Transcript Lockdown - Administrator Overview

Organizations have the option to lock the data that is related to a training course on a user's transcript and Certification transcript once the course is completed. Once a course is completed, the transcript data and the data on the Training Details page will not change for the course. This applies even if the course is moved to the Archived or Removed tabs or training categories of the transcript. This prevents administrators from changing information related to a course (e.g., title, description), which would, in turn, update a user's transcript even after the course is completed. This enhancement enables organizations to better maintain compliance with 21 CFR Part 11 regulations. This functionality applies to all learning object (LO) types.

The Transcript Lockdown functionality is effective as soon as the functionality is enabled. This functionality cannot capture course data prior to the date on which the functionality is enabled.

This functionality is controlled by a backend setting and is disabled by default, so organizations can choose to not lock course data. To enable this functionality, contact Global Product Support.

Considerations

  • This functionality does not include custom fields. Custom fields are always locked upon course completion.
  • New Connect does not currently support the Transcript Lockdown functionality. This tool currently displays the current or updated LO details.
  • If the Transcript Lockdown functionality is enabled, the Edit Transcript Items permission is disabled. Users with this permission are not able to edit transcript items.
  • For recurring LOs, each recurrence is locked upon completion. If an LO is reverted to a previous instance, the details at the time of completion for the previous instance are available and are displayed on the user's transcript. The instance that is removed is no longer available in the system.
  • If data is updated in the system from the backend, any course completion data is not captured as a result of the backend changes. When data loads populate completed course data into the system via the Training Update Tool, the system captures the course information at the time the course is loaded to the system.
  • When a user is assigned a course via a learning assignment with a Completed status, the course information is captured at the time the assignment is processed.
  • When an administrator marks a course as Completed, the course information is captured at the time the administrator marks the course as Completed.
  • LO attachment information is locked only if the attachment is visible to registered users. Attachments that are limited to administrators, owners, or instructors are not locked.
  • When both the Print to PDF option and the Transcript Lockdown feature are enabled, the PDF print output contains the locked course data that is visible on the Certification Training Details page.
  • When the Data Merge feature merges completed training information that has been locked from one user’s account to another user’s account, the locked Certification training details are carried over as part of the merge.

Certifications

Support

  • When viewing the details for a completed LO in a current certification period, the locked transcript details are displayed.
  • LOs completed in the previous period for a certification are included in the Completed tab of a user's transcript. Clicking the LO title displays the locked transcript details.
  • The locked information for LOs in previous periods are stored in the database if Transcript Lockdown is enabled at the time the course is completed. These details can be retrieved, if necessary.

Considerations

  • Completed LOs in completed certification periods display the real-time course title in the transcript.
  • When a certification is printed or when the progress is viewed, the real-time course information is displayed.

Use Case - Transcript

An organization needs to be compliant with 21 CFR Part 11 regulations. Because of this, the organization needs to be sure that the training information that displays on a user's transcript does not change after the user has completed the course. This organization enables the Transcript Lockdown functionality.

  • On December 1, 2013, User 1 completes an online course titled Effective Listening Skills.
  • On March 1, 2014, an administrator updates the course description in the course catalog for Effective Listening Skills.
  • On March 2, 2014, User 2 completes Effective Listening Skills.

For User 1, the original description displays on the Training Details page for the Effective Listening Skills course.

For User 2, the updated course description displays on the Training Details page for the Effective Listening Skills course.

Scenarios

Scenario 1:

  • On July 1, 2013, the Transcript Lockdown functionality is enabled.
  • On July 4, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2013.

Scenario 2:

  • On July 1, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 4, 2013, the Transcript Lockdown functionality is enabled.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2014.

Scenario 3:

  • On July 1, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 4, 2013, the Transcript Lockdown functionality is disabled.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2014.

Scenario 4:

  • On July 1, 2013, the Transcript Lockdown functionality is disabled.
  • On July 4, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2014.

Use Cases - Certification Transcript

Use Case 1

An organization needs to be compliant with 21 CFR Part 11 regulations. They need to ensure that training information that displays on a user’s Certification transcript does not change after the user has completed the certification. To achieve compliance, they enabled the new Transcript Lockdown functionality.

Use Case 2

  1. On December 1, 2013, User 1 completes an online course that is a required training item in his Leadership Certification.
  2. On March 1, 2014, an administrator updates the course title in Course Catalog.
  3. On March 2, 2014, User 2 completes the same online course.
  4. On the Certification transcript for User 1, the original title for the online course displays.
  5. On the Certification transcript for User 2, the updated course title displays.

Scenarios

Scenario 1:

  • On July 1, 2013, the Transcript Lockdown functionality is enabled.
  • On July 4, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2013.

Scenario 2:

  • On July 1, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 4, 2013, the Transcript Lockdown functionality is enabled.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2014.

Scenario 3:

  • On July 1, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 4, 2013, the Transcript Lockdown functionality is disabled.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2014.

Scenario 4:

  • On July 1, 2013, the Transcript Lockdown functionality is disabled.
  • On July 4, 2013, a user completes a test titled Independence Day Test 2013.
  • On July 5, 2013, an administrator updates the name of the test to Independence Day Test 2014.
  • Result: The user's transcript displays the test title as Independence Day Test 2014.

Security

The following permission is disabled when the Transcript Lockdown functionality is enabled. This prevents users from editing transcript details by disabling the Edit Transcript Details link and the Edit icon on the Training Details page.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Edit Transcript Items Grants ability to modify training statuses and scores on other user's transcripts (training records) when viewing training details for particular learning objects on the transcript. User must also have permission to add external training in order to add or edit another user's external training. This permission can be constrained by OU, User's OU, User Self and Subordinates, User, and User's Self. Learning - Administration

User Transcript - Completed Tab/Training Category

With this enhancement, organizations now have the option to lock the data that is related to a training course on a user's transcript once the course is completed. Once a course is completed, the transcript data will not change for the course. This applies even if the course is moved to the Archived or Removed tabs or training categories of the transcript. This functionality applies to all learning object (LO) types.

If the Transcript Lockdown functionality is disabled and was not enabled at the time the user completed the LO, then the user's transcript displays the LO information based on the current values in the Course Catalog.

If the Transcript Lockdown functionality is enabled or was enabled at the time the user completed the LO, then the user's transcript always displays the LO information from the time the user completed the LO.

Training Details Page - Completed Learning Object

With this enhancement, organizations now have the option to lock the data that is related to a training course on the Training Details page once the course is completed. Once a course is completed, the data on the Training Details page will not change for the course. This applies even if the course is moved to the Archived or Removed tabs of the transcript. This functionality applies to all learning object (LO) types. Note: This enhancement does not include custom fields. Custom fields are not locked upon course completion.

If the Transcript Lockdown functionality is enabled, the Edit Transcript Items permission is disabled. Users with this permission are not able to edit transcript items from the Transcript Details page. This includes the Edit Transcript Details link and the Edit icon that appears next to the Due Date.

If the Transcript Lockdown functionality is disabled and was not enabled at the time the user completed the LO, then the Training Details page displays the LO information based on the current values in the Course Catalog.

If the Transcript Lockdown functionality is enabled or was enabled at the time the user completed the LO, then the Transcript Details page always displays the LO information from the time the user completed the LO.