How can I define the Certificate Expiration Settings for my Academy Curricula?

The Certificate Expiration Settings are a very important part of a Curriculum set up, as they define the period after which a user's certificate will expire, and based on this, the time the user will be obliged to retake this specific curriculum and as such, the curriculum's courses. 

A curriculum's Certificate Expiration Settings can be defined when the curriculum is first created and edited after the curriculum creation. Admins and Training Managers (if allowed to) can create and edit all academy curricula, while users with the Create Curriculum permission can create a curriculum and edit only the curricula they have created. Last but not least, the instructors of a curriculum can edit its settings even if they do not have the permission to create a new curriculum at the moment. 

Now let's check how to define these settings, what each of them means, and what happens if you edit them!

To begin with, you need to make sure that you have the Award Certificate setting set to Yes if you want your curriculum to award a certificate. If this setting is set to No, then the curriculum will not award a certificate and the Certificate Expiration Settings will be hidden. 

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Certificate Expiration Period

There are two different options when defining the Certificate Expiration Period based on which the users' certificates will expire: 

1. In X Months, set upon Enrollment/Completion Date

If you select this option, then the users' certificates will expire in X months after they complete the Curriculum. If you select the Certificate to expire in 0 months, then the Certificates awarded will have no expiration date. 

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Enrollment Date vs Completion Date

The Certificate expiration period counts always from the day of completion. However, the expiration period of a user's certificate is calculated differently based on the Set Upon setting that your curriculum has the moment a user completes it.

When a user completes a curriculum, we check if at that time, the setting of the curriculum is set upon Enrollment or Completion Date. 

  • If when a user completes the curriculum, the setting is set upon Enrollment date, then we check which value this setting had when the user enrolled in this curriculum. If when the user enrolled in this curriculum the selected Certificate Expiration Period was in 12 months, then this user's certificates will expire in 12 months after they completed the curriculum.
  • If when a user completes the curriculum, the setting is set upon Completion date, then we check which value this setting has at the moment. If when the user completed the curriculum the selected Certificate Expiration Period was in 10 months, then this user's certificates will expire in 10 months after they completed the curriculum.

Let's check this in three examples

Case #1: Upon Enrollment date

I create a curriculum on 03/15/2021 having selected the certificate to expire in 12 months, set upon Enrollment date.

  • User A takes this curriculum on 03/16/2021 and the curriculum certificate will be valid until 03/16/2022.
  • User B enrolls himself in the curriculum on 03/16/2021 but doesn't complete the curriculum.
  • On 03/20/2021 I change the settings to "In 1 month, set upon Enrollment date
  • User B completes the curriculum on 03/25/2021. The curriculum certificate will be valid until 03/25/2022 (based on the settings that the curriculum had when the user enrolled himself in the curriculum)

Case #2: Upon Completion date

I create a curriculum on 03/15/2021 having selected the certificate to expire in 12 months, set upon Completion date.

  • User A takes this curriculum on 03/16/2021 and the curriculum certificate will be valid until 03/16/2022.
  • User B enrolls himself in the curriculum on 03/16/2021 but doesn't complete the curriculum.
  • I change the settings to "In 1 month, set upon Completion date" on 03/20/2021
  • User B completes the curriculum on 03/25/2021. The curriculum certificate will be valid until 04/25/2021 (based on the settings that the curriculum when the user completed the curriculum )

Case #3: Upon Enrollment date changed to Completion date

I create a curriculum on 03/15/2021 having selected the certificate to expire in 12 months, set upon Enrollment date.

  • User A takes this curriculum on 03/16/2021 and the curriculum certificate will be valid until 03/16/2022.
  • User B enrolls himself in the curriculum on 03/16/2021 but doesn't complete the curriculum.
  • On 03/20/2021 I change the settings to "In 1 month, set upon Completion date
  • User B completes the curriculum on 03/25/2021. The curriculum certificate will be valid until 04/25/2021 (based on the settings that the curriculum had when the user completed the curriculum)

2. Every x Year(s) on Month / Day

If you select this option, then the users' certificates will expire every x Year(s) on a specific date, no matter when they completed the Curriculum.

If you select this option, an extra setting will be available where you can define that “If the user completes the curriculum X months before the certificate expiration, the certificate expiration period will be shifted to next year".

Based on the example shown in the screenshot below, if a user completes the curriculum on 11/15/2020, his certificate will not be expired on 01/01/2021 but on 01/01/2022.

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Reassign curriculum before certification expires (in days)

If your Curriculum is set to have a Certificate Expiration Period, then by default all users whose certificates expire, will be obliged to retake this curriculum

With this setting, you can define how many days prior to their Certificate Expiration these users will be reassigned with this curriculum, to ensure that your employees will always have an active certificate.

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Tips! 

  • This setting is only available if your curriculum has a Certificate Expiration Period.
  • If you have selected the Certificate Expiration Period for your curriculum to be "Every x years on" then:
    • If the "If the user completes the curriculum X months before the certificate expiration, the certificate expiration period will be shifted to next year" setting is set to 0, the curriculum will be reassigned to the users the exact same day their certificate expires.
    • The days of this setting should be less than the days of the "If the user completes the curriculum X months before the certificate expiration, the certificate expiration period will be shifted to next year" setting because the Reassignment Period cannot be bigger than the Certificate's expiration shift period for next year. 

Curricula Courses Reassignment

If your Curriculum is set to have a Certificate Expiration Period, then by default all users whose certificates expire, will be obliged to retake this curriculum. When a user is obliged to retake a curriculum, by default, they are obliged to retake all of the curricula courses, except the ones that you have selected not to be affected.

Tip #1!

If you need a specific course's progress to remain unaffected when users are obliged to retake the curriculum, then you just have to check the "If Course is part of Curriculum" setting on this course's Edit Course page. 

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Tip #2!

The curriculum's courses will also be reassigned based on their own Certificate Expiration Settings. In order to avoid having the users complete the curriculum's courses multiple times (once when the curriculum is reassigned and once when the actual course is reassigned) it is suggested that either:

  • the Courses do not have a Certificate Expiration Period
  • the Courses do not award a Certificate

Editing the Certificate Expiration Settings 

The Certificate Expiration Settings of a Curriculum by default do not work retroactively. If the Curriculum Certificate Settings are set and a user completes the curriculum with these settings, editing the Certificate Settings for this curriculum after the user's completion will have no effect on this user's certificate. 

1) If a curriculum is set to expire in x months upon enrollment, changing the number of this setting will affect users who will enroll in this curriculum after the setting update.

2) If a curriculum is set to expire in x months upon completion, changing the number of this setting will affect all users who will complete this curriculum after the setting update.

3) If a curriculum is set to expire in x months upon enrollment and you change it to expire in x months upon completion, the changing of this setting will affect all users who will complete this curriculum after the setting update.

4) If a curriculum is set to expire every x Year(s) on a specific date, changing the number of years or date of this setting will affect all users who will complete this curriculum after the setting update.

Users who have already completed the curriculum will not be affected. 

Let's look at an example

  • I create a curriculum on 03/15/2021 having selected the certificate to expire in 12 months upon Completion.
  • A user completes this curriculum on 03/16/2021. Their certificate will be valid until 03/16/2022.
  • On 03/17/2021 I edit the curriculum settings and select it to expire in 15 months upon Completion. 

In this case, the user's certificate will not be affected and it will still expire on 03/16/2022. The new settings will only be applied to the certificates of the users who complete the curriculum after the new settings have been selected. 

Read more: How can I create a curriculum?

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