As we approach the end of the academic year, many people are starting to think about the rollover process and how they’re going to report using the Digital Content Store (DCS). In this blog we’ll aim to cover the key information you need to know for rollover and reporting, as well as providing you with links to further resources we’ve created.
So, what is rollover?
Rollover is the process of moving from one academic year to the next; this allows us to finalise all content used by Higher Education Institutions (HEIs) in the academic year that’s just ended. This information will be used to generate reports for the distribution of Licence fees.
When is rollover?
All HEIs need to be rolled over prior to the 15th June 2016 so that we can generate the necessary reports. You will be able to roll your own institution over, and will be able to do so from the end of May up until 15th June. After this date, we will roll your institution over for you.
What do I need to do for rollover?
To be ready for rollover, you should work on getting all your content in the DCS by the end of May. You should also ensure that your institution has:
- No outstanding EHESS orders (please ensure these are all in a completed status and nothing is pending)
- Uploaded all content that has been used during that academic year into the DCS. This content should be published and have a link generated.
- Deleted or archived any courses that did not run during the 2016-2017 academic year.
- Updated all courses with accurate student numbers. You cannot have any courses with 0 students when rolling over. If you have a course that has not run, you can archive that course with 0 students and this will not be included in your report.
What do I need to do for the report?
Nothing! The report will be automatically generated from the DCS once you have completed rollover successfully. You just need to ensure all the content your institution has used under the Higher Education Licence over the academic year is uploaded to the DCS prior to rollover. If, for any reason you are unable to do this, please let us know as soon as possible. It is likely that you will need to report manually using the Digital Copy Record Form (DCRF) as in previous years.
Is it too late for me to sign up to the DCS and use it for reporting?
No! You can still sign up to use the DCS for reporting on this academic year, even if you do not share the links with students. All you need to do is ensure all your content is uploaded by the end of May and assigned to courses with correct student numbers, and you can use the DCS to report this year. We base our distributions on the availability of content to students rather than the number of downloads, so whether or not these links are shared with students this year does not have effect on your ability to use the DCS for reporting.
If you’re interested in using the DCS for rollover, we can help by providing the ability to bulk upload your content into the DCS. Please get in touch with us by emailing intouch@cla.co.uk to find out more about this.
Where can I find out more?
We’ll be running a webinar on rollover and what you need to do on Friday 24th March. To attend this webinar register here.
We’ve also created a master document all about rollover, which you can access here. This document covers everything we can think of to do with the rollover process as well as the rechecking process that is due to happen in August. If, however, you still have outstanding questions about rollover, the report or anything else to do with the DCS after reading this document and attending the webinar, do get in touch with us at support@cla.zendesk.com.
Got the writing bug?
Our new website has undergone a number of changes, one of which is the exciting relaunch of our HE sector blogs. Each month will see the release of two blogs - one on general issues that are relevant and important to the HE sector, and one dedicated to the DCS. A key way that we're changing our blogs is to make them more inclusive for the HE community. So while a CLA authored blog will be published each month, we're also looking for external guest writers to contribute the month's other blog. If you are interested in writing for us, either on an issue you feel is important to the HE sector, or on your experiences with the DCS, then please get in touch.
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