Colorado School of Mines LMS Video Relinking Challenge: A Case Study in Automation

Background & Goals

Colorado School of Mines (Mines) is a top-ranked public institution known for its cutting-edge research and innovation in engineering and applied sciences. With roughly 7,000 students, Mines is dedicated to advancing knowledge in critical fields like energy, materials science, and environmental sustainability. As a leader in STEM education, Mines continuously seeks to enhance its digital learning environment to provide students and faculty with the best possible tools and resources.

In 2024, Mines set out to implement a new, campus-wide Video Content Management System (VCMS), Kaltura, to enhance teaching methods, boost student engagement with interactive videos, and improve video accessibility. However, this transition came with a significant challenge: updating thousands of embedded video links across multiple courses in their Canvas Learning Management System (LMS) without disrupting active learning.

Introducing Julie Sharpe & the Project Scope

Julie Sharpe, IT Project Manager in the Project Management Office, joined Mines just as the VCMS transition was getting underway. While her primary focus was managing the overall platform change, the issue of relinking videos quickly emerged as a major secondary project. Without an efficient solution, Mines risked significant delays, faculty frustration, and a disrupted student experience.

The Challenge

The biggest challenge was the sheer scale of the task. With tens of thousands of video links spread across multiple Canvas courses, manually updating links wasn't an option — it would have taken far too long and left room for human error. At the same time, the project had to be completed without disrupting live courses, making timing a critical factor. Mines needed a solution that was fast, precise, and minimally invasive.

Why Atomic Jolt?

Recognizing the need for expertise in LMS integrations, Mines sought the help of Atomic Jolt. Their proven capability to automate the relinking process made them the perfect partner. By leveraging automation, Atomic Jolt was able to:

• Drastically reduce the project timeline compared to manual updates
• Ensure accuracy and consistency across thousands of links
• Minimize disruptions for faculty and students
• Adapt to Mines' specific needs within the Canvas LMS

The Process

The project was strategically divided into two phases to align with the academic schedule and prevent disruptions. Atomic Jolt's automation technology efficiently updated the relevant embedded video links, ensuring they pointed to the correct Kaltura-hosted content while displaying correctly in Canvas.

Strong collaboration between Mines and Atomic Jolt was key to the project's success. Frequent check-ins kept things on track, and Atomic Jolt's flexibility allowed for quick resolution of unexpected challenges, such as locked blueprint courses and video display issues.

"This group is really great to work with. They were responsive, adaptable, and helped us navigate challenges efficiently.”

Julie Sharpe, Project Manager, Colorado School of Mines

Results & Impact

The transition to Kaltura was completed with minimal disruption to faculty and students, thanks to the automation-powered relinking process. Mines saved significant time and effort, avoiding the need for manual updates across countless courses.

What's Next?

Building on the success of this project, Mines is now exploring additional ways to enhance its LMS experience. One potential next step is adopting Atomic Search, a tool from Atomic Jolt designed to improve content management and search functionality within Canvas.

Advice for Other Institutions

For institutions considering a similar transition, Julie Sharpe shares these key takeaways:

• Plan ahead: Relinking video content is a bigger task than it seems. Factor it into your project timeline early.
• Assess internal capabilities: If manual updates aren't feasible, look for automation solutions to save time and reduce errors.
• Choose the right partner: Working with experts like Atomic Jolt can simplify the process and help avoid unexpected roadblocks.
• Stay flexible: Challenges will arise, but frequent communication and a phased approach can help keep things on track.

This project reinforced the importance of thorough planning, collaboration, and leveraging the right technology partners when managing large-scale digital learning transitions. By taking a strategic approach, schools can successfully upgrade their systems while maintaining a seamless student learning experience.