Moodle ISU - End of Semester Checklist
Faculty are responsible for backing up their own course materials at the end of each semester. It is recommended that three forms of data be retained:
- Course gradebook, exported in Excel format
- Course data with student logs (full backup)
- Course core content without user data (no user data backup)
Backing up your courses process
Clean up course files. Resources and other content that will not be used in previous classes should be deleted prior to course backup. If media files, such as video and pictures, have been saved in the course file an error message may pop up regarding course file size. Narrated PowerPoint files should be stored on the Adobe Presenter (Breeze) Server. This will reduce the file size so a backup can be created.
Keep a backup copy of the course files with student data. This step is highly recommended. The backup copy will have .zip format and can be downloaded and saved on your computer to be accessed at a later date. This is particularly helpful when a student wishes to contest a course grade (for more information, see the Backing up your Moodle Course handout).
Create a backup to transfer content to another semester. If the backup will be used in a different semester, it is important that student data is not included in the backup option.
End of Term Course Availability
- Courses will be made unavailable to students three weeks after the end of the semester.
- If you do not want to see older courses you may unenroll from the course. Select the "Unenroll me " listing in the Administration block in your course and remove yourself from the course. Make sure you have made a backup of your course prior to unenrolling.
- Courses are removed from the server 21 days after the start of the same term the following year. This is to give time to instructors to import content from previous terms into the current term.
Term Date for automatic creation Spring 2010 Nov 16, 2009 Summer 2010 Feb 15, 2010 Fall 2010 To be Determined
Courses with Multimedia Content
- Video files placed in courses will need to be backed up for future use.
- For encoded classes, the link will be saved in your course backup, however, we will be deleting video files at the end of each semester unless a request is sent to the ITRC to keep specific files.
- To request encoded videos (not encoded classes) to be linked in your Moodle ISU course, complete the Video Encoding/Posting Request Form.
- Adobe Presentations
- If presentation files have been stored on the Adobe Presenter (Breeze) Server, the link to these files will be backed up with course data.
- If the video files were placed within the Moodle course itself, they should be moved to the Adobe Presenter (Breeze) Server.
- Instructors are responsible for the original PowerPoint and the PPC files used to create narrated lectures. These files are necessary for editing purposes. These files should be stored on your computer.
- Files more than a year old will be removed. Please contact the ITRC if you would like to continue utilizing these files.
| Term | Date for media files deletion |
| Fall 2008 to Summer 2009 | August 2010 |
| Fall 2009 to Summer 2010 | August 2011 |
| Fall 2010 to Summer 2011 | August 2012 |
Course Evaluations
Instructors can utilize Moodle for end of semester course evaluations. Please see the Course Evaluations page for more information on this process and contact your department.