Course Rollover

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Introduction

Course rollover is the annual process whereby Blackboard courses from the current academic year are copied for use in the next academic year.

Course Rollover took place on Sunday 4th July.

Progress:

COMPLETED

  • All courses scheduled to be copied have been copied, with staff enrolments.
  • Created courses for completely new module codes.
  • Created courses from School templates – Law and Psychology.
  • Enrolled Module Convenors onto courses – where they’re not already enrolled as a result of course copying.
    N.B. This relies on data held in RISIS, and some modules do not have a Module Convenor listed in RISIS.
  • Merged courses are set up with the correct Parent/Child relationships, and with the words ‘(Merged 2021/22’) added to their course name.
  • School / Department categories have been assigned to 2021/22 courses – this enables Programme Administrators to enrol colleagues onto the relevant Blackboard courses.
  • Hide Grade Centre Total and Weighted Total columns from students.
  • Microsoft Stream Groups have been created for 2021/2 courses that meet the integration conditions.
    Staff have been added to these Groups as owners or members (determined by their role on the Blackboard course).
    For more information on making Stream content available to students in the coming year see Reusing Stream Videos with your students in 2021/22.
  • Newly created Microsoft Stream Group content items (‘playlist’ and link to the Group in Stream) have been integrated within the ‘Microsoft Stream’ content area of the relevant courses.
    N.B. There are a few new courses copied from the current year, which have had a Stream Group created, but the content items cannot be integrated into them because they do not have a ‘Microsoft Stream’ content area. This is because the area had been deleted on the 2020/21 course – we assume deliberately.
  • Switch on 2021/22 enrolments from RISIS (done 6th August – all 2021/22 enrolments will now flow through to Blackboard).

OUTSTANDING

  • Add student users to MS Stream Groups for 2021/22 courses (to be completed wb 9th August)
  • Deal with any course copy or merge requests received after the deadline (ongoing)

 

The default position for Course Rollover is that any RISIS module or programme

  • which was used in Blackboard in the current academic year (i.e. in 2020/21)
  • and is scheduled to run again in the new academic year (i.e. in 2021/22)

will be automatically copied forward as part of Course Rollover.

The vast majority of Blackboard courses normally fall into this category, and no action is required for these courses to be rolled forward.

Merged and Supplementary courses are also copied as part of Course Rollover. See details below.

Caution!Module Convenors:  In most cases, your course will be copied forward automatically. But please check if your course is scheduled to be copied by searching the Course Copy Status page. If any changes need to be made, please take appropriate action - see below.

 

Page contents

Blackboard courses for a single RISIS module

Early rollover – requests for course copies before 3rd July

Opting out – cancelling a scheduled course copy

Merged and Supplementary courses

Merged courses

Merged courses – requesting changes

Supplementary courses

Supplementary courses – requesting changes

RISIS modules

Modules which did not run in 2020/21

Brand new modules

Change of module code

Blackboard course codes explained

What will be copied?

Which parts of my course will be copied?

Stream videos – see Course Rollover and Microsoft Stream videos – guidance for staff

After rollover

Preparing your courses for the new academic year

When will students be enrolled on courses?


What action do I need to take?

Blackboard course for a single RISIS module

I want my existing course to be copied forward for use in 2021/22

  • Was the Blackboard course used in 2020/21?
  • Is the Module running in 2021/22?

Yes to both questions:

Your 2020/21 course should be copied automatically on 03 July

Action:

Just to be absolutely sure, please check the Course Copy Status page

  • Search for the module code and check that it is SCHEDULED.
  • If so, no further action required.
  • If not, check with Programme Admin that the module is scheduled to run in RISIS.
Important information!Deadline for action: to be included in the main Rollover process, all requests should be submitted by close of play on Friday 25th June.

 

Early rollover required

If you need  your 2021/22 Blackboard course to be created before the main Rollover day on 3rd July

  • Go to the Status page.
  • Search for the module code.
  • If it shows as SCHEDULED, click Opt Out.
  • Then submit a Course Copy Request.
  • In the Additional Comments section of the Course Copy form please add a comment
    e.g. ‘Early rollover please’ or ‘Needed by <date>

Please note:

  • Responding to early rollover requests is time-consuming for the DTS staff involved, so please only submit such requests where it is absolutely necessary to have the new course available before 3rd July.
  • You will need to enrol students manually onto the course. No student enrolments will be pulled through from RISIS until the new academic year begins in August.As long as you have details of the students who need to see the course, you can Request batch enrolment for a course/organisation.

Opting out – cancelling a scheduled course copy

You may wish to opt out of course copying for a number of reasons.

