Rollover in the DCS is coming in early June, from June 1 to June 15. DCS users can rollover at any point during this time.
Firstly, CLA are aware that there may be staffing issues and issues with remote working that could affect user’s ability to rollover and update their information. If you feel that you will have issues rolling over in the DCS, please contact firstname.lastname@example.org and we will work with HEIs to see how we can help.
If you report manually outside the DCS and are having issues, please contact email@example.com.
For rollover this year in the DCS, we have introduced some new features that should make rolling over from one academic year into the next even easier.
You can see what courses need student numbers adding on the DCS Dashboard and you can simply work through these using this link.
This link only includes published courses, as archived courses can rollover with ‘0’ students. You can now find out which courses are archived and bulk archive courses that haven’t run this year using the Course Upload feature.
You can find out more about this here: https://cla.zendesk.com/hc/en-us/articles/209030929-Updating-Courses
Not only can courses be bulk archived by setting the status to ‘Archived’ in the bulk upload, but they can also be bulk reinstated after rollover by setting them to ‘Active’ in the bulk upload file.
Use your most recent summary report to identify which courses were most recently updated (the ‘Action’ tab will have ‘Updated’ as the option).
Another issue that has held up rolling over is open EHESS orders. This year, by the last week of May, we plan to have a new link on the DCS Dashboard under the EHESS section called ‘EHESS Open Orders’. This will link to any requests with EHESS open orders and flag any EHESS orders that need to be accepted or closed before rollover can happen.
From June 1 to June 15 you can rollover your institution yourself by clicking the Start Next Academic Year button.
This should take between 1-10 minutes unless rolling over at the same time as another institution, and the status bar shows clearly how far along you are in the process. If it’s not moving at the start of the bar, this means that you are waiting for another institution to rollover first.
Rollover allows CLA to capture all digital and scanning usage under the CLA licence and is how CLA remunerate authors, publishers and visual artists for the work that’s been used. We are now in the fourth year of DCS automated reporting, which has transformed reporting into a lengthy exercise of data collection into a simple click of a button.
Thank you to all our users and licensees for continuing to support our rights holders and support the publishing industry.
About the Author
David has been a Product Manager for the DCS at CLA since August 2017, previously working in the Education and Operations Teams in CLA since 2008. Outside of work David enjoys writing, reading, gaming (currently obsessed with the new Red Dead Redemption), and films.
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