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Project Sites - Migrating from Scholar
Article: KB0010855 Published: 04-04-2017 Last modified: 04-04-2017 Views: 387
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Scholar is being decommissioned, which means that all articles referencing Scholar (including this one) will soon be archived. Therefore, users will no longer have access to existing course sites, project sites, and help articles after May 20, 2017. For more information about migrating your sites, please read and review this support page.

Project Sites - Migrating from Scholar


When is Scholar going away?  

July 16, 2016 - Users can no longer create new Scholar project sites

Creation of Scholar project sites will no longer be permitted in Scholar after July 16, 2016, so new project sites need to be created outside of Scholar. The options for creating new sites are the same as those for migrating existing sites, and depend on how the project site is used. 

May 20, 2017 - Users lose access to Scholar

Scholar's end of life is scheduled for May 20, 2017, and users will no longer be able to access Scholar sites. All project sites must be migrated to other platforms by then. 


What are my options for migration? 

The options for replacing project sites in Scholar are Google Apps, Microsoft SharePoint, and Canvas. Before you start migrating, you need to choose the best option for your site. We recommend you complete the Project Sites Selection Helper or see How do I decide where to migrate my Scholar project site? below. 

Many project-site users need not create new sites

Some users can replace their Scholar project sites with a single, standalone Google or Microsoft tool and will not have to create a new project site. For example, if you only need online file storage, you can export your data from your project site and import the data into Google Drive or Microsoft's OneDrive for Business. Google and Microsoft have a number of other standalone tools that meet the needs of project site users, like Google Docs, Google Groups, Google Calendar, Microsoft Exchange Calendar, and Microsoft OneDrive.

  • Migrate to a new site: If your Scholar project site leveraged many of Scholar's tools, and you want comparable functionality, see the migration options with creating a Google site or Microsoft SharePoint site.
  • Migrate to a single tool (for example for file sharing), without creating a new site: If your Scholar project's main purpose was to host and share files, you can replace that with a single tool. The same applies if you only used Scholar's SignUp or Calendar tools, or as a listserv- you can replace those sites with single tools. If that is the case, see your options for migrating without creating a site (using a single Google App or Microsoft tool).  

How do I decide where to migrate my Scholar project site? 

Information on where to migrate

  1. Use the question-and-answer Project Sites Selection HelperThe helper poses questions about your Scholar project site,  outputs recommendations for where to migrate the site, and provides links for instructions on migration. It does not migrate your site for you.

    OR

  2. Compare migration options based on how you use Scholar. Look through the tables of recommended migration options below. The first table lists migration recommendations for those who to create a new site, for example to migrate complex project sites that use multiple tools. The second table lists migration recommendations for those who can migrate to a single tool, for example those who need only migrate items from Scholar's Resources area. Under the tables are details about each Scholar site uses and migration recommendations. 

    OR

  3. Compare migration options side-by-side. The article Project Sites - Comparison of Migration Options has a summary and tool-by-tool comparison of Scholar, Google Apps, and Microsoft products.

Additional considerations

Some departments encourage MS SharePoint use. To see a list of departments with MS SharePoint sites, go to Creating a SharePoint site in an Existing Department or College SharePoint Site. The list has contact information. 

Getting help


Table: Options to replace Scholar project sites with websites

Checkmarks ✅ indicate recommended option(s)

Use Cases

Google Sites

Microsoft SharePoint Sites 

Canvas

Important!

File Sharing

✅ Google Sites

✅ Microsoft SharePoint Site with Document Library Template

 

Both Google Sites and MS SharePoint are recommended. Select based on personal and departmental preference. 

Collaboration

✅ Google Sites

 

✅ Microsoft SharePoint Site with either Project Site Template or Collaboration Site Template

 

Both Google Sites and MS SharePoint are recommended. Select based on personal and departmental preference. 

Training/Courses (Non-Degree)

   

Canvas 

Students do not have the ability to create sites in Canvas.

Email Distribution/Listserv                                                 

✅ Google Sites with Google Groups

 

   

Advising

   

Canvas 

✅ Student Success Collaborative   

 

Students do not have the ability to create sites in Canvas. More information on Canvas for advising will be available in August 2016.

