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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.

How to rollover a course from 2021/22 (or before) to 2023/24?

  1. Access the course you want to roll over.
  2. Click More in the tab menu at the top of the site, then click 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, 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:

    • 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'.

    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 student enrolments.
    Check whether a module delivery was previously aligned to your course.
    You must select a delivery alignment for the rollover tool to work.
    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 “Mappings” are the same as you would see in our Portico Enrolment Tool. However, in this context the mappings are NOT being used for enrolment and will not have any effect on the membership of your course as they require activation from within the Portico Enrolment Tool.

  5. Use the bin icon to remove the suggested mapping(s) if the year is incorrect.

  6. Use the Search box to find your delivery code (module code or programme code) and ensure the year in the suggested mapping is 2023.

    Screen shot of Alignments with Portico deliveries

  7. Select the module/programme alignment(s) you require. Ensure the year in the suggested year alignment is 2023.
  8. Click 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.

    Screen shot of course data options for rolled over course

  2. 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.

    If the course start and end dates change in future, you can still change them in the Moodle Course Settings for the course.
  3. 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).

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

    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 My courses tab, as this displays “In Progress” courses by default.
  5. When you are ready, click the Schedule rollover button.
  6. You will get a confirmation of the scheduled rollover on-screen.
  7. You can navigate away from this screen. You will receive an email of confirmation when the rollover is complete. Return to the new 2023/24 course when completed, to check and update the course for the new academic year.

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;
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 activity due dates, amend content, and then enrol the new 2023/24 cohort of students. 

  1. Follow the checklist M30f - Updating and checking your course, ready for use this 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 2023/24 page if you use the Portico block for enrolments.
  3. Make the course visible.

Other rollover queries

Please refer to the Rollover guidance and FAQs on the M30a - Duplicating your Moodle course with the CLC rollover tool page.

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