset allows you to empty a course of user data, while retaining the activities and other settings.

More information and guidance on how to reset courses is available on the following page: Preparing your course for the next academic year (resetting)

Manual archiving and courses which don't end in June

We recognise that not all Moodle courses end in June, some run into August/September and others may run later, several times a year or never stop! For more information on these see our other page: Manual Moodle archiving

Accessing the Snapshot

The different yearly Snapshots can be viewed here

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