Each year, Moodle courses are refreshed to remove old student data and prepare for the next cohort of students. Current staff and students will need to take action to ensure they have all the information they need from Moodle before the refresh takes effect.

When?

For 2019 the refresh will take place on:

Thursday 29th August and Friday 30th August 2019.  Moodle will be unavailable ALL day for ALL users.
Tuesday 10th September 2019 for courses used to collect dissertation submissions (primarily those with 499 course codes).  Only courses with 499 course codes will be unavailable on Moodle all day on 10th September 2019.

  • All student enrolments
  • Forum posts (and attachments) by students, teachers, and editors
  • Events (in the course calendar)
  • All student contributions, including :
    • Assignment submissions
    • Choices
    • Course completion data
    • Databases
    • Glossaries
    • Grades
    • Groups (and group members)
    • Local role overrides
    • Lessons
    • Quiz attempts
    • SCORM
    • Survey answers
    • Survey analysis
    • Wiki entries, comments and tags
  • Any content uploaded by editors: Readings lists, lecture notes, links to papers etc.
  • User accounts; staff and continuing students use the same accounts in the next academic year.
  • Forum subscriptions
  • Forum tracking preferences
  • Groupings (groups of groups)

Any lecture recording activities in your Moodle course(s) will not be deleted and will still link to the lecture recordings for the 2018/19 academic year so if you do not wish to make them available to students they will need to be hidden or deletedRemember that last year’s lecture recording links will not automatically exchange to the current teaching year. For new lecture recordings a new echo360 activity will need to be added to the Moodle course, see the Moodle guide for more details.

Please note that in order for Moodle to automatically link to the correct lecture recordings, the lecture recording activity needs to be added AFTER your first lecture takes place. Adding the new, 19/20 lecture recording activity before your first lecture will result in you having to manually search for the course, section and term as outlined in our Add a Link to recorded lectures from other courses (Echo360 recordings) guide.

From Thursday 29 August to Friday 30 August 2019, you will be unable to access your Moodle courses for the 2018/19 academic session. If you will require any information stored on Moodle after that time, you will need to download it before the above refresh dates.

If your dissertation will be submitted through Moodle, you will have until 10th September 2019 to make your submission and download any items you may need.  You will not be able to submit assignments for the 2018/19 academic year through Moodle after 10th September, and must make other arrangements with your course teachers for late submissions.

Download centre

You can download course files and folders in bulk via the Download Centre.
Go to the course you wish to download materials from and in the Navigation Block on the left hand side select the Download centre (you may need to expand the My courses and then scroll down to the bottom of the Navigation pane).

By default all available files and folders are selected – deselect any that you do not wish to download and click Create Zip archive

As part of the refresh, courses are made unavailable (hidden) to students. You will need to make the course available to the new cohort of students when ready. For more information on how to get your course ready for the next academic year, check Get your course ready for the start of term: Moodle Checklist.

Please note that the majority of students will not have access to their 2018/19 Moodle courses beyond 29th August.  Students must have downloaded any items they wish to continue to use before 29th August, and you must have downloaded all student assignment submissions.

The exceptions to this are:

  • Courses used to collect dissertation submissions, which primarily applies to courses with course codes ending in 499. For these, the later refresh date of 10th September will apply.
  • Courses that will be used again by current students, e.g. departmental and programme level undergraduate courses. These will carry forward their student data to 2019/20.

After 10th September, Moodle cannot be used to collect submissions for assignments due in the 2018/19 academic session. Separate arrangements must be made for students submitting 2018/19 assignments after 10th September.

Note: If you want your course to be exempt from the 2019 refresh or be reset on the 10th September, you will need to Tag your course in Moodle. To do it, log in into Moodle and your course, go to the “Administration” block on the left and click “Edit Settings” to reveal a fairly long list of settings. Scroll down to “Tags” and expand it. If you want your course to be exempt from the refresh, type in “Do not refresh” or “Late refresh” if you wish a later reset date (see below screenshot):

If you have any questions, please contact LTI.

We recommend that updates to Moodle courses are made after 30th August, where possible.  We take backups of all refreshed courses so that we are able to reinstate them later if necessary.  If you make changes before 30th August, please be aware that the backup of your course will not be a true reflection of your 2018/19 course.

If you wish to update your Moodle course for 2019/20 before 30th August, we recommend that you add items to the relevant sections within the course, but set them as ‘hidden’ until after 30th August.  You can reveal them and delete any 2018/19 content after this point.  Alternatively, you could update your external files and wait until after 30th August to upload them.

Moodle courses are automatically ‘hidden’ when the student data is refreshed. This is to prevent new students from accessing resources they shouldn’t see. To get your course ready for the next academic year, please follow these instructions: Get your course ready for the start of term: Moodle Checklist.