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NEW ROLLOVER PROCESS

Table of contents

1. The New Rollover Process [edit]

1.1. In the old rollover process

1.2. The new module life cycle process

1.3. Items that will NOT be carried over

1.4. Items that WILL be carried over

1.5. Hidden Course

2. New Category Structure [edit]

The New Rollover Process [edit]

A rollover plugin will be installed that we have adopted.

In the old rollover process

  • Exisiting module was reset
  • Student data was removed
  • The same module are was reused for the next cohort

The new module life cycle process

Under the new process, a new module will be created for each academic year using the new plugin. All teaching content is retained in the new module, and the previous year's module is kept as an "archive". 

The plugin:

  • Creates the new year's courses automatically.
  • Update the course full name and short name.
  • Update the course ID.
  • Sets the new academic year dates.
  • Places courses in the correct category structure.

Items that will NOT be carried over

When the new course is created, the following will be excluded: 

  • QMplus and Turnitin assignments
  • Quizzes
  • Graded LTIs

All these will need to be re-created by the School/Admin teams.

Items that WILL be carried over

  • Course content
  • Resources
  • Existing links
  • Teacher/admin enrolments (depending on role settings)

NB: Most teaching materials will remain intact.

Hidden Course

Newly rolled-over courses are created as hidden and unavailable to students initially. They can then be made visible to students when required for the next academic year.

 

New Category Structure [edit]

New Principle: Academic Year First 

The major change is that course organisation will now start with the academic year rather than with faculties. 

Current approach

  • Faculty  

    • School  

      • Multiple levels of subcategories and sub, sub, subcategories 

New approach

The hierarchy will become: 

Academic Year → Faculty → School → Undergraduate / Postgraduate 

  • Academic Year (e.g. 2025/26)  

    • Faculty  

      • School  

        • Undergraduate 

        • Postgraduate 

This change is specifically intended to support: 

  • The new rollover plugin. 

  • The new course archiving. 

  • Easier long-term course management.  

Example Structure 

For academic year 2025/26, the top-level categories will contain: 

  • Faculty of Humanities and Social Sciences (HSS) 

  • Faculty of Medicine and Dentistry 

  • Faculty of Science and Engineering 

  • University of London Paris 

  • Learning and Support  

Reducing Category Complexity 

A key design goal is to minimise the number of category levels. 

For example: 

2025/26 

  • HSS  

  • School A  

  • Undergraduate 

  • Postgraduate 

  • School B  

  • Undergraduate 

  • Postgraduate 

  • S&E 

  • School A 

  • Undergraduate 

  • Postgraduate 

  • School B  

  • Undergraduate 

  • Postgraduate 

This replaces the current deeply nested structure and multiple additional layers.  

Non-Standard Module Courses

If you have a non-standard module that does not follow the academic year, please raise a ticket for these to be discussed on a case by case basis for the most appropriate actions.

  • Some non-module courses will sit at School level. 

  • Some non-module courses will sit at Faculty level. 

  • This avoids creating complex category structures to accommodate specialist courses. 

Other Structural Changes

  • Summer School courses are moving into their relevant schools rather than a separate Summer School category. 

  • Degree Apprenticeship courses will sit in their academic School Category. 

  • Chinese and partnership programmes remain within their Schools rather than having separate structures. 

  • Learning & Support categories have been updated with some renamed teams (e.g. Registry Services, Centre for Early Career Research). 

Most Important Takeaway 

The future automated, sustainable rollover and archive process is being made possible by having a much flatter, academic-year-based category structure. Courses will be grouped first by year, then faculty, then school, with minimal subcategories beneath that. The purpose is to make annual rollover, archiving and long-term maintenance far simpler and more reliable.