Scheduling

✅ Google Sites with embedded calendar 

Microsoft SharePoint with Scheduling Site Template    

Wiki/Websites

✅ Google Sites

✅ Microsoft SharePoint with Wiki Site Template 

  Both Google Sites and MS SharePoint are recommended. Select based on personal and departmental preference.  

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Table: Options to replace Scholar project sites without needing websites (single-tool options)

Checkmarks ✅ indicate recommended option(s)

Use Cases

Google 

Microsoft Office 365

File Sharing

Google Drive 

Google Docs

MS OneDrive for Business

Email Distribution/Listserv   

✅ Google Groups         

 

Scheduling

✅ Google Calendar           

MS Exchange Calendar

 

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File sharing

The most common use of Scholar project sites is to share files. Both Google and Microsoft SharePoint can meet the file-sharing needs of the majority of Scholar users, be it short-term or indefinitely. Some users can migrate their Scholar project sites to a single Google or Microsoft file-sharing tool, and need not create a new site. 

File sharing requirements

  • FERPA compliant 
  • Files available to both internal and external users 
  • Ability to upload multiple files at once 
  • Ability to set permissions by group
  • Login using existing Virginia Tech credentials 
  • Ability to have multiple owners 
  • Give administrator access to shared content  

Recommendations

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Collaboration

Many faculty and staff members use Scholar project sites to collaborate by sharing resources, email, calendars, and/or announcements. Some examples are: search committees, P&T committees, gathering admissions data, graduate student reviews, curriculum committees, honorifics committees, scholarship committees, etc.

Collaboration requirements

  • Calendaring and scheduling
  • Email and notifications  
  • Folder and file level security options
  • Internal and external access
  • Task and incident tracking
  • Versioning and audit capabilities

Recommendations

Almost all collaboration sites leverage multiple tools, so single-tool options where users do not create a new site are not recommended. 

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Training/courses (non-degree)

Many Virginia Tech community members use use Scholar project sites to create, present, and track coursework for non-degree courses.

Non-degree course site requirements

  • Ability to present and structure course content in an easy-to-follow manner
  • Ability to communicate with students
  • Ability to add/remove both internal/external students from course sites
  • Has grading, document sharing, quizzes, and discussion board tools
  • Can rubrics and track outcomes

Additional requirements for internal training and Virginia Cooperative Extension courses for public audiences

  • Badging and/or completion certificates
  • Ability to track a path of study
  • Less formal grading (assessment without formal gradebooks or a quizzes)

Recommendation

Canvas is designed for teaching and learning, so is recommended for non-degree courses. 

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Email distribution/listserv

Some faculty and staff use Scholar's Messages and Email Archive tools like a listserv - to distribute announcements and email to site members. Usually a site administrator is in charge of adding and removing individuals from the site instead of the users themselves. 

Email distribution requirements

  • A single (hopefully easy to remember) address to send mail to for it to be distributed to all group members
  • A user interface and/or processes for managing email recipients
  • Options to control how the list works

Recommendations

  • Email distribution options with creating a new site
  • Email distribution options without creating a new site (single-tool options)

 

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Advising

Advisors at VT perform a variety of roles in a variety of ways, and many have traditionally used Scholar project sites to work with their students.

Advising site requirements 

  • Calendaring and appointment scheduling
  • Confidential file sharing between advisor and advisee
  • Imported or auto-generated advisee groups/permissions

Recommendation

Academic advising is a teaching and learning activity and fits with Canvas' design, so Canvas is the recommended option for migrating Scholar project sites for academic advising. 

 

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Scheduling

Some Virginia Tech affiliates use Scholar's calendaring features to plan events and share event information. 

Recommendations

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Wiki/websites

Scholar project sites for wikis are shared, editable documentation, often knowledge bases. Websites in Scholar are for building and publicly sharing content. 

Recommendations

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Other Relevant Articles

Still need help? Contact 4Help or set up a consultation with the TLOS Student Consultants.  

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