  • You want to redesign your Blackboard course, so prefer to build your 2020/21 course from an empty course shell.
  • You have been using a Merged course, but now want to have separate Blackboard courses for the individual modules.
  • You have been using a Supplementary course, but no longer need this.

To opt out

  • Go to the Course Copy Status page and search for your Blackboard course.
    If a course copy is already scheduled to take place, then SCHEDULED will appear in the ‘Status’ column.
  • Press the Opt Out button in the final column.
    Course Copy Status form - opt out
  • A confirmation message appears. If you are sure you want to proceed, press OK.
    Confirm opt out
  • You will see a confirmation page. If you return to the Status page you’ll see that OPTEDOUT now appears in the ‘Status’ column.
    Course copy opted out
Caution!We have not restricted the Course Copy or Opt Out forms to Module Convenors. But clearly these decisions are the Module Convenor's prerogative / responsibility. We would expect action to be taken only by the Module Convenor or someone acting on their behalf - for instance by a Programme Administrator, after discussion with the Module Convenor.

Modules which did not run in 2020/21

If your module did not run this year, but you wish to have the 2020/21 Blackboard course copied forward, please submit a Course Copy Request selecting ‘Single’ as both the Source and Destination course type.

Single-Single course copy

Modules with a new RISIS code

If your module has been assigned a new RISIS code, but the content is substantially the same, you may want to copy content from an existing Blackboard course.
Please submit a Course Copy Request selecting ‘Single’ as both the Source and Destination course type.


 

Merged and Supplementary courses

The procedure for these is changing this year: both Merged and Supplementary Courses will be copied forward by default.

Caution!If you want your 2021/22 Merged or Supplementary course to be set up exactly the same as your 2020/21 course, no action is required. But please visit the Course Copy Status page to check that your course is scheduled to be copied.
 
If one or more of the 'child' modules in your Merged course will not be running, you may have to manually request a course copy - please see the Merged Course Examples below.
 
If you want to change which 'child' modules are included in your Merged or Supplementary course, you will need to cancel the scheduled copy, and manually request a new course copy - please see What if I need to make any changes? below.

Merged courses

  • Used when you have a set of closely related RISIS modules, and you want to administer them as a single course in Blackboard.
  • A Merged Course always replaces the Blackboard courses for individual RISIS modules.
  • Merged Courses are supported by the EMA Integration and can be used for summative assessment.
  • Merged courses for 2020/21 modules look this this in Blackboard:
    AB1XYZ-20-1MOD Advanced Basketweaving (Merged 2020/21)
  • The ‘Parent’ course uses the module code from one of the ‘Child’ modules – normally the first in alphanumeric sequence.
    Please note that the module code used does not affect what students see in Blackboard – see How do students see merged courses?

The new default position is that any Merged course

  • which was used in Blackboard in the current academic year (i.e. in 2020/21)
  • and where the module designated as the ‘Parent’ course is scheduled to run again in the new academic year (i.e. in 2021-22)
  • and has at least one Instructor or Teaching Assistant enrolled

will be automatically copied forward as part of Course Rollover.

 

Merged Course Examples

AB1XYZ-20-1MOD merges AB1XYZ and AB1XXX.

AB1XYZ
(‘Parent’ module) running in 2021/22?
AB1XXX
(‘Child’ module) running in 2021/22?
Result in Blackboard
Y Y AB1XYZ-20-1MOD will be copied forward to AB1XYZ-21-2 MOD.

2021/22 taught occurrences of both AB1XYZ and AB1XXX will be included in the new course.

Y N AB1XYZ-20-1MOD will be copied forward to AB1XYZ-21-2 MOD.

2021/22 taught occurrences of AB1XYZ will be included in the new course.

N Y AB1XYZ-20-1MOD will NOT be copied forward.

AB1XXX-21-2MOD will be set up as a blank course shell – but you can submit a request to have it created as a copy of AB1XYZ-20-1MOD

What if I need to make any changes?

If you want your course to be copied, but there is a change to the modules which need to be included in the Merged Course, you will need to do the following:

  1. Go to the Course Copy Status page and cancel the scheduled copy by Opting out.
  2. Go to the Course Copy Request form and request a new course copy, with the correct module details.
    When filling out the form, select ‘Merged’ in both the Source and Destination drop-down boxes.

If you do not want your Merged Course to be copied, you can submit a request to have the course copy cancelled – see Opting out above.

Supplementary Courses

Used when you want a shared Blackboard space in addition to individual RISIS modules or programmes.

