Bb Rollover

Merging Banner enrolments into a single Blackboard course

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What are merged enrolments?

A course is set up in Blackboard for every Module CRN (course reference number) that is registered in the Banner student information system.  This does not always suit course delivery and if you are teaching closely related Banner modules, you can request to have the Banner module enrolments merged into a single “parent” Blackboard course.  

New for 21/22 – we are now merging course enrolments in  Blackboard, and not in Banner, so merging will appear differently to staff and students users.

Banner module enrolments are merged into a single "parent" Blackboard course

 

  • Merging only affects Blackboard enrolments – Banner and Banner Grade Book enrolments are not altered.
  • You should only request the merging of modules where student enrolments do not overlap.
  • Staff and students enrolled on a child course will automatically be enrolled on the parent course.
  • Staff will access the course via the parent module code and see the child courses show as unavailable (but linked) .
  • Students will continue to access the course via their enrolment module code and name – they will be unaware of the merge.
  • Students’ view of Blackboard modules will match their timetable and Banner enrolment.
  • In the course Users list, instructors can see which module code students are using to access the parent course.

Instructor view of merged courses

Instructors see a Child course as unavailable but linked to the Parent course.

Use the link to the Parent course on Blackboard Home   A child course appears as unavailible

Student view of merged course

Students continue to see the course they are enrolled on in Banner. If they are enrolled on a Child course, this links to the Parent course.

Students see one link to the course they are enrolled on     Students see one link to the course they are enrolled on

Examples of use cases for merged enrolment

  • The same module has several CRNs for administrative purposes. Perhaps they are delivered on different days or at different locations.
  • Modules with different levels, or with a different credit-bearing, have similar core content.
  • Students are enrolled in different modules but are studying the same content.

To request merged enrolments

Follow this link to request a course merge.

Please let us know  the :

  • Parent module code :
  • Child module codes(s) :

I already have a course merged via Banner

If your course is already merged in Banner. staff and students will access the Parent module only. Students are removed from the Child course and added to the Parent module in Blackboard.  This process is set up in Banner but only affects enrolments in Blackboard.

We will be contacting you and moving all merged enrolment over to the new process in Blackboard this semester. Please contact Education Application Support (Blackboard) via ServiceLine if you have queries about your current course merge or if you would like your modules re-merged in Blackboard.

I would like Blackboard module enrolments merged into a single course with a new Blackboard Course name.

When courses are merged, students will only see the course code and name of the module they are enrolled on in Banner, they are unaware that they are actually landing in the Parent course. If you want your students to see a different course name, this can be done by using this form to request an Arbitrary course. Users will need to be added manually but contact ServiceLine if you would like to use this course set up and we can talk through the best solution for your preferred course delivery

Manging students in a merged course.

Viewing the Blackboard Grade Centre by module enrolment

You can add a column to the Blackboard Grade Centre to show the Child course ID of users. You will then be able to sort and filter the Grade Centre by student cohort.

    • Go to Course Management/ Grade Centre/ Full Grade Centre.
    • Select Manage/Column Organisation.

Select Column Organisation from the Manage menu to begin adding Child Course ID

    • Tick Child course ID .
    • Select Show/Hide and then Show Selected Columns.

Show Selected Columns so that Child Course ID can be added and then used as a filter

Using the Blackboard student Group feature to differentiate cohorts in a merged course

You can manually set up and add students to Groups based on their original module code (CRN).  You can then add content for the different groups by using  Adaptive Release – such as different assignments, different due dates, discussion boards, content availability and email communication etc. You can also filter the Grade Centre by Group as well as setting up Grade Centre “smart views” for each group and view Turnitin submissions by Group.

Guide to using Groups in Blackboard.

Guide to managing Content availability with Adaptive Release. 

Copying (rolling over) content  into a new merged course

To copy content from a previous year’s course follow the course content rollover guide and use the Parent course ID as the destination course for the content.

If you want to re-use video saved in the Panopto Recorded Sessions folder of the old course :

 

Copy course content (rollover) to a new course

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Courses created for the new academic year will contain no content.  Follow these instructions if you wish to re-use course materials from another course.
Copying course materials into an existing course will add content to a course, but it won’t remove existing content. Past student enrolments or activities are not copied over.

