Weeding of outdated rooms in Moodle

A weeding will be carried out to manage the large number of old rooms in Moodle. This means that rooms with an end date of April 17, 2020 or earlier, or rooms without an end date, will be removed starting May 2, 2023.

The University Director has decided that we will weed out and archive outdated course and program rooms in Moodle three years after their end date.

The weeding is done to meet current legal requirements and to relieve the storage space in the system. In connection with the weeding, a copy of the room, without users or their data, will be sent to Linnaeus University's archive.

How the rooms' end dates are set

  • Course and program rooms with Ladok links automatically receive start and end dates from Ladok.
  • In other rooms, the end date is manually set in the room's settings.

In connection with the weeding, IT creates a copy of the course and program room, cleared of user data, for archiving. Other types of rooms, such as project rooms, test rooms, rooms with resources, etc., are weeded out without archiving.

At the same time, any local backups in the rooms are deleted. This is not about our total system backup, but about the kind of backups that staff can create locally in the rooms and that are created when manually copying for new rooms. Here too, the limit is April 17, 2020, and backwards in time.

What do you need to do?

Before the old rooms and old backups are deleted, you may want to save something or have a room that you need to keep.

  • If you know that your course and program rooms with end dates before April 17, 2020, are completed and that you do not need to save anything in them, you do not need to do anything.
  • If you want to save something, login to the room before May 2, 2023, and download what you want to keep.
  • If you have rooms without end dates that you need to keep, you must login to the room before May 2, 2023 and specify an end date in the room's settings.
  • If you have rooms with end dates before April 17, 2020, that you need to keep, login to the room before May 2, 2023, and change the end date to a later date in the room's settings.

Note! It is not recommended to manually change end dates in Ladok-connected rooms, as these dates may be updated automatically from Ladok.

Deletion of backups does not affect the room itself. Self-made backups can be downloaded and saved locally. These can be found under the course's administration menu and "Restore".

What if I have students who have not completed the course?

Old course rooms may still have students connected who have not completed the course for various reasons. The University Office has compiled the following based on the Higher Education Ordinance and Local Rules for Courses and Examinations:

  • A student is admitted to a course and a specific course occasion.
  • It is only in the specific course occasion that the student has the right to participate in the teaching
  • If the student does not complete a course at the current course occasion, the student can return and follow the course again, but then only if there is an available slot at the course occasion that the student wants to enter.
  • A student admitted and registered on a course is "forever admitted" as long as the course exists (ie until the course is closed down).
  • Even if there is no available slot, a student can return and complete only the examination parts of a course (which he did not complete at the regular course occasion)
  • Only the scored examination parts are reported into the study administrative system (ie Ladok). These are proof of what the student has completed in their education. Other incomplete data, e.g. submissions (which did not form part of an exam), unfinished project reports, etc. (i.e. data that was not assessed or scored in Ladok) cannot be counted in the event that the student returns to a new course session. (That is, the teacher has no obligation to save these documents).
  • If the examiner decides on supplementation, it must be short in terms of time (in relation to the size of the course - approx. one - four weeks). This means that completion is mainly expected to be carried out during the current semester (part of summer). Completion not done or not approved within the specified time means that the examiner register the grade failed on the student's exam.
  • If the course contains mandatory elements, these are noted in Ladok when the element has been completed.

 

If you have other questions about this or need support with handling, contact your ICT educator.

More information connected to the weeding