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Why Downloading the WebCT Gradebook Into Excel is Important
When performing a WebCT backup, a zip file is generated that includes all course materials and student data which exist at that moment in time. In essence, the WebCT backup is an exact snapshot of your course as it existed when the backup was performed. While a zip file is generated, it is a proprietary file; that is, it can only be opened and viewed from within a course shell in the WebCT environment--it CANNOT be opened with a zip utility such as WinZip. Therefore, once WebCT no longer exists, you will not be able to access or view the course materials or student information in your backup files, nor will we be able to access this information at the system level.
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ACTION REQUIRED: Preserve Student Data (Gradebook)
In order to preserve student data, we are suggesting that faculty begin exporting & downloading their WebCT course gradebook (Manage Student Area) into Excel. While performing this function alone will not allow future access to all student data within the course (more on this later), downloading gradebook information should generally satisfy archiving requirements expected of faculty. For more information on the Record Retention Policy here at Sinclair, go to http://our.sinclair.edu/sites/RecordsManagement/procedures.htm#generalschedule and scroll down until you see "General Schedule". Faculty requirements are at the bottom of this page.
SUGGESTED STRATEGY: Begin Process/Planning Now
1) Begin archiving the student data in your current course by integrating the gradebook download process into your end-of-quarter maintenance tasks. That is, begin downloading the current quarter's (and every subsequent quarter you teach with WebCT) gradebook into Excel and store it on your harddrive.
2) As time permits, gather any WebCT backup files you have on your local drive (or on the WebCT server) and begin identifying the courses where data must be preserved (for precise information on archiving faculty records, see the College policy at: http://our.sinclair.edu/sites/RecordsManagement/procedures.htm#generalschedule). Generally speaking, individual faculty members' record of grades (i.e. gradebooks that show test/examination scores) should be retained while active, plus two years.
INSTRUCTIONS: Downloading Gradebook into Excel:
Once you have identified the course backups from which you need to download gradebook information you can begin the process of archiving this data in Excel.
STEP I: Upload the WebCT backup file into the Archive Area (information on accessing this area available at: http://www.sinclair.edu/technology/appsupport/webct/tips/index.cfm?#18) created especially for this purpose. Instructions for uploading the backup file is covered under the restore instructions available at: http://www.sinclair.edu/technology/appsupport/webct/tips/index.cfm?#2
STEP II: Restore the course backup into the blank archive shell. Instructions for this process are available at: http://www.sinclair.edu/technology/appsupport/webct/tips/index.cfm?#2
STEP III: Download the gradebook into Excel. Instructions for this process are available at: http://www.sinclair.edu/technology/appsupport/webct/tips/index.cfm?#12
ACTION REQUIRED: Saving Other Student Data (Email & Discussion Postings)
Saving other student data within each course/enhancement, for instance email and discussion postings, is also possible on a course-by-course basis. By using the "Compiling" feature available in these tools, faculty can download a text file that contains specific email and/or discussion postings.
INSTRUCTIONS:
Downloading Discussion postings (http://www.sinclair.edu/technology/appsupport/webct/tips/index.cfm?#16)
ACTION REQUIRED: Preserve Course Materials
As stated previously, all viable courses/enhancements (all courses/enhancements currently on the WebCT server) will be converted to the Angel environment; however, some cleanup by faculty may be required. More information to come about this process in the near future.
SUGGESTED STRATEGY: Use Records Retention Policy as a Guide
In order to determine what course data must be retained from backup files (which will not be converted), we suggest you use the Records Retention Policy as a general rule which states: Handouts, class notes, videos, catalogues, samples, etc. can be destroyed or erase as determined by the office or faculty member to have no more value. In many cases the current course (which will be converted) should be sufficient to satisfy this requirement. However, if you wish to retain old material available in a backup only, you have two options:
INSTRUCTIONS: Once the backup file is restored to an archive shell, you have two options:
When using either solution, you must first restore the backup into the "Archive Area" so that you have access to the backup. Instructions available at: http://www.sinclair.edu/technology/appsupport/webct/tips/index.cfm?#18
1) Download the with WinZip. Instructions for downloading files can be found at: http://www.sinclair.edu/technology/appsupport/webct/tips/index.cfm?#15.
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2) Print hard copies from the restored backup of the course material you wish to retain.
Summary
Faculty will continue to have access to the WebCT environment until Summer of 2007; therefore a thoughtful, planned approach can be used to manage the retrieval of vital information from WebCT course backups. However, we highly recommend that you began thinking about the necessity of managing this process effectively so that you do not risk losing vital information in your WebCT course backups.
