Preparing for a New Training Cycle - Genius CE & Enterprise

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.:
  • API connections
  • SFTP Server updates

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
    • Terms

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.