The Genius team has come up with best practices for closing out a training cycle and preparing for the next one.
These are suggestions, and sometimes, they aren't best for all of our diverse client needs. Hopefully, you'll find some that suit your organizational needs in this article.
Questions to consider include:
Will trainings be mandatory year by year?
What is the end result of handling enrollments that are incomplete?
What insights are you hoping to gain from your reporting structure?
Here are ideas and resources for consideration when a term is ending and a new one is beginning:
Enrollments
When a section of a course ends and some learners have not finished their assignments or tasks:
Drop all of the learners with the "Dropped" or "Dropped_Grace" enrollment statuses.
Use "Unsuccessful" enrollment status if a learner did not drop the course, but also did not finish the requirements to complete the course.
"Unsuccessful" enrollment statuses do not remove learners from the course in the LMS. They also do not show up on a transcript for those learners.
When you need to update your enrollment processes.:
Sections + Courses + Learning Paths
When the term ends and it's time to close out a section of a course:
Archive your sections.
This will end learner's access to the section in the LMS.
This will remove the section from the course catalog, if applicable.
This will remove the ability to enroll in section.
If you won't use this master template course again, archive that too!
When it's time to create a new course and/or section:
Add a new course or section of a course. Be sure to update or revise any changes to your course in the LMS as well!
Update and revise any learning paths that need changes.
Check out how to add expirations and renewals to your Learning Paths, too.
Users
When you have instructors, affiliation managers, coaches, and/or other administrators that won't be using your Genius CE & Enterprise instances anymore:
Archive any users that fall under any higher-level role that might not be needing their accounts for a while.
This will restrict their access to Genius until they are set as ACTIVE again.
Custom Fields & Lists
When you need to update your methods for retrieving user data:
Review and update any custom fields and/or lists.
Learners
Courses
Sections
Templates + Reports + Dashboards
When it's time to update and revise your auto-email templates for a new term:
Edit any default or section/affiliation specific email templates.
When you want to capture different reports or make changes to preexisting ones:
Revisit the Report Builder and Query Builder and update.
Query Builder
Customize Dashboard with role specific reports.