Below are the frequently asked questions regarding Talis Course Reserves rollover. If you wish to view the frequently asked questions regarding Talis CourseFlow Reading Lists rollover please click here.
Q - Does the rollover process check for recent editions?
A - The concierge runs the same checks as a new request so will check for the most recent edition as part of that check.
Q - If we manually copy a reading list rather than rollover from one Semester to another and rollover the requsts, will they link?
A - A manually copied list will not pick up rolled over requests. The rolled over requests will need to be manually linked to the reading list items on the manually copied list. Once a request has been linked to a reading list item it can not be edited, so please take care that you are linking to the correct item.
Q - If I use the “link to reading list” to manually link a request to a reading list, will this link rollover?
A - So long as you rollover your Reading Lists then your request links on the new list will rollover.
Q - What happens if we just 'Pre-clear' the requests instead of 'Editing and pre-clearing'?
A - If you select 'Pre-clear', you will be prompted to enter start and end dates for the new rolled over requests. If no dates are entered, course dates will usually be set to exactly one year from the date they are being rolled over from. For more detail about default rollover dates, see our Course Reserve Rollover - Step by Step support article.
'Edit and Pre-clear' automatically adds 12 months to the start dates of the original requests. It also provides you with an opportunity to preview the new dates for these requests and make other bulk edits such as course details before you pre-clear. For this reason, we suggest you use the 'Edit and Pre-clear' option.
Q - If we haven't rolled over the reading list can we bulk rollover requests?
A - If you attempt to rollover a request before you rollover the list, you will receive a validation warning. These validation warnings provide you with the options to:
- filter the rollover queue by the requests in question
- or remove them from the queue.
Where a reading lists rollover warning is presented, it is also possible to select to link the rolled over requests to the same list item or to manually link them following the rollover. For more information on this please see the Validation Checks - Course Reserves article.
Q. If an item was originally referred and copyright was obtained or overridden will it refer again on rollover?
A - Yes it will refer for the same reason if it still applies.
Q - When we rollover in Talis CourseFlow Reading Lists, the Live requests for the original list are appearing on the rollover copy list. Is that correct?
A - This is correct, and a big benefit of reading list rollover - requests appear on both the original list and the rolled over copy until the request expires. This is so if a student accidentally stumbles on the new list instead of the current time period's list, they can still get access to the required requests.
Q - How can we take down requests for a brief period between courses?
A - You can not take down and then reinstate the same request ID. Instead, you would have one request expire and a new request go live with a few days in between. You can manage this with the time periods and rollover in reading list to allow a gap in between end and start dates.
Q - Is there a limit to the number of requests you can have in a queue, or a limit to the number of queues at any given time?
A - 200 items is the maximum number of requests you can have in any single rollover queue. There is no limit on the number of queues
Q - How soon after Reading List rollover should you do request rollovers?
A - As soon as your Reading List Rollover has completed you can start the rollover of requests, but it can wait, the key is to complete before the requests are required, or the previous request expires if students need access.
Q - Some students will need access to requests during the summer in order to prepare for resit exams which take place in August. The requests for this will have expired at the end of our two semesters (in December and May). Have you any suggestions about the best way to handle this?
A - The student may have downloaded or printed the scan already. You can avoid having a summer gap in the request availability by having time periods with end dates that cover the summer period.
Q - If everything goes smoothly, how long should the whole rollover process take?
A - There is no average time we can suggest for rollovers. Liken this to when a request is requested for the first time, there maybe copyright rights to obtain, or a new edition to source. During the pre-clearing stage, a request processes through the concierge as quickly as a new request.
Q - To clarify the availability of scans at rollover - does the old scan e.g. 18/19 stay viewable on both lists until it expires at which point the new scan e.g. 19/20 will become viewable at its go live date on the new list?
A - Exactly that, the old scan will be on both lists for a short while then when the original scan request expires and the new scan request becomes live it will only be available to view on the new list.
Q - If we rollover in June, what happens to digitisation on list which are tied to the calendar year?
A - Access to the live scan works on the live dates of the request, it is suggested for ease that you protect the dates so that at the point of request the Reading List time periods are used, if the scan is live it will be visible.
Q - Do you have to roll over everything, or can you just roll over all your live / successful requests to avoid re-doing those which failed?
A - You can only rollover live or expired requests any requests that were referred or rejected are not included, and you can deal with the referrals from these, maybe due to edition changes, in the same way you do a fresh request.
Q - Can we run reports for lists with live requests attached, lists with pending requests and lists with rejected requests?
A - The digitisation status filter in the All List Items report allows you to search for requests with a particular status. When exported to CSV the report will also show you which lists those requests appear on.
Q - If a list is archived (and removed from the hierarchy), will any associated requests disappear from it?
A - No - if the requests are still live, e.g run the rollover in June and the scans have an end date of the end of July, they will still be accessible on the original reading list (although archived would not be seen by students) and also on the new version of the reading list that was rolled over in line with the dates on the requests and reading list.
Request bundles may be used outside of the reading list, for example in course materials or as a link in your VLE/LMS. Therefore, this URL for the request bundle would remain live for the duration of the time period of the request and list this was raised from.
Q - If we rollover our lists to draft, will this impact our rollover of requests?
A - If you rollover your reading lists to draft, then rollover requests will automatically link to the new reading list.