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Courseware Release: Edit Custom Course

Updated: Mar 22, 2022

Hello Support Team!

As you may already know, the new courseware Edit Custom Course feature will be released this weekend and available to our educators this upcoming Monday 3/21/22. Please make sure to review the information provided in this email so we can be ready to assist our customers!

Which User Types have access to the ‘Edit Custom Course’ feature?

  • By default, only Account Administrators can edit published custom courses

  • Granular, individual permissions can be given to Program Admins and Instructors from the Admin Center page

    • Permission to build custom courses (within programs user already has access to)

    • Permission to edit published custom courses

    • Permission to upgrade sections

  • Note: There is NO support for managing user permissions via batch, Clever, or ClassLink

What will the ‘Edit Custom Course’ feature allow Admins to do?

  • Make quick yet necessary changes to custom courses

  • Upgrade current sections to the latest course versions without having to recreate a custom course

  • Allow Admins to grant editing permissions to individual instructors to increase collaboration

  • Use Courseware course content available in their program or create and use their own content

When is it best to use ‘Edit Custom Course’ -vs- creating a NEW custom course?

  • ‘Edit Custom Course’ should not be used to make radical changes to the course -- the better option is still to build a new custom course

  • This feature is perfect for small updates such as fixing typos, re-ordering content, or swapping out a few activities

‘Upgrade Section’ Feature & Caveats

  • Once a custom course has been edited and re-published, educators then have the option to ‘Upgrade Sections’ to the most recent version of the custom course

    • Sections can be upgraded en masse from the course menu on the published courses tab

    • or they can be upgraded individually from the section details page

  • Upgrades should be done at low/no usage times as not to disrupt students and other educators

  • Student grades and progress WILL be affected by upgrading a course, which is why we advise ‘Completing’ any student who has finished the course prior to upgrading sections

    • Completed students will not pick up any changes made to the section

    • Their progress and grades are "frozen" in time

    • If they are set back to active, they will pick up all changes

  • IF a section upgrade fails to process and finalize, a message will pop up notifying the customer

    • Failures are not expected, but if they occur, educators should try again later at a lower usage time before contacting Support

    • Also not expected, but after the upgrade if a student's progress/pace hasn't updated, it will when roll up is triggered

  • Educators should check their gradebook categories after publishing a new version and after upgrading in-flight sections

    • New categories will be weighted at zero rather than Edmentum guessing at how to redistribute the weightings

    • Conversely, categories that no longer have any contributing activities will remain in the gradebook with the original weighting until the educator edits the weight to zero

Integration Caveats for ‘Edit Custom Course’ feature

  • Editing custom courses will work for Clever, Classlink, and LTI customers

    • Educator Permissions are managed in ELF

    • They can edit custom courses and create new sections

  • Upgrading sections is only available/recommended for some integrations

    • Clever/Classlink/Full Access LTI customers can upgrade sections (it will not be overridden with the next sync)

    • LTI customers will not upgrade sections; LTI customers would need to export a new Common Cartridge

    • Other API customers can upgrade sections, but we do not recommend it as it requires extra steps and is not automatic

Additional Notes & Caveats

  • ‘Edit Custom Course’ feature will show as an option to ‘Create New Version’ within custom course builder

  • Course version tags will show throughout the platform including on reports

    • Original, unedited custom courses will not have a tag

    • Once edited, the version tags will start at v2

    • Educators cannot remove the version tag

  • Only edit the course name before starting a draft or after publish (the name change doesn't "stick" while there is a pending version)

  • Once published, all new sections will be created on the latest version of the custom course

    • There is no going back & no way to create sections on an older version of the course

  • Editing a published custom course edits it for the entire account, regardless of who created it initially or which programs are using it

  • Students cannot be transferred from a section of an older version of a custom course to a section of a newer version of the course (or vice versa); transfer considers different versions as different courses

    • Instead, they could upgrade the section or use export/import progress

  • Sections that are still on v1 gradebooks (from 2017 & older) cannot be upgraded

    • Educators must first update the gradebook (purple button in the section gradebook), then they can come back and upgrade the section

  • To quickly see which educators have permissions, the Account Admin can

    • Use the Permissions filter on the Manage Users page

    • Or download the Export users report on that same page

Customer-Facing Resources

Internal-ONLY Resources

If you have any questions or if you need to set aside time to further review this information, please reach out to management and let them know!

Kind regards,

Vanessa Kenney

Customer Experience Specialist

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