LMS/My - Course Outlines

Overview

This process will need to be started with a Ticket from Academic Office (Quality Assurance Group).  A ticket will come in from QA area asking us to move the SharePoint Course Outline site to WWW3.

There are 3 pieces to this process:

1) Academic Assistants update the SharePoint site: https://saultcollege.sharepoint.com/sites/ArchivedCourseOutlines

2) Tickets need to come in to advise us:

1. New Course Outlines have been added
2. Add Course Outlines to WWW3 (student portal)
   1. This should be done monthly
3. Add Course Outlines to LMS
   1. This should be done daily, at end of day, at the beginning of the academic year ( for 6 weeks)
      1. August 1 to Oct 15
      2. Even if they don't put a ticket in, someone should be checking SharePoint and uploading them to LMS.

Target Audience

Solutions Specialists (For Academic Assistance and Faculty )

Instructions

Below is Email that Emily Hebert (when this process was created) that was  sent to all Academic Assistants.  It is a good summary of the process.

From: Emily Hebert <Emily.Hebert@saultcollege.ca>
Sent: May 19, 2022 1:51 PM
To: AcademicAssistants <AcademicAssistants@saultcollege.ca>
Cc: Phil Bringleson <Phil.Bringleson@saultcollege.ca>; Anna Bruno <Anna.Bruno@saultcollege.ca>; Jill Pateman <Jill.Pateman@saultcollege.ca>
Subject: Course Outlines Update
Good afternoon, Academic Assistants!

I have a great update on Course Outlines for you! After meeting with Phil and Anna B this morning, we determined that the following process will be in place for the upcoming year.

Here is the link to the SharePoint site: https://saultcollege.sharepoint.com/sites/ArchivedCourseOutlines

1. IT will move all Pre-2021 Course Outline folders to the public facing website to a new folder, accessible to users accessing the site, called Archive.
2. For new course outlines:

• Each Academic Year will have one folder for all Course Outlines for that Academic Year (no longer broken down by program or semester) that way there is no replication within the folders and you only need to save a course outline ONCE! When you are ready to save the course outlines for the 2022-23 Academic Year, you can do so in the folder called 2022-23 Course Outlines (22F, 23W, 23S).
  
  

• There will only be ONE major upload to LMS per year. When there are modifications or additions after the upload, please add them to the folder and submit a TDX ticket request so that Phil knows to manually upload those outlines.

• In instances where the same course is delivered in two program areas, please ensure that only one copy of the course outline is uploaded.                      

3. The PDF course outline name will have the format: Course Code_Course_Outline. Example: ACC116_Course_Outline.pdf. You will not need to manually name these files. The system is being updated to automatically save course outlines using this name format.  We will let you know when Anna has worked with the developer to have the course outline name changed. Please do not download them and save to SharePoint until the name change has occurred.

In the meantime, please move the course outlines you saved to each of your own SharePoint sites from last year into the 2021-2022 Course Outlines folder. These will be posted to the public website.

Feel free to give me a call if you have any questions about the process or if you need some guidance on how to get your 2021-22 Course Outlines to the SharePoint site. I hope this process works well for you!

Thanks,

Emily Hebert

LMS Update - Daily task for 6 weeks after Semester Start

HOW TO FIND THE Course Outlines you need to upload

1. MOST IMPORTANT METHOD: Keep track offline on what date you updated last
2. Use SharePoint Tools
3. Check LMS to see that last uploaded files 

SharePoint Tools

Navigate to Archived Course Outlines - Home

Click Documents

Click the newest Year you are working on, for example, when writing this the newest year is 2024-2025

Initial Copy - Finding Course Outlines to copy

Click the See All link to show all available files 

Even though we clicked the See all link, not all files will be displayed.  To see and select all files, scroll to the bottom of the page to load all files in the in the file management display screen; this could take some time.  If you miss this step you won't capture all needed files.  While scrolling to the bottom check for the accuracy of the file names

Continue to the: CHECK FOR ACCURACY ON THE FILE NAMES section below.

Subsequent Copies - Finding Course Outlines to copy

Use the column heading to FILTER or SORT as needed

1 - MODIFIED

Sort by Newer to older

2 - MODIFIED BY

If you know the user's name, you can filtered based on their name.

3 - NEW FILE INDICATOR

You may notice the "New File" indicator which should help identify the newly uploaded files as well as Date Modified.

CHECK FOR ACCURACY ON THE FILE NAMES

Scroll through all the new files and review all file names to ensure the naming standard is met.

• Ensure the files are named in the correct format COURSECODE_Course_Outline.pdf
• If the names are different, rename them on SharePoint, first, before downloading them.
• If the issues are significant reach out to Jill to ask her to reach out to the Academic Assistants to make sure they are being accurate.

SELECT ALL THE COURSE OUTLINES TO UPDATE

Select all the files you want to download and click Download in the top menu.

They will be downloaded to a "OneDrive..." folder

Use Windows Files Explore to Extract all the files from the Zipped folder.  This step must be done as LMS will only upload the files as is, and won't extract a ZIP folder automatically.

- Right click the folder and choose Extract All...

This is a good time to rename the Extract folder so it is easy to find.

One last check. Ensure the files are named in the correct format COURSECODE_Course_Outline.pdf.  If they aren't, rename them in SharePoint and in the download

Uploading to LMS

Login at welearn.saultcollege.ca

Click on the Settings Cog

Click on Public Files

Navigate to the Course Outlines folder

Click the Upload button at the top of the screen.

Either Click Upload and navigate to the location of the files you extracted or Drag-and-Drop them on the Upload box provided

OR

It can take some time, but once the upload is finished click SAVE

Select all files to overwrite

Click Overwrite

You should now see that the dates on the new files have been updated.

