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End of year Moodle course rollovers

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Lewis Carr will teach you how to create and automate your end of year rollover strategy and procedures using core Moodle and a few simple CSV files.

This presentation will teach you the secret tricks of the trade to archive your current courses, retain student work and create your new courses for the start of term. Save yourselves hours of administration time every summer and reduce the need to keep separate server instances each year.

Published in: Education

End of year Moodle course rollovers

  1. 1. @lewiscarr #moodlerollovers Moodle End-of-Year Course Rollovers
  2. 2. Who is this presentation aimed at? ● Those without a rollover procedure. ● Those without the skills or resources to hack databases and write web services. ● Those looking for a low cost core solution.
  3. 3. What is a Moodle rollover? A process where we prepare Moodle for the next academic term.
  4. 4. Building a strategy ● What are your business objectives? ● How much does it cost? - time/hardware/storage ● Does it form part of a wider IT strategy? ● Which stakeholders need to be involved?
  5. 5. Defining a process ● Which method works best for you? ● How will you identify rollover courses? ● Which courses still need access? ● Will there be downtime?
  6. 6. What organisations currently do? Clone a new Moodle instance each year Backup a course then reset Clone a course and archive
  7. 7. Cloned Moodle Advantages ● An exact replica ● A live environment ● Can be done relatively quickly ● No tutor involvement Disadvantages ● Another server to maintain ● Another Moodle to upgrade, patch & backup ● Requires another URL ● Requires a server for each year (3yr+ server cycle) ● Requires downtime
  8. 8. Backup a course and reset Advantages ● Can be done by tutors. ● Single course instance. ● Can be done ad-hoc. ● No downtime. Disadvantages ● Old instance is not live. ● Courses need individually restoring for access. ● Linear & Manual Process. ● Backup courses may fall behind Moodle version upgrades.
  9. 9. Clone a course and archive Advantages ● Legacy course is archived yet still accessible. ● New course is populated for the start of term. ● Requires one Moodle server instance. ● No downtime. ● No restore process when access is required. Disadvantages ● Linear & Manual Process. ● Makes existing Moodle site (slightly) larger.
  10. 10. How to automate the “Clone a course and archive” procedure with CSV files
  11. 11. Before you start ● You must be able to identify which courses you are rolling over. ● Work closely with your MIS team. ● Export as much data from MIS as possible. ● Create your course archive folders in advance.
  12. 12. Step 1 Archive your legacy courses to a new folder Step 2 Suspend current users on legacy course Step 3 Create new courses and restore content Step 4 Enrol your new users onto the new courses 4-step process
  13. 13. Step 1 - Archive legacy courses Move the course to an archived category (WARNING: Category must already exist)
  14. 14. Old Category Structure - Science - Maths - English New Category Structure - Science - Maths - English - 2015 Courses - Science - Maths - English
  15. 15. Create a CSV File - category must exist! shortname rename fullname category_path algebra algebra2015 Algebra 2015 Courses / Maths statistics statistics2015 Statistics 2015 Courses / Maths geometry geometry2015 Geometry 2015 Courses / Maths biology biology2015 Biology 2015 Courses / Science physics physics2015 Physics 2015 Courses / Science Upload it via: Site administration > Courses > Upload Courses
  16. 16. Upload it via: Site administration > Courses > Upload Courses For help with uploading courses: https://docs.moodle.org/29/en/Upload_courses
  17. 17. For help with uploading courses: https://docs.moodle.org/29/en/Upload_courses
  18. 18. Congratulations! You have successfully moved your legacy courses to an archive folder
  19. 19. Note: It is also possible to use the command-line tool admin/tool/uploadcourse/cli/uploadcourse.php.
  20. 20. Step 1 Archive your legacy courses to a new folder Step 2 Suspend current users on legacy course Step 3 Create new courses and restore content Step 4 Enrol your new users onto the new courses Step 2
  21. 21. Create a User CSV file username course1 enrolstatus1 wc@myschool.ac.uk physics2015 1 tl@myschool.ac.uk statistics2015 1 jb@myschool.ac.uk biology2015 1 lb@myschool.ac.uk geometry2015 1 vh@myschool.ac.uk algebra2015 1 Upload it via: Site administration > Users > Accounts > Upload Users
  22. 22. For help with uploading users: https://docs.moodle.org/29/en/Upload_users
  23. 23. Congratulations! You have successfully archived your legacy courses and user accounts
  24. 24. Step 1 Archive your legacy courses to a new folder Step 2 Suspend current users on legacy course Step 3 Create new courses and restore content Step 4 Enrol your new users onto the new courses Step 3
  25. 25. Create a course CSV shortname fullname category_path templatecourse algebra Algebra Maths algebra2015 statistics Statistics Maths statistics2015 geometry Geometry Maths geometry2015 biology Biology Science biology2015 physics Physics Science physics2015 Upload it via: Site administration > Courses > Upload Courses
  26. 26. For help with uploading courses: https://docs.moodle.org/29/en/Upload_courses
  27. 27. Congratulations! You have successfully created your new courses with pre-populated template content
  28. 28. Step 1 Archive your legacy courses to a new folder Step 2 Suspend current users on legacy course Step 3 Create new courses and restore content Step 4 Enrol your new users onto the new courses Step 4
  29. 29. Enrol your new learners ● Continue to use you existing enrolment methods (Manual/Self-enrolment/CSV/Database) ● Or use this as an opportunity to devise a new enrollment procedure For help with uploading users: https://docs.moodle.org/29/en/Upload_users
  30. 30. Step 1 Archive your legacy courses to a new folder Step 2 Suspend current users on legacy course Step 3 Create new courses and restore content Step 4 Enrol your new users onto the new courses Review of the 4-step process
  31. 31. Pitfalls
  32. 32. Pitfalls ● Your success is dependent on the quality of your data ● Course Categories must be created prior ● It is still a large undertaking that requires planning ● The Moodle part is easy - getting the course data is difficult ● The smaller the organisation the easier this is
  33. 33. Tips ● Tackle this in smaller stages ● Consider one department at a time ● Plan it first (map out the process) ● Pull the data from a central source (MIS) ● Can be a staggered approach and last minute changes can be accommodated also.
  34. 34. Bribe with biscuits
  35. 35. Some guidelines ● The task is easier if Moodle matches your current MIS data (i.e course codes) ● Create a checklist to ensure you know what data to ask for prior ● Do the heavy lifting in MIS and export as CSV files. ● Flowchart your procedure
  36. 36. Room for improvement (wishlist) ● Role replacement via CSV ● Automatic Category Creation from CSV
  37. 37. Storage Space
  38. 38. Some useful links http://www.somerandomthoughts.com/blog/201 2/09/14/end-of-year-rollover/ https://docs.moodle.org/29/en/Year- end_procedures
  39. 39. Questions? @lewiscarr #moodlerollovers

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