Certification Enhancement for Expired Certifications
Prior to this enhancement, if users did not complete their certification before it expired, they were required to retake the training multiple times to get certified. As a result, users falling behind had to complete the same training numerous times to get certified, and administrators had to manually adjust the certification due dates and expiration dates to correct the issue.
With this enhancement, when the setting If previous period is not completed prior to expiration date, adjust start day to actual completion date is turned on, the system automatically adjusts the start date of the new certification period to match the actual day the users completed the expired certification. It allows the system to accommodate instances where a person falls behind in certification without having the user repeat the entire training for each missed period. It also reduces the workload on administrators as they do not have to manually update these dates every time a user completes certification late.
Example:
The If previous period is not completed prior to expiration date, adjust start day to actual completion date setting is enabled on the certification scheduling for the renewal period. User Ellie has certification with the current due date as 2/2/2023, and the expiration date as 2/17/2023. However, the certification is expired and Ellie completed the expired Certification on 4/25/2024.
|
|
Before enhancement | after enhancement |
|---|---|---|
| Completion Date | 4/25/2024 | 4/25/2024 |
| Due Date Calculated | 4/25/2024 + 30 Days = 5/25/2024 | 4/25/2024 + Recurrence (1 Year) + 30 Days = 5/25/2025 |
| Expiration Date Calculated | 4/25/2024 + 45 Days = 6/9/2024 | 4/25/2024 + Recurrence (1 Year) + 45 Days = 6/9/2025 |
| Result | The user just completed the training, but the certification indicates they must complete it again in 2024 (30 days for due and 45 for expiration) as the system did not consider the recurrence. | The user just completed the training, and the recurrence is considered in the calculation, so the user does not need to re-certify until the next certification cycle in 2025. |
Note: The If previous period is not completed prior to expiration date, adjust start day to actual completion date setting appears only when the certification renewal schedule is relative to a certification completion date, that is, when you select either Relative or Relative with Rolling Period in the Scheduling section while creating a certification.
How Does this Enhancement Benefit My Organization?
- Administrators and certification owners will no longer need to review and update certification dates for previously expired certifications.
- Accurate expiration dates and due dates are displayed when reviewing certifications.
- Reduces inefficiencies for users and administrators.
Frequently Asked Questions (FAQs)
Will this change impact existing certifications that have already been renewed?
Only expired certifications renewed after the release will reflect the new calculation. Any previously expired certifications that are no longer expired will not have new date calculations. Only certifications with the setting “If the previous period is not completed before the expiration date, adjust start day to actual completion date” are impacted by this change.
Implementation
This functionality is automatically enabled for all organizations using the Learning module.
Permissions
The following existing permissions apply to this functionality:
| PERMISSION NAME | PERMISSION DESCRIPTION | CATEGORY |
| Certification - Manage | Grants administrators ability to manage certifications. This permission can be constrained by OU and User's OU. This is an administrator permission. | Learning - Administration |