Hi
We create all our lists in the library and we used the roll over this year for the first time back in June. We rolled over around 600 lists in total as we had several years to catch up.
We decided to roll every list over whether it was to be used or not to this academic year as we only give access to lists via our VLE so lists were available to edit or reuse as many of our modules run on two or even three year teaching cycles. So we did the rollover and then went through the VLE removing the Reading List block on all the modules. We then put them back over the Summer as academics got in touch to have their list either reinstated or updated. This was also to comply with the CLA regulations that any scans have to be removed if they have not been specifically asked for in that scan year.
During the Roll over procedure we did make the mistake of not setting the old lists to archive as we did the process which was a big lesson learned as we then had to go back through and archive all the old lists - will get that right next time ! If we hadn't done this the Block on Moodle would offer every year of the reading list not just the current one which we didn't want.
Apart from this we ran things in a very similar way to Annette by the sound of it - I used the reports to have check lists and make sure everything had a time period. So a bit of housekeeping before and after makes all the difference.
I also found it easy although it did take quite a long time and had to be left running overnight.
If anyone wants to know more do get in touch off list,
Thanks
Sue
Sue Abbott
Digital Library Manager
Forum Library, University of Exeter, Stocker Road, Exeter, EX4 4PT
Tel: 01392 725603
E-Mail: [log in to unmask]
-----Original Message-----
From: Talis Aspire Users [mailto:[log in to unmask]] On Behalf Of LIS-TALIS-ASPIRE automatic digest system
Sent: 08 November 2013 00:03
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Subject: LIS-TALIS-ASPIRE Digest - 3 Nov 2013 to 7 Nov 2013 (#2013-96)
There is 1 message totaling 102 lines in this issue.
Topics of the day:
1. Roll over
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Date: Thu, 7 Nov 2013 10:21:54 +0000
From: Annette Moore <[log in to unmask]>
Subject: Re: Roll over
Hi Valerie
We used Aspire Rollover at University of Sussex in June this year for all of our 2012/13 lists, regardless of whether they were created by academics or library staff as we still have a mixture of both.
I used the Aspire Reports in preparation for rollover to identify any lists created in 2012/13 that did not have a 'time period' and added a time period where this was missing, otherwise these lists would not be rolled over.
Timing of rollover was important as there is no official start point for creating a list for the next academic year or term. Academics can start to create them when ever they want and if done by the Library, we would create the list as we receive the handbook. So, also ran a report on lists already on Aspire for 2013/14 - and as above need to be aware that time-periods are not compulsary (maybe they shoudl be?) .
I used the Reports function to create an Excel spreadsheet of all lists in the given time-periods to check against post rollover.
The Rollover process went well, without any hickups. Two of the time-periods rolled over had over 300 lists - but all was good and the rollover process provides really useful reports as the process is running.
Post rollover, I needed to remove duplicate lists where a new list for 2013/14 had been created, being careful to delete the rolled over list. I also identified modules that were not runing for 2013/14 that had lists attached to them to delete the list for 2013/14. When you do the rollover, all lists for the given time-period rollover, you identify modules that are not running for the new time-period.
So, quite a lot of checking before rollover and again afterwards. Additionally, the checking work was useful in identifying other issues where some lists were linked to the hierarchy and other weren't. Overall, rolling over lists in bulk, saved time and helped us to establish a smooth workflow in preparation for the next academic year - checking through lists and archiving old lists, uploading the new Hierarchy and bulk rollover of lists to the new time-period.
Annette
Annette Moore
Technical Services Librarian
Library Building
University of Sussex
Falmer
BRIGHTON
BN1 9QL
T: 01273 877046
E: [log in to unmask]
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From: Talis Aspire Users [[log in to unmask]] on behalf of Valerie Wells [[log in to unmask]]
Sent: 01 November 2013 11:48
To: [log in to unmask]
Subject: Roll over
Some background first, at Stirling, library staff create lists not academics.
We are considering using roll over (rather than simply copying list), for list created in Spring 2013 and now required for Spring 2014.
That would be around 250 lists.
I've looked at the archive and found some useful tips from the few libraries who have used rollover.
Is there anyone similar to Stirling who creates list in-house who has also undertaken roll over who would be willing to share their experience ?
Were there any issues that you had not envisaged or was it all plain sailing :)
Thanks in advance
Valerie
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