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Only Moodle Category administratorsAdministrators can perform the rollovers using the Bulk rollover tool. |
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The Course Life Cycle (CLC) bulk rollover tool allows a Moodle category administrator to rollover multiple courses in one go.
For each course it rolls over, the tool behaves as follows:
- The 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).
- All roles are copied apart from students roles.
- Groups and grade items are rolled over too.
- When you have rolled over the course, you will have two separate courses (such as ABCD001_2122-22 23 and ABCD0001_2223-2324) with different start date and end datedates.
- Newly rolled-over courses will be added to the relevant Moodle category for the following year.
- New Newly rolled-over courses are hidden from students by default.
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Only Category Administrators can use the bulk rollover tool, as it requires Category management permission.
Usually, the The administrator who previously would have undertaken the ‘reset’ process for the new academic year, can access the manual Course Rollover function and rollover to roll-over courses.
What does not get rolled over by the bulk rollover tool?
In its current version, the bulk rollover tool only rolls over modules, programme courses and miscellaneous courses that have a mapping in their Portico Block. This information is needed for the tool to select the appropriate category for your course and apply the correct naming convention, based on Portico data.
Where there are multiple mappings preventing the tool to select from selecting a category, the rollover will not happen, and you will be prompted on screen to roll those courses over manually.
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| Please note that the bulk rollover settings are the same as a manual individual rollover, so the courses will have the same activity types rolled over: Zoom meetings, LTI (Learning Tools Interoperability) links, Reading List/Library block , and Common Timetable Block do not get rolled over into the new Moodle course. Please review the checklist page M30f - Updating and checking your course, ready for use this academic year for a comprehensive list of items to review after you have completed the rollover. The Advanced Forum activities will also not be rolled over to 20222023/23 24 courses, because the Advanced Forum activity is being phased out of Moodle as it will become unsupported later this year. Please talk with your Faculty Learning Technology Lead (FLTL) - see list for your faculty - to discuss an alternative option suited to your pedagogical needs. |
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You simply need to know which category you want to rollover roll over to the next academic year, and which Portico module delivery(ies) the module aligns to.
You may want to check that the courses you rollover roll over have mappings in their portico Portico blocks. This will be used to configure your course while it’s being rolled over, and will determine which category (CourseModule, Programme or Miscellaneous) your course is moved to.
How to bulk rollover courses from
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2022/
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23 to
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2023/
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24?
- Access the category you want to roll over.
This may be by using the the Search Course courses function.
- When you have selected your category, click the Bulk rollover link in the Administration blockCourses Rollover tab.
Step One - Courses Selection
This step allows you to select the courses you want to
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roll over in the category.
Unselect Deselect any courses you do not want to rollover, roll over in the list (all courses in the category are selected by default)
- Click Submit at the bottom of the list.
Step Two - Bulk Rollover Result
This step confirms which courses were successfully scheduled to
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roll over and which courses could not be rolled over.
- Review the Bulk Rollover Result page.
- You may rollover manually roll over any courses that failed to be rolled over by the course manually; to bulk method. To do so click "Manual Rollover" next to the Course nameName.
- For all scheduled courses, you will receive an individual email confirming whether the rollover was successful or failed, for for each of the rollovers, as you would if you were manually rolling over each course.
- Click 'Done ' when you have finished reviewing this page.
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You can see the status of progress of a scheduled rollover, either by clicking 'View ' next to the Course nameName, or by accessing the Moodle course and selecting 'Course Rollover' from the Course Administration blockthe More tab at the top of the site. |
PLEASE NOTE: By default, the new course will be Hidden from students, so will not appear under your My Courses menu.
You can locate the new course in your Course Overview pane or by searching for the Title or Module code. However it will still be visible to staff within the My courses tab. The label Hidden from students will display over the course image to make its status clear.
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What if some rollovers fail to schedule?
If a rollover fail fails to happen via the bulk rollover tool, you will see it in the result table. This should indicate the reason for the error.
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Here is a list of possible reasons for a rollover failing to schedule , from the bulk rollover tool: No alignments found. Rollover cannot continue: this This error happens because the tool cannot find Portico delivery data for your course, in your original course. You can manually rollover roll over and search for a suitable Portico delivery code to align your course to. No course alignment suggested: this This error happens most likely because your course has multiple module delivery alignments, which the tool currently doesn't support. Please do the rollover manually. No target category suggested: this This error happens because the tool cannot select a valid Moodle category to place the course into. You can manually rollover roll over and check that the Portico delivery code(s) is correct, so that the Category suggested in step 2 of the manual rollover is valid. It may be that you need to choose a category, if multiple options are available in the manual rollover. |
If you receive an email with a failure message, you should go to the Moodle course and select 'Course Rollover' from the Course Administration block the More tab at the top of the site, to review the reason.
Review the M30a1 - 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 activities activity 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 Portico enrolments.
- Make the course visible.
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You can also attend drop-in sessions as listed in the M30a2 - Moodle Course Rollover Tool Training page.