Course Reserve Rollover - Step by Step – Talis CourseFlow

This article offers a step-by-step guide to rolling over in Talis Course Reserves.

Rollover can be completed in either of the following ways:

Rollover multiple requests at once (this is the most common way of completing rollover)
Rolling over a single request

Rollover multiple requests at once

Step 1: See what's available for rollover

To rollover multiple requests you will need to go to the 'Available for rollover' screen, which is accessed via the 'Rollover' menu.

Step 2: Select requests to rollover

From the Available for Rollover screen you can filter the requests to match specific criteria (ie. start and end dates, time periods, course codes, status, etc.) and then individually select the requests you wish to rollover by ticking the box to the left of the request number, or selecting all of the requests on screen by ticking the box at the top left of the table. NOTE: This will only select the requests visible on the current page of the view (there is a maximum of 25 requests to a page on the available for rollover screen).

Step 3: Create or add to your rollover pre-clearance queues

Once you have selected the requests to rollover, you then need to pre-clear them. Pre-clearing will re-check to ensure that the request will pass copyright checks.

There are a number of options which allow you to either edit the request to change key details, or just pre-clear and to manage which queue the request is added to:

'Edit and Pre-clear' - This option allows you to review and edit the course details (Course title, code, student numbers), the requestor details, as well as the start and end dates for the new requests created via rollover. Only the edited information is changed, unedited information retains its original value.
'Pre-clear' only - This allows you to review and edit the start and end dates for the new requests created via rollover. Only the edited information is changed, unedited information retains its original value.
or 'Add to existing queue' - This allows you to add the selected request(s) to an existing pre-clearance queue. This is useful if there are more than 25 requests you want to add to the queue to process all at once. NOTE: You can only add requests to queues that are in the "Action Needed" stage. This option will not be available if your other queues have already progressed to the "Review" stage.

Step 4: Review and edit the start and end dates

At this stage you should review and if necessary edit the start and end dates for the new requests. The values will default to:

Start date - The next occurrence of the start month and day from the original request.
End date - 12 months from the new start date

e.g. if your course start and end dates are 1st August 2026 - 31st July 2027, and you are pre-clearing before the end of the request's life, then the pre-clearance will default the new course dates to 1st August 2027 - 31st July 2028.

There are a couple of exceptions to this rule:

If the next occurrence of the start month and day from today are less than the original requests end date, then it is one day after that day e.g. if your course start and end dates are 1st August 2017 - 31st August 2018, and you are pre-clearing before the end of the request's life, then the pre-clearance will default the new course dates to 1st September 2018 - 31st August 2018 as a rolled over request cannot start whilst the other is still live.
If you are pre-clearing after the lifetime of a request, then the default dates may vary depending on when you are pre-clearing. This is to allow for late pre-clearances as well as skipped rollovers needed the following year.
- Late pre-clearance: You may sometimes find out that an item is needed again after it has already expired. If you are pre-clearing less than a 1/3 of the course period after the end date of a request, then the usual default is applied e.g. if your course start and end dates are 1st August 2017 - 31st July 2018, and you are pre-clearing before 1st December 2018, then the pre-clearance will default the new course dates to 1st August 2018 - 31st July 2019.
- Skipped roll-overs: You may sometimes skip a rollover but then need it again he following year. If you are pre-clearing more than a 1/3 of the course period after the end date of a request, then a year's interval is added to the usual default e.g. if your course start and end dates are 1st August 2017 - 31st July 2018, and you are pre-clearing on or after 1st December 2018, then the pre-clearance will default the new course dates to 1st August 2019 - 31st July 2020.

From the queue of requests that you have created, select the ones that need an edit. From the Actions menu, select "Edit details", this will open a modal window (shown here) that will allow you to change anything needed. Any fields that you leave blank will not be updated.

Step 5: Rollover request validation checks

The rollover queue will then complete validation checks, which will generate a warning for the following scenarios:

Rollover date conflicts: where the start date for the rollover is before the end date of the request/s rolled over from
Double rollover: this warning tries to prevent double rollovers by highlighting source requests with start dates in the future
No Reading List rollover: where requests are linked to a reading list item, where no reading list rollover has been detected, this will also be highlighted.
Deleted items: we have made an improvement so that if an item has been deleted off a reading list when you come to roll over the request, it will be marked as no longer on a list so you can make the decision to withdraw the request.

The validation warnings provide the option to filter the queue by the requests in question or to 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.

The validation warnings for:

Double rollovers
Deleted list items

Provide the option to filter the queue by the requests in question or to remove them from the queue. DO THESE ACTIONS BEFORE MOVING ONTO - No Reading list rollover

If you decide that you do not want to rollover your resource lists in Talis Courseflow, then all requests will ask you to confirm that you want to 'Link new requests to existing reading lists' and this will perform that action to link all. If you choose 'Manually link requests to reading list items after the rollover' you will need to allow time to action on EACH request and manually copy and paste the reading list item URL post rollover.

Where a No Reading List rollover warning is presented, by clicking 'resolve' it is possible to select to link the rolled over requests to the same list item or to manually link them following the rollover. See the screenshot below:

For the validation message: Rollover date conflicts - you have the option to filter by requests to go into each request to amend the dates

Step 6: Working with your rollover queues

You can access your rollover queues at any time from the “Rollovers” menu, by selecting "Queued Jobs".

Rollover queues have 3 stages:

'Action needed' - these requests are awaiting editing and have not yet been pre-cleared. You can keep adding more requests to the queue as needed.
'In-progress' - these requests are currently in the process of pre-clearance.
'Review' - these are requests which have been pre-cleared and are awaiting review or specific actions before completing the rollover. The requests in a Review queue are displayed in tabs according to their status i.e. Successful, Referred and Rejected pre-clearance.

The Rollover queues view displays the queue name (concatenation of the course codes in the group), the number of requests in the queue, the queue status, creation and last modified date of the queue and the creator of the queue.

Step 7: Completing your rollover

When a request has been pre-cleared, it will have a status of either “Successful”, “Referred” or “Rejected”. You can view requests which have been pre-cleared from:

the "Rollovers Menu" then selecting the pre-clearance status (Successful, Referred or Rejected)
the rollover queue.

You can either complete a rollover selecting the rollovers in either of the above views and clicking the “Rollover requests” option, or by visiting the individual request and clicking "Complete Rollover".

For FAQ's on rollover, please see the FAQ's support article.

Rollover a single request

Step 1: Select the request to rollover

There are three methods you can use to rollover a single request:

From the "Available for rollover" screen, accessed via the Rollover menu, and selecting a single request. To see step-by-step instructions on rolling over via this screen, please see the Rollover multiple requests at once section.
From the "All requests" screen - find the request in the list of requests that you want to rollover and click the 'Actions' menu and select “Begin rollover pre-clearance”.
From the individual request's detail view - open the 'Actions' menu and select “Begin rollover pre-clearance”. NOTE: This option will only be available if the request is linked to a reading list item.

Step 2: Edit and pre-clear the request for rollover

Using either option 2) or 3) will open the edit and pre-clear window, allowing you to review and edit the start and end date, requestor details and course details (incl. student numbers) for the rollover request.
Talis_Aspire_Digitised_Content____Single_item_begin_prelearance__1_.png

Step 3: Rollover validation checks

The request will then commence validation checks. See the bulk rollover validation checks section above for information on this process.

Step 4: Complete rollover

Once the request is validated, Talis Course Reserves will then begin pre-clearance checks for the request and take you to the new request to process if referred, or complete the rollover if cleared by the concierge.