Bringing Student work from one course to another - Rolling intakes

[DebGALL]

Is there a way of retrieving 2023 class work and copying across to the 2024 class work?

What is the best way to set up the class settings for rolling intakes so the term 4 to term 1 students do not lose their work and have to restart?

We do rolling intakes, new enrolments term 1, 2 3, and 4. Our courses take students 2 - 4 terms to complete. On OneSchool the students go into the same class no matter what term they start. We had our courses set up for the year however the courses have now gone to 2024 class groups and our 2023 rollover students have lost their assessment submissions and are like they are starting again.  The only way I have been able to find the student's marks is to go into the class statistics > students and the click on the student's name from here. I can see results and feedback given however when I click on the submission to access the work (file uploaded) it says they have no submission. If I go into the marks through the class mark book the student does not show up even to be able to reactivate them. 

Can anyone advise on how to copy across work from one class to another of the same course?

Also, is there a better way to set up form rolling intakes into the one class? We do have multiple classes across multiple campuses. A student stays in the class until they have finished the course. The new enrolments each term join with those already in the class. 

Thank you 

[Chris_Hofer]

@DebGALL ...

If you have two completely separate course shells in Canvas, student work does not ever copy from one course to another.  When you use the Course Import Tool in Canvas, you are importing course content (your pages, discussions, assignments, rubrics, etc.)  Student names, student grades, and student submissions never carry over from one course to another.

How do I copy content from another Canvas course using the Course Import tool?

[DebGALL]

Hi Chris, 

Thanks for your reply. To clarify

So I have the course Blueprint - Say BUS3

The blueprint sends out the content etc. to the assigned timetabled classes BU32023A, BUS32023B, BUS32023C etc.

The student was in BUS32023A and is now in BUS32024A, can I bring their submissions from BUS32023A into BUS32024A?  Same course, just in a different timetabled class for the course. 

This would be the same within the year - if a student is in BUS32024A then a timetable change is made for some reason and they are now in BUS2024D, again how can I bring their submissions across? Same course - however timetabled into a different class for the course. 

At present if they change to a different class on timetable for the course - all the work disappears. So our first experience has been with a class that started in term 4 of 2023 and still in the course now in term 1 of 2024.  However now the class code in QLearn has changed from including 2023 to 2024. 

Even if we extend the course to be 2 years, with rolling intakes we are always going to have a group that will be cut off. We do also have students who have to stay in the course but change classes for that course for a variety of reasons. 

Thanks 

[Chris_Hofer]

@DebGALL ...

If you have two separate courses, BUS32023A and BUS32024A ... where each has their own course shell...  for example:

• https://SchoolName.instructure.com/courses/12345
• https://SchoolName.instructure.com/courses/12346

...student work does not carry over from one course to another when importing course content from one course to another.  The coursework resides in 2023A and not 2024A.  It shouldn't "disappear".  Though I cannot really see how your courses are set up (and I don't have experience with QLearn ... is that your school's SIS?), it's a bit difficult to know exactly how things are set up in Canvas for you.

Sometimes people ask about having courses that run the entire year and have rolling enrollments where the same course shell is used over and over and over again.  But, most people recommend having separate course shells for each section of a course...and for each semester of a course...which you might already be doing.

In summary, as I stated earlier, student coursework doesn't transfer from course to course...it's only the content that you've built in your course that copies from course to course...so that a new set of students can take the course, too.

I hope this will help clarify things for you.

[paul_fynn · Accepted solution]

Hi @DebGALL ,

building on @Chris_Hofers  reply we have a similar situation with our final year Major Projects, where we have a full and part time intake in each of three trimesters, and students may move/defer from one trimester to another.

So essentially we encourage some (not all) colleagues to treat these as rolling enrolments in the manner that you seem to be hinting at. We don't roll students onto courses across the end of the academic year, but we do have current deliveries that start in the current academic year and (under the same Canvas course) end after the start of the next academic year.

This involves merging all of the occurrences into what Canvas calls a crosslisted site - essentially a single site with a section corresponding to each intake. In our configuration this involves closing down the original SIS generated sites and opening a single site with multiple sections/cohorts. In other configurations it should be possible to forecast in advance which combined sites are required and push these straight to a single site. Note that if you crosslist after delivery has started you lose access to the student data that has already been banked (although it still exists).

• Each section could be set with its own start/end date, although we haven't used this yet
• Each section gets it's own specific assignments and due dates, but can be added en bloc to formative assignments
• Activities, comms and assessments can be targeted to specific sections
• Standard Content cannot be targeted within the native function (Canvas assumes that you want all students to have the same content)
  • You can segregate content by section by putting content into a section based tool such as a discussion or assignment

Note that Groups and sections are two different things with only marginally overlapping functionality.

HOWEVER we have noted recently that our. local SIS/Canvas configuration is unable to understand when a student moves from TRI1 to TRI2 (which is a different class record in the SIS) and is inactive in one section and active in the other.

• Were this a non-crsslisted site, our SIS would flag the enrolment as 'Inactive' in the Canvas course roster
• In a crosslisted site, our configuration is unable to differentiate a student who is live in one crosslisted section and inactive in the other, so both sections are showing as live, which may have implications in some systems for access to deadlines, schedules, and assignments (ie the student sees too many)

So this isn't without its complications, but the complications have to be managed somewhere; generally we find it easier to have all students and all supervisors across the year in the same Canvas course - otherwise we would need supervisors to access up to six different sites to get to their supervisees and work. The caveat is that not all convenors are able to get their heads around this and (to our chagrin) insist on separate sites.

You really need to be talking to your in house support team before going ahead with this, but you can test how it works in the test environment without risk.

As an alternative approach we have some colleagues who enrol all the year's students to a central support modules, and have a stripped down course site which contains just assessments and communications that links to this.

See

https://community.canvaslms.com/t5/Instructor-Guide/How-do-I-cross-list-a-section-in-a-course-as-an-...