End of Semester Checklist  Moodle ISU


Introduction

Faculty are responsible for backing up their own course materials at the end of each semester. It is recommended that the gradebook and course content are both retained.  

This guide will help you to understand:                

Exporting your Moodle ISU Gradebook

Your Moodle ISU gradebook can be exported to a file and saved to your computer or another secure archive system.  Gradebooks in Moodle are not part of the course backup process and need to be archived separately from your course.

If you are required to keep grades beyond one year as indicated in the Archive Policies, export your gradebook.

For information on exporting your gradebook, see Gradebook: Exporting to a File

Backing up Course Content

Step 1: Clean up course files

Resources and other content that will not be used in future classes should be deleted prior to course backup.  The maximum course file size that can be backed up and restored into Moodle is 4GB. If large media files such as video and pictures have been saved in the course files, an error message may appear regarding course file size.

Step 2: Create a backup to transfer content to another semester

Each semester, you should create a backup of your course. This backup can then be used to restore content in a future term. Creating a backup for each term is helpful as each term has different holidays and the summer term is shorter.

For more information, see Backing up Moodle ISU Course Data

Importing Course Content

The Import function allows course content to be moved from one course to another within the same instance of Moodle. Importing course content allows instructors to move data from one course to another within Moodle ISU; it does not create a backup file. User data (student files), manually added calendar events, and topic headings (summaries) will not be imported using this function.

For more information, Importing Course Content

End of Term Course Availability        

Courses will be made unavailable to students one week after the end of the term.  Courses are removed from the server four weeks after the start of the same term the following year. This is to give time for instructors to import content from previous terms into the current term.  

For more information, see Archive Policy

Courses with Multimedia Content

Video and Media Files

Media files within your Moodle ISU course should not have a combined total that exceeds 1GB of data. Courses with more than 1GB will limit your success backing up and restoring courses. The ISU Media server is available to house media files.  

For assistance in moving video files to the ISU Media server, complete the Video Project Request Online Form or contact the ITRC - (208) 282-5880 or email itrc@isu.edu

Alternatives to the Media server include YouTube and Vimeo. These websites provide video storage and streaming as well as the ability to add captions to your videos. Videos can be private, shared with specific users, or public.  

For assistance moving video files to YouTube, see How to Upload YouTube videos

For assistance moving video files to Vimeo, see Uploading to Vimeo

Encoded Classes

The links for encoded classes will be saved in your course backup; however, the encoded class files will be deleted according to ITRC’s Archive Policies

To request that encoded classes be retained past the retention dates, complete the Archive Exemption Request Online Form

Narrated PowerPoint Presentations

Your narrated presentations should be backed up and stored on your computer and/or on an external storage device. This will help prevent you from losing your presentations and having to create them again.

Course Evaluations

Department Administrative Assistants can support instructors with end-of-semester course evaluations in Moodle ISU.  

See the Course Evaluations page for more information on this process or contact your department chair.


This work was done by Instructional Technology Resource Center at Idaho State University and is licensed under the Creative Commons Unported License. To view a copy of this license, visit Attribution Noncommercial 3.0 United States or send a letter to Creative Commons, 444 Castro Street, Suite 900, Mountain View, California, 94041, USA.