Another year of the DCS and it’s almost time to press that magical button in your ‘My Institution’ page that updates CLA with all your CLA licensed Digital Copies used across the year, carries over all your content into the next academic year, and ensures all links remain accessible and unchanged from the student perspective.
But this year we are trying to make the magic ‘Start Next Academic Year’ button even more magical for our DCS users. Firstly, by redesigning the pop-up box to be clearer about your progression, and to end the slightly unclear box with flashing icons.
So now users will know where they are in the progress of rolling over.
We are also looking to making rolling over much quicker in the background by fully optimizing the process. Initial testing has been very positive, and we will be completing more tests over the next few weeks.
We will be in touch in early May to ask users to confirm whether they are able to automate their reporting this year, so please start thinking about whether all your Digital Copies can all be in the DCS by the end of May.
Later in May we will confirm a time when we would like your institution to rollover if your institution has a lot of scans (otherwise we will confirm that you can rollover whenever you like between 1st - 15th June).
There are some other things to bear in mind before rollover, which are listed below.
Content: Are all the courses and content used since the previous rollover now published (not archived) in the DCS?
Student Numbers: Have these been added for all courses? Courses with ‘0’ students, which are not archived, can be seen on the Dashboard.
If you have courses with no content, you can always give these courses a nominal student number value using the bulk upload. More details will be given in our webinar on Thursday 25th April (which you can request a recording of by contacting email@example.com).
EHESS: When it is time to rollover, please ensure that all your EHESS orders are closed. Open EHESS orders can be seen on the Dashboard as ‘Order Submitted’ or ‘Awaiting HEI review’.
Requests from Reading Lists: If you are using Ex Libris Leganto’s DCS integration you should let them know which day you plan to rollover so they can ensure that Request IDs are swapped if Ex Libris are using these to assign content in your lists.
If you have any questions at all, please contact firstname.lastname@example.org and we’ll be happy to help.
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.