If you need to edit a course that has course events in progress you can create a new version of it and re-assign any learners who have not yet completed it.
Step 1: (Optional) Expire the Course Event
If the course has an active course event, you will need to expire it before you will be able to create a new one. If you don't need to create a new course event immediately or the course event will expire before you need to create a new version, you can skip this step.
1.Click on Administration on the Main Menu.
2.Click on the Courses tab. This is the default tab when entering the Administration area.
3.Navigate to the course and then click on the course’s name to open its properties.
4.Click on the Active Events tab.
5.Click on the course Event's title to open its properties.
6.On the Properties tab, click Edit.
7.Under, End Date enter yesterday's date (or any date before today). If the course event is currently open, you can enter the date using the DD/MM/YYYY format.
8.Click the Save button.
9.On the Learners tab, check the Select All checkbox and then click the Remove Selected Learners button.
10.Click the Back button to go back to the course's properties, and continue the procedure in Step 2, below.
Step 2: Create a New Version of a Course
1.Click on Administration on the Main Menu.
2.Click on the Courses tab. This is the default tab when entering the Administration area.
3.Navigate to the course and then click on the course’s name to open its properties.
4.On the course's Properties tab, click Create Version. This will archive the current version of the course and create a new one.
5.You are now on the properties tab of the new version of the course.
6.If you are ready to create a new course event, click the Edit Properties button and change Course Approved to Yes. Click Save Changes.
Step 3: Create a New Course Event
When you create a new version of a course, you must also create a new course event.
The following list of steps will show you how to create a course event:
1.Click on Administration on the Main Menu.
2.Click on the Courses tab. This is the default tab when entering the Administration area.
3.Click on the link for the appropriate course to view its properties page.
4.Click on the Active Events tab and click on the Add Event button.
5.Fill out the Course Event data, as defined below in "Course Event Properties".
6.Click the Add Course Event button.
7.Choose whether to add personnel in the organization to this event, then click the Proceed button. You can do this at a later time on the Learners tab of the course event's Properties. Note that assigning learners to a course event will cause them to be sent a notification email regardless of whether the course event is approved.
▪All assigned to position: This will schedule all learners assigned to the job position (whether or not they are marked "in job").
▪Assign to Job Position but NOT in job: Schedule all learners except those marked "in job".
▪Currently marked in job: Schedule only those learners marked "in job".
▪None: Do not assign any learners to this course event right now.
8.The course event properties page will open.
Step 4: Check Enrollment
1.Navigate to the Users tab to verify that the learners who have not completed the course are enrolled.
2.Navigate to the Other Enrollments tab if you need to enroll learners who have already completed the course.
If a learner is assigned to an active course event for one version of a course, you will not be able to assign them to an event for a different version of the same course.
Troubleshooting Versioned Courses and Course Events
Versioning an active course is a complex process with many steps. If you get stuck, try these solutions to common problems. For further assistance, email us at support@focuslearning.com.
I can't create a course event or make my new course Approved
Creating a new version will archive the previous course, so there isn't a reason you shouldn't be able to approve the new one. However, you may have missed a step when editing the course in VISION Developer. To check this, click on the Lessons tab. Under Published for Web, ensure that each lesson has a green "Yes". You cannot approve this course if the lesson isn't ready. You can also click the More Info icon. If it is red or yellow, there may be other issues with a lesson as well.
If any lessons are not published, you must publish them in the VISION Developer module, as described here: Set up Courses in the VISION Developer.
I can't find the learner I'm looking for
If you cannot find the learner you're looking for, you may need to remove them from the previous course event. A learner can only be assigned to one course event at a time. Follow these steps to find an active course event for an archived course:
1.Click on the Courses tab.
2.Navigate to the course and then click on the course’s Versions button.
3.Click the blue badge for the course with active events.
4.Click the link for the active event.
5.Proceed with Step 1: Expire an Active Course Event.
