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Procedures for archiving for-credit (NAU-PSSIS) courses
  1. For sections with no content AND no student or instructor activity immediately after the end date listed in Vista
    1. Delete the section from Vista
  2. For sections with content OR student or instructor activity 2 years + 2 weeks (106 weeks) after the official end date
    1. Notify primary instructor 16 weeks and then 2 weeks before the date of deletion
    2. At 106 weeks after the end date we will delete the section from the system permanently

(info) Deparment chairs will be notified on the 1st of each month with a list of their deptartment's sections that are to be deleted in the upcoming 6 weeks.

Procedures for archiving zero-credit courses

TBD

Procedures for archiving training and sandbox courses

Training shells will be of 2 types, with the following patterns for the course ID's:

  • ELC-Training-Migrated-Practice-Class-2011-Spring-###
  • ELC-Training-Practice-Class-2011-Spring-###

These will be deleted manually from the LMS by the e-Learning admins 1 year after the semester in which they are created.  For example: ELC-Training-Migrated-Practice-Class-2011-Spring-### would be deleted from the system at the end of Spring 2012.

Sandbox shells will be named with the convention: sandbox-year-semester-firstname-lastname-uid. Each of these shells will be deleted without notification when the user that it was created for is purged based on the existing rules for purging user accounts.

Procedures for cleaning up users
  1. Look for users who:
    • are enrolled ONLY in (TIPS OR NCA OR no enrollments) AND who have an LDAP affiliation of either: "no affiliation", "former student", "degree completed", "previous staff", "previous faculty".
  2. Delete the user from Vista/BbLearn
  3. Delete the Vista/BbLearn host entry from the user in LDAP
  4. Should any enrollment records remain in OR DB table "vista_enrollment_info", remove those records
  5. Delete user's record from OR DB table "vista_member_info"

  Note:  Depending on PS enrollments within a specific LMS, it is possible to find a deletion candidate in 1 LMS, but not the other

Course Lifecycle Policy

BBVISTA:Word document is attached for comments. 

Email to be sent to instructors.

<instructor name>,

The following section(s) are scheduled to be permanently removed from the Blackboard Vista learning management system on <delete date>.

<list of sections>

While you may create a Bb Vista archive of the section, there is no guarantee that the archive can be restored in the future.  Therefore, we recommend that you and your department maintain the original content in its original format, separate from any specific learning management system. To learn more, please visit: e-Learning Center FAQ: How should I save my Bb Vista content for use in the future?

For more information about when and why these sections are being deleted from Bb Vista, please visit: e-Learning Center FAQ: How Long May I Access my Bb Vista Course?

Email to be sent to dept. chairs.

<chair name>,

The following <PREFIX> section(s) are scheduled to be permanently removed from the Blackboard Vista learning management system within the next 6 weeks. 

The following sections have no current primary instructor at NAU:

<list of sections w/removal dates>

The primary instructor of each of these sections has been notified of their pending removal:

<list of sections w/removal dates>

If necessary, please work with the instructors of these sections to preserve the content of these courses.  While you and/or the instructors may create a Bb Vista archive of the section, there is no guarantee that the archive can be restored in the future.  If you wish to preserve content, we recommend that your department maintain the original content in its original format.  To learn more, please visit: e-Learning Center FAQ: How should I save my Bb Vista content for use in the future?

If the instructor is no longer employed by NAU and you wish to have access to these sections, please request access from the e-Learning Center: elc-help@nau.edu.

For more information about when and why these sections are being deleted from Bb Vista, please visit: e-Learning Center FAQ: How Long May I Access my Bb Vista Course?

Processing Exceptions

Some sections may need to be retained beyond the normal lifecycle.  For example, a department that offers a course only every three or four years will not have the opportunity to copy the content forward to a future section within the normal lifecycle.  These exceptions will be determined by the ELC, who will initiate the following procedures:

  1. An ELC support ticket will be opened with all relevant details.  The ticket will be date-marked for followup approximately 3 months before that course is estimated to be taught again, to give the department and instructors ample time to have the content copied and to make changes for the upcoming semester.  The ELC support system will notify ELC support staff when that followup is required.
  2. Before the scheduled section deletion, ELC Vista Admins will backup the section and will restore a copy of the section, removing student data and all enrollment, onto the production server to: NAU-Institution > Default Division > Zero Credit > _Lifecycle Exceptions.  NOTE: Admins must check to see if the content is contained in a Content Section before backing up/restoring it, as restoring the child section will not do any good!
  3. ELC Vista Admins will edit the section properties of the restored section, changing the sourcedid.source to: SAVED.  The changed Source will ensure that the section is not deleted, and will make these sections easy to find using a Vista query on Source.
  4. ELC Vista Admin will enroll as Designer the instructor (or chair, etc.) who requested the exception so that its content may be copied.
  5. When the ELC support system notifies ELC Vista Admins that follow-up is necessary, or if ELC is contacted earlier and the content is needed, Vista Admins will contact the person(s) specified in the original request and if necessary will proceed with copying the content to the appropriate course shell.  At that time the restored section will be deleted by the ELC Admin with notification to ITS-OLE, and the ELC support system ticket may be closed.

*This procedure (steps 2-4) was tested on 6/12/08 by admin-dfs on sysprep with: 1061-NAU00-ECI-698-SEC802-5332.  One Instructor/Designer (dhc9) and 24 students had been enrolled.  This section is marked for removal from production in 9/08.  Testing seems to have gone well; a search for 1061-5332 resulted in only the one section (now located in _Lifecycle Exceptions).  However, there was no real content (it had been set up by the instructor and tools added, but no real content), so more testing will need to be done with sections that contain "real content."

*Tested again (steps 2-4) on 6/12/08 by admin-dfs on sysprep with: 1061-NAU00-ECO-284-SEC3-5129 (I/D: ptn2, pinto; TA: lmj38; 62 students).  This section definitely had content, mail, discussion postings, etc. I enrolled myself as I/D after the reset, and all content seems to be intact, while all work (mail, discussions, etc.) is gone.  I'll consider testing a success so far.

*Changed 7/5/2010 to backup and restore the original section (leaving the original in place) instead of moving the section, to eliminate errors in processing section deletions. -DFS

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