Supplementary courses look this this in Blackboard:

ACADSPPT-20-1SUP Academic Support (2020/21)

The new default position is that any Supplementary course

  • which was used in Blackboard in the current academic year (i.e. in 2020/21)
  • and has at least one Instructor or Teaching Assistant enrolled

will be automatically copied forward as part of Course Rollover.

What if I need to make any changes?

If you want your course to be copied, but there is a change to the modules or programmes which need to be included in the Supplementary Course, you will need to do the following:

  1. Go to the Course Copy Status page and cancel the scheduled copy by Opting out.
  2. Go to the Course Copy Request form and request a new course copy, with the correct module / programme details.
    When filling out the form, select ‘Supplementary’ in both the Source and Destination drop-down boxes.

If you do not want your Supplementary Course to be copied, you can submit a request to have the course copy cancelled – see Opting out above.

 

 

Important information!
Please note that Supplementary Courses are designed for use in addition to individual RISIS modules or programmes.
Supplementary Courses should not be used to deliver summative assessment, as this is not supported by the EMA Blackboard-RISIS integration.

 

Brand new modules

Any module which is scheduled in RISIS to run in 2021-22 will automatically generate a new Blackboard course, and the Module Convenor listed in RISIS will be automatically enrolled on the Blackboard course. No action is required.


Blackboard course codes explained

From 2019-20 onwards, any Blackboard course which represents one or more RISIS module occurrences has a course code in the format AB1XYZ-20-1MOD.

This applies to Blackboard courses bringing together multiple occurrences of the same module, as well as ‘merged courses’ which combine two or more distinct module codes.

The technical details – for those who want to know more.

See a list of Blackboard course codes in use.


 

Blackboard courses for Programmes

There are no changes to how these are handled as part of rollover.

Please see Using Blackboard for Programme delivery


Which parts of my course will be copied?

What will be copied:

  • All course content will be copied.
  • Blackboard Tests and Surveys will be copied, but NOT deployed to users  (made available to users) – you will need to deploy them with appropriate settings on the new course.
  • Talis reading list links will be copied, but you will need to configure them for use by students in the new academic year.
  • Embedded links to Stream videos will be copied. Please see Course Rollover and Microsoft Stream videos and Reusing Stream videos in 2021 for advice on how to deal with these links in your 2021/22 Blackboard course.
  • Videos that were previously uploaded directly into Blackboard should be transferred into MS Stream.
  • Teams Meeting links for live online sessions will be copied – these need to be deleted and new links created.

 What will not be copied:          

  • Blackboard and Turnitin Assignments will not be copied.
    The creation of summative submission points is controlled by the EMA Integration between RISIS and Blackboard, and managed by Programme Administration teams.
    Module Convenors:

    • please liaise with your programme administrator to confirm assessment requirements for your module
    • you will need to create any formative submission points with appropriate settings on the new course.
  • Announcements, discussion boards, blogs, journals and wikis will not be copied.

Users:

  • All Instructors, Teaching Assistants and External Examiners will be copied during the summer course rollover.
  • In addition all staff who are listed as a 2021/22 Module Convenor in RISIS will be enrolled onto the corresponding Blackboard course.
    This applies equally to courses which were copied, and to courses which are set up as a blank shell.
    If you are a Module Convenor for a module which runs both in Reading and Malaysia, you will see all 2021/22 occurrences of the module in Blackboard.
  • No other users will be copied.
  • Groups will not be copied.

 

Staff members no longer involved in course delivery

Inevitably, given that we copy staff enrolments forward each year, many Blackboard courses have enrolments for staff members who are no longer involved in delivery of the module.

There are various workarounds to prevent such enrolments being copied to 2020/21 courses:

 

Helpful tip!
Please note: course rollover does not affect your 2020/21 course at all - available courses will remain available in Blackboard after they have been copied, with the same content and the same enrolments.

After rollover

Preparing your courses for the new academic year

See our guides Getting Ready for the New Year and Reusing Stream Videos with your students in 2021/22.

Blackboard plays an essential part in the delivery of teaching, learning and assessment. A series of Online teaching toolkits has been prepared, covering all of the essential aspects of effective digital teaching. In particular, please look at the toolkit on How to structure your Blackboard course.

Important information! 
Please DO NOT SET OLD COURSES AS UNAVAILABLE – it has been agreed by DELT that students should continue to have access to all of the Blackboard courses relevant to their programme of study i.e. a final undergraduate student should still be able to access their Blackboard courses from Parts 1 and 2. This is so that they can access course materials and all feedback received from staff.

When will students be enrolled on courses?

Students will only be enrolled on 2021/22 courses in Blackboard in August, when we move into the new academic year.

In RISIS the new academic year normally starts on 1st August. Enrolments for the new academic year begin to flow into Blackboard a few days after that.