LMS Course Retention Policy FAQ
CIT will begin course retirement again in August/September 2023.
Academic courses in Blackboard Learn are subject to removal two (2) years following the end of the semester in which they are taught per UA’s LMS Course Retention Policy.
Courses taught prior to Spring 2022 are eligible for removal in 2024.
What content will be removed from Blackboard Learn?
Courses taught in Spring 2023 will be removed after May 2025. Courses taught prior to Spring 2021 are now eligible for removal. Spring 2021 courses will be removed starting in May 2023.
Non-academic courses, referred to as non-integrated courses, are subject to removal following two (2) years of inactivity.
How do students save course work?
Students should choose to save anything they may want to access later at the end of each semester. Collect all or some of your submitted work in UA Box or OneDrive for safe keeping, or save submissions as artifacts you can reference within Blackboard even when courses are no longer available.
How do instructors save course content?
There are several methods by which you can back up Blackboard content. The method you select will be determined by the type of content you want to save.
How long are instructors required by UA to keep student work?
Student work completed or housed in Blackboard Learn and other instructional technology tools is not part of the institution’s “official student record”, which is required in order to produce a transcript. The “official student records” for a course are the final grades housed in myBama/Banner.
Departments, colleges, or programs may require instructors to save or submit semester grades outside of Blackboard Learn.
For incompletes or pending grade challenges, instructors and students should save outside of Blackboard any grades or coursework necessary to complete the course or assign a final grade.
Time frames for incompletes are outlined in the undergraduate and graduate catalogs and on the Registrar’s Grade Reporting Page: “For undergraduate students, one year following the assignment of an “I” grade, that grade will be changed to a grade of “F.” For graduate students, the grade of “I” will remain on the student’s record indefinitely until a Change of Grade request is submitted.”
Time frames for grade challenges or grievances are outlined on the Faculty Handbook’s Grievance Procedure Page: “Grievances related to course grades normally should be filed during the semester in which the alleged action takes place, but such protest must be made not later than the last day of classes of the next succeeding regular semester.”
Why does UA need to remove older courses from Blackboard Learn?
In August 2021, UA moved from our current hosting solution for Blackboard Learn (called Blackboard Managed Hosting) to a different hosting option (Blackboard SaaS). Moving to the new hosting option:
Keeps UA on the most recent release of Blackboard Learn
Allows for implementing new course layout and tool options
Prevents extended downtime currently needed for updates and maintenance
Because this change requires migrating the entire database, we cleaned up before the move. We will maintain this cleanup process moving forward.
System health: UA’s LMS contains over 200,000 courses dating back a decade. Maintaining a system this large makes maintenance, upgrade, and support processes more arduous and potentially more fallible. Users can also face performance and function issues with large course lists.
Privacy and security: New privacy regulations around the world require that user data be kept for specific reasons and that it be removed upon request unless countermanded by a valid reason.
LMS Design: The LMS is not designed or equipped to be longterm storage. Instructors and students can use UA+Box or One Drive to store course content.
How was the policy developed?
The course content retention policy has existed since 2015-16 when Dr. Marilyn Staffo was Director of the Faculty Resource Center. It was crafted based on other institutions’ policies and with discussion in the Technology and Learning Committee, which includes faculty representatives from across campus. The course retention policy was approved by Provost Whitaker and was okayed by the Registrar’s Office.
When the FRC (now Center for Instructional Technology) initially attempted to implement the policy several years ago, there were technical issues with removing courses from the Blackboard Learn system. The technical issues have been resolved for about 2 years.
CIT originally planned to apply the policy in Spring 2020 but delayed its implementation when the global pandemic changed our world.