This turnover process may be most helpful to those programs using D2L / SMS and who run non-continuous schedules (eg. 10-11 months of school, then 1-2 months break).   It assumes that data is cleared during the break and the courses start fresh every September. 

* Note:  Example files are linked below to provide help, but MUST be checked carefully against your site's org structure.

NOTE:   D2L has kindly reviewed these steps, leaving the remaining purple sections for some further research, to help ensure that steps 5 and 7 represents best practice from a D2L point-of-view (as related to our needs).   These sections will be completed before the end of June (before needed), thanks to Whitney and Logan!


Steps (click step to jump to details):

Step 1: Build New Course Shells

Students entering courses in September should see a course that it completely ready for them.    Thus, we do all of the course prep early enough for teachers to do any last tweaks in their last week (or two) of the school year.

In D2L, that means starting with the building of new course shells.

    1. Make a new Semester (eg. 2024-25)
    2. Build the Course Shells

•    Go to Course = Bulk Utilities…..
•    Go to "Manage Files"
•    Under BCC, upload Prepared File "Bulk Utility - BCC Course CREATE" (Example)*
•    Runs at night.   Check the next day.


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Step 2: Assign Teachers to New Shells

Note that steps 2 and 3 can be switched, depending on some of your choices.   Either will work fine.

Now that course shells are built, let's get teachers assigned to their courses so they can see and adjust as needed.

1.    If there are some new teachers, use "Bulk User – Teacher CREATE" (Example)*
2.    To assign everyone as teachers to their courses, use "Bulk User – Teacher ENROLL" (Example)*

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Step 3:  Load Content into New Shells

In the "old days," WCLN would encourage teachers to update their courses every year (to take advantage of updates).   With the new LTI (1.3), this is less important.   Thus, here are some options to consider.

Option 1:  if it's a new course for your program and/or new teachers for a course, probably best to import fresh WCLN course.
Option 2:  if you wish, you can have teachers move their own courses over (backup and import).  Instructions for teachers HERE.
Option 3:  admin can copy course content between courses using Bulk Utilities, as outlined below.

•    Go to Course = Bulk Utilities…..
•    Go to "Manage Files"
•    Under CCB, upload Prepared File, "Bulk Utility - CCB Course COPY" (Example)*
•    Runs at night.   Check next day

Note: If you decide to go with Option 3, you may wish to switch steps 2 and 3.   This would simply mean that teachers don't have access to the courses UNTIL the content is loaded, which "might" avoid some confusion.

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Step 4: Teacher Preparation of New Courses

Once courses are built, loaded, and teachers are assigned, any tweaking and/or customization can happen.

You may wish to do a lunch meeting to help teachers remember some of the design factors that they haven't seen for 10 months.

For example:

    1. Note: CCB brought over IA's and Announcements, that you can reuse.
    2. Adjust IA's to be based on "this year's" criteria, actions, and dates.
    3. How to double-check Intelligent Agents (eg. Welcome Letter, Activation).
    4. How to adjust widgets and/or home pages, as needed.
    5. How to update any schedules or intro information.

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Step 5:  Archive Old D2L Courses

Now that the September preparation is all done, it's time to start cleaning up the back-end of your site.   

To start, I like the practice of archiving all courses for this existing year, just in case someone NEEDS something later.

This is usually done in July, explaining to teachers that their old courses will be gone at the end of the year, so ensure that "you have what you need."

My default way of doing this (similar to Moodle archiving) would be:

1. Back-up all courses for archives:

·         Go to Course = Bulk Utilities…..

·         Go to "Manage Files"

·         Under BCE, upload Prepared File "Bulk Utility - BCE Course EXPORT" (********)*

2.  Copy all of the course backups into a local archive area, as organized by year.


D2L feedback coming - it would be nice (from a future "Portfolio" point-of-view) to maintain all of the student accounts where the students have the OL program as their home school, as this would enable the onigoing use of portfolios (year-to-year).     Thus, perhaps D2L's Data Archive / Purge might be a better way to archive (research:  pros vs cons).    The SMS can handle returning students matching registrations to new accounts, but being able to detect and switch "inactive" students might be handy if we archive this way.   Also, the use of end-dates could be used close access to courses (keeping them in the system).

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Step 6:  Archive SMS Student Data

Even more important than archiving courses, is ensuring that you have a good archive of student data.

For audits and/or student/parent questions, it's VERY useful to have:

    • time stamps of requests, enrollments, activations, drops, withdrawls, and completions.
    • an organized list of all logged communications from schools, teachers, admins, etc....
    • a list of ALL grades and dates submitted
    • a log of all program numbers by course for future stats.

This  can all be done quickly and stored by year for any future needs.

    1. Wait until the office is done with data entry (eg. second week of July).
    2. Go to SMS > Exports, Refresh, and Download each export file.
    3. Copy this data into the district archive area, by year.
    4. Unzip, adjust format (sheet headers, etc....).
    5. Apply permissions for office staff to view and/or modify, based on needs.

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Step 7: Clear Old Data (D2L)

To start fresh in September, all the old data from the site should be clean and ready for new accounts.

For us, this means clearing out student accounts, and will be done anytime between Step 6 and September.

D2L feedback coming - again, this might be better done using the "Data Archive/Purge" function in D2L.   We might remove this step, depending on feedback about Step 5.

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Step 8: Clear Old Data (SMS)

Anytime between Step 6 and September, you'll also want to clear out student / course data from the SMS.

Admin Settings > Clean-up Tools

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Last modified: Tuesday, 4 June 2024, 7:31 AM