This article describes how to import materials from a 2022 course to a Winter 2022 course and beyond.
To import materials from a Summer 2015 - Fall 2021 to a Winter 2022 course, please follow these directions here: How can I import course materials from a M15-F21 course to a Winter 2022 Course?
Materials can be copied from one course site in GauchoSpace into another. This is called importing. If you have an Instructor or Editing TA role in both the course you want to import from and import to, you can complete this process on your own in many cases.
(Last updated: Winter 2022)
- Winter 2022
Importing will move all materials from a previous course site into your current quarter's course site. You first need to create your GauchoSpace course site for the current quarter if that has not already been done.
- Log in to GauchoSpace.
- Go to the course where you want the materials to appear. Generally, this is the new course site that is empty.
- In the Administration Block click Import.
- Select the radio button next to the course you would like to import. If the course you want is not on the page, search for it in the search bar at the bottom of the page. Note: The search function is very sensitive. If you are not finding your course by searching with the course number, try using the course title.
- Click "Continue."
- This page shows you which broad categories of items will be imported. By default, all are selected. Uncheck all materials that you do NOT wish to import. Then, click "Next."
Note About the Gradebook:
Note About Question Bank: If you plan to import and use any quizzes into your new course site, you must leave the option for "Include question bank" checked. This is where the actual questions within a quiz are stored. Without this option selected, Quizzes will not be usable and will not be imported.
- This page shows you a list of all specific resources and activities that are available for import. By default, everything is selected. You can uncheck any items that you do not wish to carry over. In order for items within a section to be imported, the title for that section needs to be selected. Click "Next" when you have selected everything you want.
Note: If you deselect an activity that has a gradebook item attached to it (like an Assignment or Quiz), this will affect how your gradebook is imported.
- Next, you will be shown a confirmation of what is about to be imported. The green checkmarks indicate that this item/category will be imported. The red "X" indicates items that are not going to be imported (they do not indicate an error). Once you have confirmed everything is correct, click the "Perform Import" button at the bottom of the page.
- You will see a progress bar as items are imported and copied over to your new course. When this is complete, you will see two options.
Edit Dates: This will immediately take you into the Dates Report interface, which allows you to quickly adjust due dates and access dates for your course. This report is always available at a later time, so you won't need to do this immediately. See the Dates Report section of this page for more information.
View Course: This takes you to your course site with the newly imported items.
- The materials from the old course should now appear in your new course.
If you are trying to import a course site from before Summer 2015, GauchoSpace keeps an archive server that currently stores course sites from Fall 2011 up through Spring 2015. These course sites are available for import but they do require manual assistance. If you have a course site on the archive server you wish to import from, please follow these steps:
- Create your course site for the current quarter. (We will import materials from your previous course site into this site)
- Find your previous course site on an archived GauchoSpace server and copy the link. Links to the archived servers.
- Submit a help request with the link to your previous course site and the full name of your current course site in the description.
- We will contact you after the import has been performed and the site is available. Our staff works on days that campus is open and we can generally respond to archive requests within 1-2 business days.
Importing a course will carry over all the past dates. This can be confusing for students and also will sometimes prevent access to some Resources and Activities that will be set to the past. GauchoSpace has a feature called Dates Report that will allow you to more easily change many access dates, due dates and cut-off dates all at once. The instructions below describe how to use the Dates Report feature.
1. From your course home page, select the Reports menu in the Administration block. Then choose Dates.
2. From this screen, you can view start dates, due dates, submissions dates, etc. for all of your course activities at once. This report will only show you one type of Activity/Resource at a time (the example below shows Assignments). Expand each weekly/topic block to view the selected activities within that block.
3. After making necessary changes, be sure to click the Save Changes button at the top or bottom of the page before using the drop-down menu to change activity types. Repeat these steps for each activity type that you wish to adjust.
While using the Import tool is a very helpful feature, it is important to understand how GauchoSpace treats the Gradebook during Import, especially if you are using Import multiple times in a course.
