II. Courses in a Virtual Term:

• Courses/groups not associated with learners are to be assessed by clients as to whether to be retained in database.  Those not explicitly requested to be retained will be purged by the end of each fiscal year (June 30).
• KYVC will send a list of courses/groups designated to be purged to the provider main contact June 1.
• The provider main contact will notify instructors that they have a three-week grace period to archive any course/group flagged for purging.
• It is the provider main contact’s responsibility to ensure that all processes to complete, withdraw, and DNE (Did Not Enroll) learners are to be performed by the end of each fiscal year (June 30) to maintain integrity in enrollment.

III. Routine Server Cleanup:

• All .bak and .zip files in ANGEL will be retained in server 3 months from the creation date.  These will be purged on a regular basis.
• Login information will be retained in server for a year.  This table will be purged on a regular basis.

IV.  Best Practices & Guidelines:

• KYVC’s contracted hosting vendor, Embanet, does daily backups.  A 14-day “hot backup” is maintained on site while a monthly archive is permanently removed from the backup rotation and stored offsite.  A restore can be performed at a minimum cost of $900 per job.
• Instructors are advised to export courses on their own data storage medium on a regular basis so that they can be imported without incurring a charge.
• When revising course content with a few changes in ANGEL, the following steps are recommended:
• Create a folder for testing.  Make this available to only a single team that the user is the only member of.
• In this folder either create new items or use the Add Content - Copy Items tool to copy an existing item to make changes to the item.
• Make the changes.
• To test the changes in a student view, use the user preview tool and make sure you select the appropriate team.
• When the changes are ready, move the item into the appropriate spot in the course. If you are replacing a current item, you may want to just manually copy the changes for Quizzes, Surveys, or Drop Boxes since submission data will be lost.
• “Restore” function in ANGEL should only be performed by provider’s designated person(s) at designated time period agreed upon with KYVC as this task is resource-intensive and affects server performance.
• Instructors in virtual terms are advised to manage class sizes by creating new sections.  Instructors are advised to archive the existing section and to initiate new section creation process.
• It is the instructors’ responsibility to maintain their own course content.
• It is the provider main contact’s responsibility to delete associated instructors and learners when they leave the provider.