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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 ABCD001asABCD001_2122-22 23 and ABCD0001_2223-2324) with with different start date and end date.
New rolled-over courses are hidden from students.
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The roles below keep their enrolments into the new 20222023/23 24 course:
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- Access the course you want to roll over.
- 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.
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.
Info 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.
Warning 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.- 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.
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 20222023.Info 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.
- 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).
- Select the module/programme alignment(s) required. Ensure the year in the suggested alignment year is 20222023.
- Select the Next button.
Step Two - Course Data
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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 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.Note If the course starts and end date change in future, you can still change them in the Moodle Course Settings for the course. 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.Info 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).
Note If the rolled over course already exist, you will have an error message as you cannot have a source with the same naming/title. Check (and amend if incorrect) the rolled-over course start and end date.
Info 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.- When you are ready, click on the ‘Schedule rollover’ button.
- You will get a confirmation of the scheduled rollover on-screen.
- You can navigate away from this screen. You will receive an email of confirmation when the rollover is completed and return to the new 20222023/23 24 course when completed, to complete the review and changes on the Course.
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You can update the activities due dates, amend content, and then enrol the new 20222023/23 24 cohort of students.
- 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.
- Activate mapping(s) to add students to the 20222023/23 24 page if you use the Portico block for enrolments.
- Make the course visible.
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Rollover toolQ. What do I need to prepare /do before rolling over my course? Q. Who can do the rollover? Q. What happens to my old course once I have rolled over? 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?
Q. Can I roll over the same course multiple times? 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? Q. How does the rollover work for modules that run in alternate years when there isn’t a 2021-22 2022/23 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 2022/23 course when I roll it over to 2022-232023/24? A. As your 2022 2023 new course is moved to a 20222023/23 24 category for your department, your 20212022/22 23 course is also moved to the equivalent folder for 20212022/2223. Nothing else happens: the 20212022/22 23 course is still visible and no enrolments or content are altered. 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. Q. I started rolling over a course but my course suggested category is 'Temporary 2223/23 24 Courses'. How do I fix this? LSAQ. Where do I run my (non-centrally managed) Late Summer Assessments (LSA)? Course alignmentQ. What happens if my course has no mapping? Q. What happens if my course has multiple delivery codes/mappings? Q. What happens if my course is aligned to a programme / route? Q. What happens if my course is mapped to a module and to a programme? Q. What happens if I add an alignment to a 'timeless' course to roll over content? Q. Can I rollover my Term 1 course into a Term 2 course?
Process and Tool developmentQ. What is the timeline for the completion of this work? 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? 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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