Recertify your learners
Intended Audience: Administrators
Automatically re-enroll learners in courses before
their certificates expire. Ensure compliance with timely recertification.
Important! Should you
wish to explore the use of the auto re-enroll feature in courses, it is
important to contact Customer Support BEFORE configuring this feature on a course. Should you have existing enrollments for
a course and then configure certificate expiration and/or number of days to
auto re-enroll, there can be unforeseen results. Check
with our Support Team first and we will walk you through the appropriate steps!Due
dates, valid periods, and certificate dates, explained
Certificate expiry dates are separate features from course due dates and valid periods (aka expiry dates). The terms are similar, but the functions are not linked:
- A due date sets an advisory date for a user to complete a course. After the due date passes, users can still access the course
- A valid period, also called an expiry date, sets a definite date for when a user must complete a course. After the valid period expires, users cannot access the course
- Certificate expiry dates apply to optional certificates which you link to a course: you can use them to trigger re-enrolling learners on a course, and are described in this article
This screenshot shows the 2 features as they appear
on a course Info page.
Prerequisites
To re-certify learners you need to create certificates, and associate them with courses.
Set up recertification on a course
- From main navigation go to Courses > your course name.
- From the Info page, select Certs &
Credits.
- Assign a certificate to the course in Award
Certificate (Pass or Completion).
- In Certificate Expires enter a number of
days that the certificate is valid, after which it
expires.
- In Auto re-enroll learner
- enter a number of
days before certificate expiry, to schedule Safety Made
Simple to re-enroll your learner, so their certification stays valid.
- Select Enabled to activate the
automatic re-enrollment function.
- Select Save to finish.
The following screenshot shows Certificate options
for an example certificate valid for 180 days. Safety Made Simple will
re-enroll the learner automatically in the same course, 2 days before the
certificate expires.
Note: Once a learner completes a course that is set up
for recertification, let the automated recertification process work. Avoid
manually enrolling the user in the same course ahead of the recertification.
Manually enrolling a user, who is also set up with automated recertification,
creates 2 separate chains of re-certification. The application then re-enrolls
the learner for both completions of the course when the
certificate expires.
Tip: remove recertification courses from the catalog
where possible (if you allow learner self-enrollments), to prevent learners
re-enrolling themselves manually, in the course and creating 2 or more chains
of re-certification. Recertification on new versions of courses
If recertification is set up on a course and then
you create a new version of the course, the application re-enrolls the learner
on the latest
version of the course. An example
- Recertification is set up on version 1 of a course
- Learner completes version 1 of the course
- Version 2 of the course is created which automatically archives version
1
- The certificate expires on the learner's enrollment in version 1
of the course and triggers the recertification process
- The application enrolls the learner on version 2 as version 1 is archived
Recertification after you archive a course
You can archive a course completely using the
Archive feature, which ends the course's recertification workflow.
Note
:
This option - to archive a course and stop enrolling learners on it entirely -
is distinct from the archiving step Safety Made Simple performs automatically
when you start a new version of the course:
- if you archive a course through the Archive feature, the recertification workflow ends
- if you re-version through the Create a new version feature, Safety Made Simple archives the current version, and maintains the recertification workflow on the new version of the course
When learners must keep their certifications up to
date, make sure you either create a new version of the course, or set up a new
course with certificates instead.
When you re-version a course
but no longer require certificates: turn off the certificates
in the newest version.
1. From main navigation go to Courses > your course name.
2. From the Info page, select Certs & Credits.
3. From Auto re-enroll learner select Disabled.
4. Select Save to finish.
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