Prepare for new academic year guide

The rollover tool is used by opening Utilities from the top navigation bar in Moodle and selecting Rollover.

You can only use the rollover tool if you have the relevant access to modules in both the source year and the destination year. You may need this access to be granted before you can perform a rollover. Lecturers should contact their Course Office to get access to relevant modules.

Before using Rollover Tool, find the Module short name for the Source and Destination modules. Open the module, select Settings from the contextual navigation menu. Copy the information in the Module short name field.

During use of the tool there are 3 screens:

1. Review your rollover queue and select default rollover options (and upload csv file of source/destination modules if allowed)

At the top of the page you can see a list of any previously queued rollovers. These should be marked Pending or Complete. The Source and Destination module names can be selected to visit the module.

To carry out more rollovers, you first set the options under Add to Rollover Queue. Help icons can be selected to find out more about each option.

To continue, select the Next > Select Modules button or Cancel.

2. Select Source/Destination modules for rollover

Select modules for rollover. The top menu shows modules that can be used as Source modules and the bottom menu shows modules that can be used as Destination modules. The boxes will auto-complete as you type a Module short name.

To add more, use Add another button and keep adding until you are done. Then select Next -> Review and Amend or Cancel.

If a module appears in the search box, but is not selectable and has grey background, then it is already queued for rollover and cannot be queued again until rollover has completed

3. Review and amend Settings for individual source/destination modules,

Review the rollover settings. You can change individual settings for rollovers by selecting the value, changing it and selecting the tick or x icons. You can also remove entries from the rollover queue using the Remove link on the right.

Note that any Destination module that already contains content will be highlighted in Red. You may wish to check this module before committing to rollover. If the Destination module contains content already, select whether to Delete or Merge when you carry out the rollover.

• Delete will delete all content from the destination module and replace it with the content from the source module.
• Merge will retain the content of the destination module and add the content from the source module.

Select which roles to notify of rollover, any users with these roles in the destination module will be notified when the rollover is complete.

Please check your rollover options very carefully as once you submit you will not be able to edit them again.

You will then be returned to the rollover tool start page where you can see your queue.

When your rollover is complete please check the new module and ensure any editing is carried out before the module is made available to students.

Note: The module will become automatically available when the module start date is reached.

• The rollover tool will not create a Moodle module if it doesn't already exist. Blank Moodle modules for taught modules are created automatically when the module is setup in SITS. Other modules (those with shortnames beginning MDL_ or GEN_) must be created by IT and may be created in bulk before the start of each academic year or created ad hoc via requests to the IT Self Service Portal.
• If a rollover has been carried out and there are further changes to the source module they won't be reflected in the destination module unless another rollover is performed or the user uses the import tool to copy individual activities and resources between modules.
• Rollover does not alter in any way the source module. Source modules can be changed after rollover but changes won't be reflected in the destination module (see above).
• The rollover tool is designed so that rollovers are not carried out immediately but in the next available period which we have set for the rollover process. That is currently 2am-6am every night. If you require 'instant' rollover you must use either Moodle's own backup/restore process or the import tool.
• Rollover will never copy user data e.g. grades, submitted work, database entries, forum posts. If you need to copy user data you must use Moodle's own backup/restore process. You may need special permission to do this. Moodle treats database activity and glossary activity data as user data and so this is not copied during rollover, although the activity itself will be (just with no data).
• Rollover does not include Glossary or Database entries. You will need to export these from the source module and import to the destination module.
• Rollover tool will not allow the copying of student enrolments between modules. This is to avoid confusion with automated enrolments from other sources.
• Rollover has been designed to exclude Turnitin assignments and Forum and Moodle assignments with the Turnitin-plugin enabled. We have restricted the rollover of Turnitin assignments as these were generating errors.