About the Oncourse retirement

Important:
Oncourse is retired and will be fully decommissioned on September 1, 2017. Beginning in September, you will no longer be able to log in, and your data will not be recoverable, except gradebook data for grade disputes. To avoid data loss, download or migrate all data you wish to keep before August 31, 2017. See below for recommended actions by role.

On this page:


Retirement timeline

The phases of the Oncourse retirement are as follows:

  • Transition phase (April 2014-August 31, 2016): During this period, SIS courses and enrollments were provisioned in both Oncourse and Canvas, and Oncourse was available and fully supported for teaching and collaboration.
  • Read-only phase (September 1, 2016-August 31, 2017): Courses for fall 2016 and later terms will be provisioned in Canvas only. Permissions in all Oncourse sites have been adjusted to give site members read-only access to existing site data. You will be able to access your own sites and content (as well as download, export, and migrate content to the extent supported by Oncourse), but will not be able to create new sites or content, edit existing content, or make changes to site rosters. If roster changes are needed, site owners can contact the UITS Support Center for assistance. For details, see What can I do in read-only Oncourse?
    Note:
    The Canvas Migration Tool will continue to be available until August 31, 2017. Oncourse data will no longer be available for migration after this date.
  • Data retention phase (September 1, 2017-August 2021): In compliance with university data retention policies, Oncourse gradebook data will be preserved through the end of August 2021, five years from the end of the last term during which courses were taught in Oncourse. However, faculty, staff, and students will no longer be able to log into the application and course data will no longer be retrievable. Those who need access to gradebook data for grade disputes should contact the UITS Support Center.

Suggested actions

What you need to do to preserve Oncourse data and/or transition to other platforms depends on how you have used Oncourse, whether you own or manage any Oncourse sites, and the types of sites you own/manage. See below for suggestions by role.

Everyone

If you have data stored in Resources or other tools in My Workspace, take steps to download local copies of the data you wish to keep and optionally move it to another service:

  • Download files from My Workspace Resources: You can either download the files one at a time or download the entire collection all at once. The benefit of the latter approach is that you won't risk losing files because you forgot to download them. For instructions, see the Resources section of Following the Oncourse retirement, how can I preserve content from my project, course, and portfolio sites?
  • Move public files and sites in My Workspace Resources to alternative web hosting platforms: If you used Oncourse Resources to publish individual files, collections of related files, and/or websites, you'll need to move these assets to an alternative web hosting service. For web hosting options at IU, see At IU, how can I publish on the web?
    Note:
    The IU Box service can be used to serve individual files and collections of files on the web as long as the files in the collection do not contain links to one another. Relative links to other files will break when file collections or websites are uploaded to Box.
  • Export presentations created in the Presentations tool: If you created any presentations in the Oncourse Presentations tool, they will all be listed in the version of the tool found in My Workspace. For instructions on how to download your presentations, see Exporting a presentation.

Students/site members

It may be helpful to keep your previous work and correspondence to reference as you continue your academic career. You may also wish to provide examples of your completed work for scholarship applications, internships, and employers. You may want to:

Instructors/course site owners

As you adjust to teaching in Canvas, you may want to:

  • Attend Canvas training sessions and/or webinars: IT Training and the campus teaching centers offer webinars for instructors on a variety of Canvas topics. For a complete list, visit IT Training's Browse all Training by Topic. Then, in the menu at the left, choose IU Systems > Academic Systems > Canvas. The resulting list of webinars can be viewed by title or date. If you would prefer to attend a face-to-face workshop, check the events calendar for your campus teaching and learning center.
  • Migrate instructional content to Canvas: The Canvas Migration tool can help you copy content from Oncourse to Canvas. It's a good idea to migrate your course content even if you're not sure you'll reuse it. For more, see Using the Canvas Migration tool.
  • Save important correspondence: You may wish to keep copies of important messages sent and received in Oncourse for your records. Messages must be saved one at a time, so choose only those you really need to keep. For instructions, see Following the Oncourse retirement, how can I preserve content from my project, course, and portfolio sites?
  • Download other course and student-generated content you wish to keep: The Canvas Migration tool only works with Assignments, Forums, Lessons, Modules, Tests & Surveys, and Resources. If you want to save instructional content from other tools, course records, or student work, you'll need to make your own copies. For instructions, see Following the Oncourse retirement, how can I preserve content from my project, course, and portfolio sites?

Project site owners

If you own one or more Oncourse project sites, you'll need to think about preserving the content in the site and, if you still need tools for collaboration, where you and other site members will conduct your activities.

Owners of active sites

  • Review current service offerings: If your collaboration is ongoing, you'll need to move your content and members to a different platform. For a description of current service offerings, see Alternatives to Oncourse project sites.
  • Export the site roster: You may want to export a list of the site members and their roles.
  • Request and/or set up your new list or collaborative project space: Once you determine which platform is best suited to your project, consult the Knowledge Base for information on how to request and/or set up the new list or space for your project activities. Use the information in your exported project site roster to add other users.
  • Communicate the transition plan to site members: Use communication tools outside of Oncourse to inform the members of your project site of the new platform for your work, and share relevant KB documentation with them.
  • Export the Email Archive contents and share with site members: If you used the Email Archive tool in your project site, you and your site members may need access to old messages. See Exporting Email Archive contents. Once you've downloaded a ZIP file of all your messages, you can share it with members of your project site.
  • Download files and other content and host in new space if needed: If you and your site members will need ongoing access to content in the project site, download these materials and upload them to the new platform. For instructions, see Following the Oncourse retirement, how can I preserve content from my project, course, and portfolio sites? If your project site is focused on teaching and learning and you will be moving it to Canvas, you may be able to use the Canvas Migration tool to move some of your content.

Owners of retired (inactive) sites

Portfolio site owners

Transitioning to a new portfolio platform requires a fair amount of consideration. You may want to:

  • Review current service offerings: If you still need portfolio functionality, you'll need to move your content and members to a different platform. For a description of current service offerings, see Alternatives to Oncourse portfolio sites.
  • Work with a consultant in your campus teaching center to plan your transition: Designing and implementing a portfolio project requires in-depth knowledge of the portfolio platform. The center consultant can advise on which platform is best suited to your needs and jump-start the implementation process as you acquaint yourself with the platform.
  • Export the site roster: If you need to manually enroll students in your portfolio program, export the roster from your active site so you have the list of names, usernames, and email addresses.
  • Communicate the transition plan to site members: Use communication tools outside of Oncourse to inform the members of your portfolio site of the new platform for your work, and share relevant KB documentation with them.
  • Generate and save performance reports: If you used the Matrices tool to document student learning and achievement, you may need to keep records for future program reviews. Using the Reports tool, you can generate both status and performance reports for each matrix in your site. For instructions, see Oncourse Reports: Help contents.

This is document acuu in the Knowledge Base.
Last modified on 2017-02-21 15:49:14.

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