Website Update - Importing new Course Outlines (Mass update - Yearly update)

Following this article Article - Requesting PIM access (teamdynamix.com) to request the Sharepoint Admin PIM role

RDP to vmssah01p

RDP to vmwebx02p (in vmssah01p) - (Which is aka WWW3)

Backing up existing Course Outlines

If you haven't done already, create a Network Location in File Manager that points to \\vmitfs01p\SupportServices\SolutionsSpecialists

Infrastructure Team will only allow access to this location using your OA###### account.

Open both locations (side by side):
 
\\vmitfs01p\SupportServices\SolutionSpecialists\Course Outline Backup from WWW3 
E:\www3\CourseOutlines\WebCourseOutlines

Only keep one back each year in \\vmitfs01p\SupportServices\SolutionSpecialists\Course Outline Backup from WWW3, so if you are doing this and can see data in both locations:

1) Delete the backup in \\vmitfs01p\SupportServices\SolutionSpecialists\Course Outline Backup from WWW3 {date}

2) Copy all files in E:\www3\CourseOutlines\WebCourseOutlines TO \\vmitfs01p\SupportServices\SolutionSpecialists\Course Outlines Backup from WWW3 ({date})

Copying ALL current files from Sharepoint Site to Web Server

The Webserver has been programmed to display the directory structure in the E:\www3\CourseOutlines\WebCourseOutlines folder as a webpage.  So it is important to follow the format already developed.  To see the current display of folders you can check. https://www3.saultcollege.ca/CourseOutlines/ to start.

Microsofts deems large downloads from a SharePoint website as a security threat and blocks the download.  So when downloading files from  https://saultcollege.sharepoint.com/sites/ArchivedCourseOutlines you first have to SYNC the SharePoint site to your computer, zip the contents, upload to MSTeams then download on the destination device, unzip this folder, then move to E:\www3\CourseOutlines\WebCourseOutlines to be displayed.

1. On your PC navigate to https://saultcollege.sharepoint.com/sites/ArchivedCourseOutlines
2. Under the Docments section at the bottom of the SharePoint site, click the SYNC Button
3. This will SYNC this SharePoint site to your file explorer.  For more details follow Method1 of this KB article: Article - How to Download Large Amoun...
4. You will also have to have a MS Team Synced to your File Explorer via OneDrive for your detination
5. In the Source Location (The CourseOutlines SharePoint site) make all folders available offline
   1. Right click each folder and select "Always keep on this device"
6. Once download create a Zipped (Compressed folder) and copy these files into this folder
7. Copy these zipped files from the SharePoint site (Synced in File Explorer) to the MS Team Files (Synced)
8. Once Uploaded to the MS Team in it's entirety.
9. RDP to VMSSAH01P
10. In your web browser, navigate to the Online MS Team you synced, above, and download the Zip folder
11. Connect to VMWEBX02P via a FTP program, such as WinSCP.  If you need guidance on this part, look for the section titles "Transferring Files to the Portal Web Host Server" in this document Webmaster - How to update the Sault College Student Portal (my.saultcollege.ca)
12. On VMSSAH01P, unzip (Extract) the folder so it's uncompressed.
13. Use WinSCP copy the unzipped files to VMWEBX02P, to the downloads folder
14. On VMWEBX02P, move these files to E:\www3\CourseOutlines\WebCourseOutlines, making sure you match the existing file structure.
15. Replaced all files with this newly extracted files
16. Navigate to https://www3.saultcollege.ca/CourseOutlines/ to verify the files are properl being displayed.

Open both locations (side by side):
 
\\vmitfs01p\SupportServices\SolutionSpecialists\Course Outline Backup from WWW3 
E:\www3\CourseOutlines\WebCourseOutlines

In a browser tab, navigate to:  https://saultcollege.sharepoint.com/sites/ArchivedCourseOutlines

Academic Years

Download each academic year.  I recommend to download one at a time.  If you want to download in a batch of folder, it is very important to not include Archive Course Outlines in that batch due to the huge count of files and huge amount of storage required.

They will be downloaded into the the Downloads folder on VMWEBX02P into a folder called: OneDrive_yyyy-mm-dd.zip

Once downloaded, rename the folder and extract it's contents

Delete the Unextracted (zip) folder for free up Drive space

In the two File Explorer windows previously setup

• Replaced the Windows for \\vmitfs01p\SupportServices\SolutionSpecialists\Course Outline Backup from WWW3 with the local downloads folder C:\Users\AdminSS\Downloads
  So, not you have the Downloads folder and the WWW3 Web Course Outlines open
• On E:\www3\CourseOutlines\WebCourseOutlines delete the contents
• Copy files just downloaded  from "C:\Users\AdminSS\Downloads" TO the corresponding folder in \\vmitfs01p\SupportServices\SolutionSpecialists\Course Outline Backup from WWW3
  For Example:

1. 2021 22 Course Outlines\Click here for 2021 2022 Course Outlines
2. 2022 23 Course Outlines\Click here for 2022 2023 Course Outlines
3. 2023 24 Course Outlines\Click here for 2023 2024 Course Outlines
4. Each Academic Year a new folder structure will go here to display all Course Outlines on WWW3
5. NOT Archived Course Outlines AT THIS STEP (SEE BELOW)

Archived Course Outlines

This folder is over 17GBs and fails on download from https://saultcollege.sharepoint.com/sites/ArchivedCourseOutlines, so, these files need to be downloaded in steps, then put back together and assembled in a working folder, such as the C:\Users\AdminSS\Downloads\Archived Course Outlines folder.  You an download in groups of large amounts.  I haven't found a limited to provide here.  I've got up to 8 folders at one time.