Find your new courses

Check that your courses for the next academic year are visible in Blackboard. If you do not see a 22-23 Blackboard course listed, please refer to the guide Prepare your Blackboard courses for the next academic year.

Enter the original, source course.

Select the source course for example MATH3081-42760-21-22

  • Log into Blackboard and open the source course that contains the content you want to copy (rollover). This will normally be last year’s course – 21-22.

Select Course Copy

  • From the Control Panel select Rollover (course copy)
    OR select Packages and Utilities and Course Copy.

Course copy options

  • Set University recommended options – select this option to automatically select recommended course materials to copy.
  • Destination course ID – this will default to the current course ID + one year. So if you are in the 21-22 course it will add the 22-23 course ID. If you are copying to a different course code, or different year Browse or paste the code here.
  • Select Course Materials –  and make any adjustments. We would usually recommend copying over the static material and settings only – the University recommended options. For more information on other options see Behavior of copied materials.

Options for file attachments.

To copy ONLY  files that are linked to in course content (default).

The course files area holds all files that have been uploaded to this course. If an item is deleted from the course content area,  it will remain in the course files area. The default settings will not copy unlinked or deleted files into the new course.

    • Keep default setting –  Copy links and copies of the content.

To copy ALL files in the course files area – including learning objects such as SCORM/Articulate packages/ language skills and zipped files)

If you have uploaded zip files/learning objects, make sure you have opted to copy the entire course home folder to ensure these packages play correctly in the new course.

    • Select Copy links and copies of the content (include the entire course home folder).
    • Select Manage Package Contents to select and remove any course files you will no longer need in the new course.

Enrolments

  • Do not tick enrolments
  • Submit.

Confirmation

Follow up

  • You will see a screen telling you that your request has been queued and that you will receive an email when complete. The process should not take longer than 20 minutes.
  • Check your new course and make sure that the content has been copied over correctly.

Troubleshooting

The course menu looks different

  • Your new year’s course will have the default template course menu. If you changed your source course’s menu you will find the template menu links as well as any you added last year.  You can hide or remove any menu items you don’t require and move your menu items so they match the previous year. NB Make sure any content areas are empty before you delete them. See the guide to editing the course menu. For more information see Resolving copied course items.
  • If you find any anomalies please contact ServiceLine

Turnitin Assignments are changing.

Re-using Panopto recorded sessions.

Panopto “Recorded Sessions” will not be rolled over into a new course by default. If you want to re-use recorded sessions or if you have embedded Panopto content in the course, follow this guide to Rolling over Panopto content

 

For further guidance on setting up your course, follow the link to  the guide: Prepare your Blackboard course for the next academic year

Prepare your Blackboard course for the next academic year

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This is a quick guide to finding, requesting and preparing your courses for the next academic year, including how to roll-over content from a previous year’s course.

Find your 22-23 courses

Courses for 22-23 modules are now available in Blackboard – listed in the all Courses view.

Can’t find a module?

Request a Blackboard course or merged enrolments

Most courses, and course enrolments, are automatically added to Blackboard from the Banner student information system. 

Banner module courses

22-23 blank module courses are set up automatically in Blackboard for each course reference number (CRN) recorded in the Banner student information system. Users are enrolled in the Blackboard course via their enrolment in Banner. Contact your CQA office if you have questions about module setup.

Banner zero-credit module courses

You can request a Banner zero credit module for courses that fall outside the assessed curriculum – for example study skills sessions, introductory sessions, language skills, dissertation information ahead of module delivery etc.  Blackboard course set up and enrolment is then handled automatically via Banner. Contact your CQA office to request a compulsory or optional zero credit module. 

Merged Banner module courses

If you are teaching closely related modules, you can request to have the enrolments merged into a single “parent” Blackboard course. Students will continue to access the parent course via the course code they are enrolled on in Banner and will be unaware that their course has been merged with another.

If your course was merged last year, it automatically merge again in June when we implement a merged enrollment rollover. Module leaders will then have the ability to merge and unmerge the modules they are teaching on.

Programme Information Courses

You can use the link in this guide to request a Blackboard Programme Course to hold programme or school level information and communications. Students are auto-enrolled via programme codes and the course will appear under a separate heading on the Blackboard Home page. 

