So, it’s that time of year when HEIs have to do what the little one said and… rollover (we promise to come up with a new joke before next year!), and we have a few handy tips and tricks to help the process run smoothly.
Firstly, please do not roll over until June 1st, we are in contact with HEIs now about what dates are ideal for rolling over.
Secondly, the first thing to check out is our articles on the subject: https://cla.zendesk.com/hc/en-us/articles/209727105-Rollover-General and https://cla.zendesk.com/hc/en-us/articles/115003193129-Rollover-Specifics. You just need to look at Rollover and the Report, the section on Rechecks is for August.
Other than that, there are only 3 things to check.
- Are all the CLA licensed extracts used this year in the DCS? If they aren’t please add these. If some courses are in progress and you haven’t added all the material onto the VLE yet, just remember that anything not reported this year should be reported next year.
- Are your EHESS orders all closed. Run you EHESS report for the year and any orders with a “BL Order Status” of ‘Document downloaded and added to DCS’, ‘Order placed’ and ‘Order in process’ will prevent you from rolling over. For the first one you should accept the order, for the latter 2 you will have to wait for the order to be received in the DCS. We advise not placing any orders at least a week before your rollover date (orders can still be placed via you BL On Demand homepage).
- Have your courses all been…
- Archived (these courses won’t appear on your Dashboard under ‘Courses requiring update before 15-Jun-2018’)
- Given an accurate student number (if the course doesn’t have ‘0’ students it also won’t appear under ‘Courses requiring update before 15-Jun-2018’ on the Dashboard).
If you need to know what courses actually have content against them you can use the HEI Report as this only lists courses with content and includes student numbers.
Once these 3 steps are taken you can roll over. CLA should have sent your institution a date to rollover, let us know if that date doesn’t work or you haven’t received the email. Some of you larger institutions will have been instructed that the CLA team will be rolling you over, so we can monitor the process (if any smaller institutions want us to roll them over – just get in touch!). Any institution using the live DCS but not automating their reporting still needs to roll over (you just don’t have to worry about all you extracts being in the DCS yet).
Thank you for all your help with rollover. Remember that this is the data that CLA use to fairly distribute your licence fees to the authors, artists and rights holders whose works are being copied. Many of those rights holders will be working at institutions such as yours and rely on these fees each year.
If you have any questions at all, please contact firstname.lastname@example.org and we’ll be happy to help.