Course Management

Archiving Past Completions and Re-Enrolling Learners in Courses

November 22, 2024 ksmith

Use this guide to archive a learner’s past course or learning plan completion and re-enroll them so they can retake training. To submit a request for UE to run the archiving/re-enrollment process

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Archiving Past Completions and Re-Enrolling Learners in Courses

Use this guide to archive a learner’s past course or learning plan completion and re-enroll them so they can retake training.

To submit a request for UE to run the archiving/re-enrollment process for courses or learning plans, please use this form.

Key point

Archive and re-enroll learners when they need to retake training and create a new active enrollment. Archived enrollment records are preserved for reporting and historical reference.

Choosing what to archive

Choose the archive method based on whether the learner needs to retake an entire learning plan or only one course.

If the learner needs to… Use this option
Retake an entire learning plan Archive the courses in the learning plan, then re-calculate their enrollment in the learning plan.
Retake one course only Archive the course enrollment and re-enroll the learner in that course.
Keep access removed after archiving Archive and unenroll instead of archiving and re-enrolling.

Important: Archived enrollments cannot be restored. Review your selection carefully before confirming the archive action.

Understanding what happens when you archive

Option What happens
Archive and re-enroll The active enrollment is archived and the learner is re-enrolled, restoring access to the course.
Archive and unenroll The active enrollment is archived and the learner no longer has access. The learner can be manually re-enrolled later.
Reset training material tracking The learner’s training material tracking is reset. Use this when the learner should retake completed materials.
Do not reset training material tracking If the learner is re-enrolled, they only need to take training materials they had not completed before the enrollment was archived.

Warning: If you choose Archive and unenroll and any course in the learning plan also belongs to another learning plan, the platform will not archive or unenroll the user from those courses.

Archiving course enrollments

Use this workflow when the learner only needs to retake courses that are assigned outside of a learning plan.

Archiving course enrollments workflow

  1. Click Course Management.
Course Management
  1. Search for the course you’d like to re-assign and click the hyperlinked title.
Course search results
  1. Search for the learner whose record you’d like to archive.
  2. Click the ellipsis to the right of the learner’s name.
Archive enrollment menu
  1. Click Archive Enrollment.
Archive enrollment settings
  1. Choose whether the learner should be re-enrolled as part of the process.
  1. If you are re-enrolling them, leave Reset the tracking of the course training material checked so the course is reset.
  1. Click Archive enrollment.
Archive enrollment confirmation

Special considerations for courses in learning plans

We strongly recommend submitting a request to have us archive the learning plan enrollment on your behalf if you have more than 2 courses in your learning plan.

If you have less than two courses or would rather handle the process on your own, follow these steps to reset your learners’ progress in the learning plan.

  1. Archive and re-enroll learners using the steps above.

  2. Go to the learning plan section and click on the blue hyperlinked name of the learning plan you’d like to reset.

  3. Click the Enrollments tab.

  4. Select the checkboxes for the users whose status you want to update. You can select them individually or use the checkbox at the top to select all on the page. Remember to click “Select all” at the bottom of you want to select more than just the users on the page.

  5. Click the Choose Action button at the bottom and select, “Recalculate Enrollment”

  6. Click RECALCULATE to confirm the action.

Viewing archived course completion data

Archived course completions can be reviewed from the learner profile, the Course Management Enrollments tab, or a custom report.

  1. Go to the learner’s profile.
  2. Open Courses.
  3. Select Archived enrollments.
  4. Return to Course Management and open the course Enrollments tab to view archived enrollments for that course.
  5. Use a custom report if you want to include archived enrollments across many learners or courses.

Getting help from UE

If you need help archiving completions or re-enrolling learners, contact launch@ue.org.

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