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End of year Moodle course rollovers
The document discusses automating the process of rolling over Moodle courses from one academic term to the next. It proposes a 4-step process: 1) Archiving legacy courses to a new folder, 2) Suspending current user accounts on legacy courses, 3) Creating new courses and populating them with content from the archived templates, and 4) Enrolling new users onto the new courses. The document provides guidance on executing each step, such as using CSV files to archive courses and users, create new courses, and enroll students. It also notes potential pitfalls and offers tips for planning the rollover process.
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End of year Moodle course rollovers
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- 2. Who is thispresentation 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. What is aMoodle rollover? A process where we prepare Moodle for the next academic term.
- 5. 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?
- 6. Defining a process ●Which method works best for you? ● How will you identify rollover courses? ● Which courses still need access? ● Will there be downtime?
- 7. What organisations currentlydo? Clone a new Moodle instance each year Backup a course then reset Clone a course and archive
- 8. Cloned Moodle Advantages ● Anexact 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
- 9. Backup a courseand 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.
- 10. Clone a courseand 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.
- 11. How to automatethe “Clone a course and archive” procedure with CSV files
- 12. 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.
- 13. Step 1 Archive yourlegacy 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
- 14. Step 1 -Archive legacy courses Move the course to an archived category (WARNING: Category must already exist)
- 15. Old Category Structure -Science - Maths - English New Category Structure - Science - Maths - English - 2015 Courses - Science - Maths - English
- 16. Create a CSVFile - 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
- 17. Upload it via:Site administration > Courses > Upload Courses For help with uploading courses: https://docs.moodle.org/29/en/Upload_courses
- 18. For help withuploading courses: https://docs.moodle.org/29/en/Upload_courses
- 21. Congratulations! You have successfullymoved your legacy courses to an archive folder
- 22. Note: It isalso possible to use the command-line tool admin/tool/uploadcourse/cli/uploadcourse.php.
- 23. Step 1 Archive yourlegacy 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
- 24. Create a UserCSV 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
- 25. For help withuploading users: https://docs.moodle.org/29/en/Upload_users
- 28. Congratulations! You have successfullyarchived your legacy courses and user accounts
- 29. Step 1 Archive yourlegacy 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
- 30. Create a courseCSV 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
- 31. For help withuploading courses: https://docs.moodle.org/29/en/Upload_courses
- 33. Congratulations! You have successfullycreated your new courses with pre-populated template content
- 34. Step 1 Archive yourlegacy 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
- 35. Enrol your newlearners ● 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
- 36. Step 1 Archive yourlegacy 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
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- 38. Pitfalls ● Your successis 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
- 39. Tips ● Tackle thisin 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.
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- 41. Some guidelines ● Thetask 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
- 42. Room for improvement(wishlist) ● Role replacement via CSV ● Automatic Category Creation from CSV
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