Custom (arbitrary) courses

A custom course is set up independently in Blackboard and does not have an equivalent module code in Banner. Custom courses are used for anything that cannot be set up as a zero-credit module, or content that cannot be included in a Programme course – for example, staff training.  Request a Custom (arbitrary)  course.

Sandbox courses

A sandbox is a course used for training and testing.  Follow this link to create a personal Sandbox course.

Check staff and student enrolments

Who is enrolled on my course?

See this guide on how to view course users:  Reviewing who is on your Blackboard course

Enrolling students

    • Contact the relevant student office if you have any queries about a student, or auditing student, enrolments – students need to be added to Blackboard via Banner enrolments.
    • If you are trying to add a class from another module to your Blackboard course, please request merged enrolments instead – see more information on merged enrolments.
    • If you are manually adding students to any course please contact ServiceLine as we may have a better solution for you. 

Adding staff members or requesting Blackboard access for yourself:

    • Course Instructors and Teaching Assistants can be added to (and removed from)  current year courses via Banner enrolments – Contact your CQA office or fill in this form to request module access.
    • If you want access to previous years’ Blackboard content, contact ServiceLine or ask your school office to add you manually to old courses.
    • You can manually add staff to a Banner module course, but if they are responsible for teaching the course, enrolments should be via Banner. 

What is new on the course menu?

*make these menu items visible to students if you are using them in your course.

Module profile

Module profile displays relevant module profile information held in Worktribe (still under construction). 

Reading Lists*

This links to the Library Reading List for your module. See the Library Reading List guide for advice on setting up or editing a module Reading List. NOTE: the Library will roll over 21-22 reading lists on June, you will then see a link to the 22-23 copy. 

Recorded Sessions

The Panopto recorded sessions folder now holds sessions recorded in Blackboard Collaborate as well as via Panopto lecture capture.

Microsoft Team*

Use this link to create a class Team with the Blackboard/Teams integration tool. Student enrolments in the Team will stay in sync with Blackboard student enrolments. See this guide for more information on setting up and running a class Team.

Past Exam papers*

This connects to the Library’s past paper database for your module. A course Instructor can follow this link and select papers to display from other module codes. Contact the Library if you would like to add past papers to the database digitalscholarship@soton.ac.uk.

Microsoft Office 365

This link will take any user out to the Home page of their Microsoft 365 account. 

See this guide for more options on customising the course menu 

Copy (rollover) content from a previous year’s course.

Rollover Blackboard course content

 Follow this guide on how to copy content over from another course. 

If you have uploaded learning objects such as  SCORM, Articulate and zip files to your course make sure you have selected the file options to copy over the entire course home folder when copying a course.

Check folder permissions if you are re-using Panotpo recorded sessions

If you plan to re-use recorded Panopto content from previous years, make sure you have moved them into the Panopto parent folder for your module so that all your students will have permission to view them. See the guide on how to re-use Panopto recorded sessions videos 

Turnitin Assignments are changing.

You will need to re-create any existing Turniting assignment using the new link to “Turnitin LTI assignment“, found in the Build Content menu. See our Turnitin guide for more information. 

Make your course available to students.

When courses are created, they are set to be unavailable to students. Instructors can make the course available when content is ready or teaching is about to start.
Follow this guide to make your course available to students

If you would like your old course to still be available to your old students for revision purposes then leave it set to available. If you wish to close access to the course make it unavailable.

Further guides to the layout and content of your course 

CHEP guidance on the Blackboard Baseline 

The Blackboard Baseline provides recommended minimum standards for course site structure and organisation within Blackboard. The baseline is aligned to the Common Framework for Online Education, is based on student and staff feedback and sets out what a student at the University of Southampton can expect to find in Blackboard to support their studies. 

Take inspiration from  VLE awards winners

Now into its tenth year, our Excellence in VLE Awards gives students the opportunity to nominate exemplary Blackboard modules. See examples and case studies from current and past winners of the annual Excellence in VLE awards.

Check your course content Accessible with Blackboard Ally

Blackboard Ally works in the background to help lecturers deliver more accessible learning content. For more information, including an introductory webinar, visit the Blackboard Ally eLearn page.

The Blackboard course An Introduction to Digital Accessibility is designed give you an introduction to digital accessibility: what it is, why it is so important and how you can play your part in creating a learning environment where nobody is excluded.