CLC Rollover tool 

What is the CLC rollover tool?

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 the rollover).
When you have rolled over the course, you will have two separate courses (such as ABCD001_22-23 and ABCD0001_23-24) with different start dates and end dates.
New rolled-over courses are hidden from students.

This process replaces the yearly snapshot, and reset process, and allows all Moodle courses to remain on one site.

Who does the rollover?

Anyone with editing rights (such as Course Administrators or Tutors) who previously would have undertaken the ‘reset’ process for the new academic year, can access the Course Rollover function and rollover courses.

What do I need before I start a rollover?

You simply need to know which course you want to roll over to the next academic year and which Portico module delivery(ies) the module aligns to. This will be used to configure your course while it’s being rolled over.
It would also be beneficial for you to have the new academic year's Course's start and end dates to hand, so that the course appears in the correct place (Past/Present/Future) in your navigation in Moodle, once rolled over.

What does not get rolled over?

Zoom meetings, LTI (Learning Tools Interoperability) links, Reading List/Library block, and Common Timetable Block does 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 is not a core Moodle activity, so will also not be rolled over.  Please manually add these to the new course, after rollover.

What Moodle roles get rolled over to the new course? 

No student roles are rolled-over.

How to roll over a course from 2022/23 to 2023/24?

1. Access the course you want to roll over.
2. 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 roll over.

3. 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.
   
   

   The first page will ask you to identify its category alignment:

   • 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 in the Programme's Moodle category, 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 with 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 students' enrolments.

   Check whether a module/programme delivery was previously aligned with your course.

5. 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 2023.

   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's 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.

   
   

   
   

6. If the Suggested alignment 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).
7. Select the module/programme alignment(s) required. Ensure the year in the suggested alignment year is 2023.
8. Select 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 based on the information you provided in the previous screen.

2. 
   
   
   

3. Check the course start and end date. This is important as it will determine if your course appears in the dashboard's Course Overview's 'past', 'in progress' or 'future' filters.
   The suggestion is taken from the module delivery data in Portico.
   You can change the current course’s start and end date.

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

4. 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 highlights the Moodle category that the course will be rolled over, too.

   You also have the 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 naming/title.

5. Check (and amend if incorrect) the rolled-over course start and end date.

   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.
6. When you are ready, click on the ‘Schedule rollover’ button.
   
   
7. You will get a confirmation of the scheduled rollover on-screen.
   
8. You can navigate away from this screen. You will receive an email of confirmation when the rollover is completed and return to the new 2023/24 course when completed, to complete the review and changes on the Course.

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.

What if the rollover fails?

If the rollover fails, there will be an error message in the first column of the table. This should indicate the reason for the error.
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 activity's 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.

FAQ