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Recertify your learners

Elizabeth Brown
  • Updated

Summary

Automatically re-enroll learners in courses before their certificates expire. Ensure compliance with timely recertification. 

This feature is available to all customers.

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

See:

This screenshot shows the 2 features as they appear on a course Info page.

view_of_certs_and_credits_and_due_dates_and_expiry_dates_options.png

Set up recertification on a course

  1. From main navigation go to Courses > your course name.
  2. From the Info page, select Certs & Credits.
  3. Assign a certificate to the course in Award Certificate (Pass or Completion) - see Set up course certificates.
  4. In Certificate Expires enter a number of days that the certificate is valid, after which it expires.
  5. In Auto re-enroll learner enter a number of days before certificate expiry, to schedule LearnUpon to re-enroll your learner, so their certification stays valid.
  6. Select Enabled in the field opposite to activate the automatic re-enrollment function. 
  7. Select Save to finish. 

The following screenshot shows Certificate options for an example certificate valid for 180 days. LearnUpon will re-enroll the learner automatically in the same course, 2 days before the certificate expires.

assign_cert_and_set_up_to_re-enroll_learner_automatically.png

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, to prevent learners re-enrolling themselves manually in the course, and creating 2 or more chains of re-certification. 

See Add courses and learning paths to the catalog.

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
  • LearnUpon 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. See Archive a course.

Note: This option - to archive a course and stop enrolling learners on it entirely - is distinct from the archiving step LearnUpon 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, LearnUpon archives the current version, and maintains the recertification workflow on the new version of the course

If 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. See Publish a new version of a course

See:

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