Overview

In the past, the Course Archive System has provided students with access to their past courses for the duration of their degree and was created to:

  • avoid an unsustainable accumulation of LMS storage
  • address the University’s desire for courses to generally be available online for the duration of a degree, beyond the policy required duration.

This system required the same authentication as Blackboard courses (e.g. students originally enrolled in that course), but this could be opened up as required.

Note: As the Course Archive System has not been active for the last four years, all courses up to four years old are available in Learn.UQ. The university is currently in the process of seeking a new course archive system and this webpage will be updated once it has been implemented.

Policy

As per the 3.80.08 eLearning policy, eLearning course resources and material are held centrally on the learning management system (Blackboard) for up to one year from the end of the teaching period.

In 2012, the eLearning Strategy Committee (ESC) expressed an interest in extending the retention period to the average duration of a degree, so that materials are available to students for revision. Maintaining learning materials for that long within Blackboard itself would degrade system response time for staff and students. The Course Archive System, which was external to Blackboard, allowed students to access their courses for a longer period.

Enhanced Archiving Regime

Table 1: Summary Comparison of UQ policy 3.80.06 and the Enhanced Archiving Regime

 

Current Policy 3.80.06 ‘Availability and Archiving of Concluded Course Site Materials in Blackboard’

Enhanced Retention System

Student Learning Materials (eLearning course resources)

Materials will be retained on Blackboard for 1 year after completion of the course. With DVC(A) approval learning materials can be retained for a maximum of 2 years from the course completion date.

Most learning content will be retained for 4+ years after cessation of the course.

Student Assessment Material

All student eLearning assessment must be kept available online for the student for 12 months from completion of the course.

Assessment material is not available in the archiving system.  Staff should contact the helpdek if assessment materials are required beyond the 12 month availability period. 

Table 2: Detailed Comparison of UQ policy 3.80.06 and the Enhanced Archiving Regime

Period

For 1 year after course completion

2-5 years after cessation of the course

5+ years after cessation of the course

System

Blackboard: Will retain both learning content and assessment items fully available to the instructor or enrolled students inside Blackboard, and well beyond policy 6.40.06

Flat HTML: The majority of learning content will be retained for 4+ years after course completion, equalling the duration of most degrees.

Purged: At the 6 year mark any remaining enrolled students will be emailed with 1 month notice of impending deletion, and given the ability to export materials.

Content folders

All Preserved

Preserved

All Purged

Folder structure within courses

Preserved

Standard content items within these preserved, e.g., doc docx pdf gif jpg, etc

Preserved

Lecture Recordings (Echo360)

Preserved

Blogs

Preserved

Wikis

Preserved

Discussion boards

Preserved

Group-level everything

Not preserved

Submitted assignments, Gradecentre

Not preserved

Note: The 3.80.06 Availability and Archiving of Concluded Blackboard Courses and Online Course Materials policy was reviewed and updated in December 2017 to incorporate changes to the infrastructure of the eLearning systems and later combined into the 3.80.08 eLearning policy.  This page has been updated as a result.