- Leaving Out a Graded Activity: If you leave out an Activity that automatically links to the Gradebook (Like an Assignment, Quiz or Forum w/Ratings), then your manually created grade items and categories will not import into your new site. All of your other Graded Activities will still import, but they will be uncategorized and you will need to reset weights and grading aggregation methods.
- Leaving Out a Resource: If you leave out a Resource (such as a label, a URL or a File), then your manually created grade items and categories will still import into your course site as long as all Graded Activities are included.
- Activities with Associated Grade Items: Activities will bring their associated Gradebook item with them during an Import. However, these items will simply be added to the end of the Gradebook and you may need to readjust your weights and move them into the appropriate category. Even if you have the same categories in the origin course and the destination course, GauchoSpace will not be able to place the imported item into a Gradebook category.
- Manual Grade Items and Gradebook Categories: If there are any existing items in the Gradebook already (whether from an Activity or manually created), GauchoSpace will not bring over any manual grade items or Gradebook categories during an import. The benefit of this is that you do not need to worry about duplicate items if you import multiple times. However, this is something to be aware of if you're attempting to import a Gradebook structure.
- Exporting from Courses with Linked Subcourses: If you are attempting to duplicate a course that previously used the "Subcourse" activity (such as you had a meta-site with linked section sites), it is important to know that GauchoSpace will be unable to import all aspects of the source Gradebook. In order to prevent current courses from being linked with past courses, GauchoSpace stops the "Subcourse" activities from importing which then prevents manual grade items, Gradebook categories and customized aggregation methods, weights and formulas from being imported. Please be sure to make these changes manually to your Gradebook after import. Additionally, you can also delete the "Subcourse" activities from the exporting site beforehand, however it is strongly recommended that you download a copy of the Gradebook for your records, before doing this.
- Importing Quizzes: Whenever you want to import a quiz, you will also need to import the question bank otherwise you will not be able to import the quiz. Related to this, if you have quizzes that are not imported, the Gradebook will not be able to import manual grade items or gradebook categories, even if the destination Gradebook is empty.
Will It Import Into My Gradebook?
|Gradebook Item||Importing Into an
Importing Into a
Partial Import Into an Empty Site
|Exporting from Courses with Linked Subcourses|
|Gradebook Items Associated with an Activity (such as Assignment, Quizzes or Forum w/Ratings)||Yes||Yes||Yes||Yes|
|Manual Grade Item||Yes||No||Only if all Graded Activities are included.||No|
|Gradebook Category||Yes||No||Only if all Graded Activities are included.||No|
|Weights||Yes||No||Only if all Graded Activities are included.||No|
|Aggregation Method & Settings||Yes||No||Only if all Graded Activities are included.||No|
Well-designed GauchoSpace course sites take a lot of time to build and using the import feature helps preserve your hard work and let you get things started faster. Try these suggestions to make importing courses from quarter-to-quarter or year-to-year as smooth as possible.
Use dates in a consistent manner: One of the most tedious parts of importing a GauchoSpace course is replacing time-specific text. Consider using a naming scheme so dates are mentioned in one place in each week's section. This will help you track down where you need to change dates. See the example below.
Avoid dates in Activity/Resource names: Similar to above, consider using a naming scheme that does not depend on dates in the names of Assignments, Quizzes, Forums or other activities/resources. For example, rather than naming weekly homeworks for the day they are due, try naming them for the week of the quarter or in sequence such "Homework #1" or "Week 1 Homework" instead of "May 6 Homework." This will make date updates easier and make your course more adaptable to each new term. Activities that have an automatic gradebook entry (like Assignments and Quizzes) take their names into the gradebook so this will also make the gradebook clearer to students.
Consider using a Project Site for preparation and organization: Oftentimes, instructors will collect many resources and activities in their GauchoSpace sites after several iterations of teaching a course. Rather than keeping unused materials on the active course site in each new quarter, consider creating a GauchoSpace Project Site to store these resources. Project Sites are GauchoSpace sandboxes that are not connected to student registration data, so they can be used to try out new things or to keep resources safe and active in GauchoSpace without cluttering up active sites. Click here to request a project site.