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End of Semester Checklist - rev. 08/2017
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***Moodle ISU Guides have been relocated to the New Tiger Tracks Site. For up-to-date content please refer to the Knowledge Base.***

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 16GB. 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, for your personal archival purposes. 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 and Restoring 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 4GB of data. Courses with more than 4GB will limit your success backing up and restoring courses.  

Alternatives to uploading media materials directly into Moodle include YouTube and Google Drive, and Vimeo. These websites provide video storage and streaming as well as the ability to add captions to your videos. Videos can be locked down to only ISU members, 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 Google Drive and sharing, see How to use Google Drive

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 video files exist on the Google Drive folder and you will have access to them as needed for download or linking purposes.

Note: Videos previously recorded on the old media server have been moved to Google Drive and if you need access to those linked folder, please contact the ITRC at (208)282-5880 for assistance.

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.