The Course rollover tool is used to rollover a 2021/22 Moodle course to the next year (2022/23).
If you have courses that require rolling over but haven't run in 2022/23, you will need to manually adjust the settings to ensure you rollover successfully to 2023/24 courses. This does not relate to Snapshot courses, only old courses in current Moodle.
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.
Use the bin icon to remove the suggested mapping(s) if the year is incorrect.
Use the Search box to find your delivery code (module code or programme code) and ensure the year in the suggested mapping 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 dates. 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 start and end dates, for example to 1st September 2022 - 30th June 2023. The current course's start date must not be before 2022. These dates should be changed back after the rollover is complete.
The rolled-over course information will offer course full/short names as well as a Portico Identifier and will display course start/end dates as currently listed within Portico.
The tool uses the delivery 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 dates.
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.
Please refer to the Rollover guidance and FAQs on the M30a - Duplicating your Moodle course with the CLC rollover tool page.